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10 Orange County Comprehensive Land Use Plan <br />Project Management Protocols <br /> <br />The following project management protocols will guide Project Team work. <br /> <br />1. A member(s) of the County Staff will be the main point of public contact for the project. The Clarion Team will refer direct <br />communica�ons from the public, appointed or elected officials to County Staff. Excep�ons include communica�ons regarding <br />development of the Equity Database and affiliated community engagement communica�ons necessary to complete work by the <br />Clarion Team, and communica�ons with stakeholders interviewed during Phase 1. <br />2. The Clarion Team and County Staff will work as a team throughout the project. Project management issues that arise during the <br />project will be dealt with quickly through a conference call or face-to-face mee�ng to keep the process moving. <br /> <br />3. Clarion Associates will provide project management for the overall project and will be responsible for management of the consultant <br />team. Leigh Anne King will be the Project Director and Emily Gvino will be the Project Coordinator for the Clarion team. Both will <br />atend project management mee�ngs. <br /> <br />4. County staff will be responsible for project coordina�on tasks throughout the process, including: providing relevant reports, data, and <br />documenta�on to the Clarion team; reviewing and providing a consolidated set of comments for staff review dra�s of work products; <br />publicizing and arranging public mee�ngs; and scheduling/arranging workshops in coordina�on with any local partner organiza�ons. <br /> <br />5. The County and/or local partner organiza�on will coordinate, arrange, adver�se, and host all public mee�ngs, community group <br />presenta�ons, workshops, and study sessions. The Clarion team will provide content and facilitate the mee�ngs, workshops and events <br />as noted in the Scope of Services. Stakeholder interviews will be scheduled by the Clarion team. In-person interviews will be conducted <br />as part of the Phase 1 kickoff week and virtual interviews will be provided for those that cannot atend in-person. <br /> <br />6. Public engagement repor�ng will leverage the quan�fiable func�onality of the online public engagement so�ware’s dynamic repor�ng <br />features. Efforts will be made to reduce open-ended ques�ons that require extensive review and theming. Extensive open-ended <br />comment review and theming may require addi�onal budget. <br /> <br />7. The Clarion team will provide digital files of all documents and products to the County in the format in which they were created and, if <br />different, in a format suitable for pos�ng on the County website and for prin�ng paper copies, such as Adobe PDF. <br /> <br />8. County staff will provide a single, consolidated set of comments in electronic format for all staff review dra�s of deliverables. All <br />comments will be reviewed by County staff to resolve any inconsistencies and provide clear direc�on. If possible, changes will be <br />provided using track-changes or similar digital comment format. Addi�onal rounds of reviews will require addi�onal resources, not <br />including minor adjustments to finalize the deliverable. <br /> <br />9. The Clarion team will review and theme work product comments provided by the Staff Working Group and prepare a record of Staff <br />Working Group mee�ng outcomes to document project progress over �me. The Clarion team will also prepare themes from public <br />engagement inputs and create summaries of these themes. <br /> <br />10. The project budget is an es�mate of how project costs are allocated among phases of work. The Clarion team will not exceed the total <br />contract amount without the express approval of the County. <br /> <br />11. Clarion will bill monthly for services rendered. The County’s project manager will review and approve Clarion Associate’s monthly <br />invoices, which will include all work covered by the Clarion Associates team. Any ques�ons or issues related to the monthly invoice will <br />be dealt with quickly through a conference call with Clarion Associates and the County’s Project Manager. The County will pay invoices <br />within 30 days of receipt. <br /> <br />12. The County will not hold the Clarion Associates team responsible for schedule delays that are the result of circumstances or events <br />beyond the control of the Clarion Associates team. <br /> <br /> <br />Docusign Envelope ID: 875C5B7A-C59F-8644-83AF-A22B12F5CE79