Agenda Packets - 2022/10/03 - Laserfiche WebLink

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WORK PLAN 1.0 PROJECT MANAGEMENT Overall project management of this predesign project process will be administered by Andrew Cooper from Oertel Architects. The coordination of the mandatory State of Minnesota Predesign Manual will be administered by Thomas Stromsodt. Design Deliverables will be coordinated and executed by Daniel Englund and several others from our office. Your ultimate day-to-day contact will be Andrew. However, by laterally integrating our firm into every project we have in the office, you get a team design effort with each member of the firm being able to speak with members of city staff, community members, other design team members, and outside resources to help execute a successful project. Our approach to the management of a project of any size is to keep work moving in a forward trajectory, even as the occasional re-group or circle-back discussion is necessary. Early in the process, we identify critical information exchanges and milestones within the project timeline to ensure that continued progress toward delivery. Some processes will rely on the expertise of the design team to advance work products, others need to allow for feedback from other disciplines, city staff, and community members to provide critical direction. In addition to schedule management and deliverable progress in each design step or phase, we include two specific subtasks that are critical to project management and success. 1.1 KICK-OFF MEETING The kick-off meeting will the formal introduction of the entire project team. This meeting will consist of reviewing previously established project goals, objectives, and preconceptions from city and design team members. The ultimate goal of this meeting is to establish a base for moving forward and developing progress. Part of this kick-off meeting will be to also explore and define the process required for this project to secure state funding. This is dictated by the State of Minnesota Predesign Manual for state-funded projects. Our team is very familiar with these documents and will help guide the discussion and establish critical data points for inclusion in the final document. Oertel Architects will provide the agenda for this meeting, take minutes, and distribute results of the meeting to all attendees, and keep them filed for reference. 1.2 BI-WEEKLY CHECK-INS These meetings are quick check-ins with design team members and our client team to track progress on work efforts. Oertel will conduct meetings with the client to review progress every other week, and in off-weeks, conduct meetings with the design team to identify informational needs and track progress. Sometimes, it is important to get those two meetings to be performed on the same day, to review milestone deliverables. Oertel will coordinate and schedule those with both groups. These check-in meetings are more successful as virtual meetings and because they are scheduled and have specific discussion topics, they can take place will within an hour to manage time for all entities involved in the project. 2.0 REDISCOVERY Oertel Architects is in a unique position, as we already executed the preliminary idea study that was used for the economic impact study. Our first step in the overall design process in this case is “Rediscovery”. We want to review candidly with staff and city officials the feedback and thoughts on the initial idea and build from that. In addition to building from that previous work, we need to identify new informational needs and work scopes that will be required to provide a comprehensive request for state funding. MOUNDS VIEW COMMUNITY CENTER 3