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File #: 1381-2018    Version: 1 Name:
Type: Afternoon Administrative Report Status: Agenda Ready
File created: 4/23/2018 In control: CITY COUNCIL
On agenda: 5/1/2018 Final action: 5/1/2018
Title: Civic Center Project Management Services
Attachments: 1. ATCH 1 - Amendment No. 2 to Agreement No. C2017 213
To: Honorable Mayor and Members of City Council

From: Jacques R. LaRochelle, Public Works Director

Prepared By: Heather M. Maloney, Administrative Services Manager

TITLE:
Title
Civic Center Project Management Services

LABEL
RECOMMENDED ACTION:
Recommendation

Approve Amendment No. 2 to Agreement C2017-213 with Arup North America for Change Management Plan implementation in the increased amount of $429,875 for a total contract amount not to exceed $2,266,215, and authorize the Public Works Director to execute the amendment on behalf of the City.

Body
DISCUSSION:
The City entered into an agreement with Arup North America to provide Project Management Services for the Public Safety and City Administration Consolidation Project (aka Napa Civic Center Project). Part of Arup's agreement requires the development of a Change Management Plan. The proposed Amendment No. 2 will cover the implementation of the Change Management Plan.

Arup continues to play a key role on the City's Civic Center Project Management Team. Through their work thus far, their team has demonstrated a keen understanding of the City's organization and, based on this knowledge, have identified several recommended actions to help the organization successfully transition into the new Civic Center. These recommendations are provided in a Change Management/Engagement Plan.

Change engagement is critical when an organization is going through significant change, like designing and moving into new facilities as is proposed as part of Napa Civic Center Project. As part of a suite of project management practices, a well-run change engagement process helps the Project Team appropriately frame communications for maximum understanding by employees; provides a communications channel for the dissemination of timely Project information from the Project Team to employees; it empowers staff to ask informed questions and anticipate change; and it creates a reliable channel for staff to provide feedb...

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