1 APPENDIX A
STRATEGIC PLANNING PHASE TASKS COMPLETED AND PROGRESS MATRIX Task
No. /
CDRL
Task Title /
Deliverable Description / Task Components Format(s) Date(s)2026 1 - Project Kickoff & Visioning
1A
Meetings /
Working Sessions
/ Preparation
- Intro of Measure FP team/stakeholders
- Overview of Strategic Planning Phase,
including Project goals and objectives
- Review of communication protocols,
procedures, schedule and systems
In-Person
Attendees:
18 July 31
1B
Visioning
Document -
Project Charter /
Roadmap
- Program workshops for FD & PD based
on programmatic needs and “go-toguide” or roadmap for decision-making. - Space requirements refinement for
optimal scope, sequence, and scale.
Hybrid:
In-Person
& Zoom
August 7
2 - Strategic Plan / Sequencing
2A Development of
Strategic Plan
- Preliminary site phasing, logistics, and
requirements for operational continuity.
- Identification of Project phasing/order.
Word,
Excel, PPT
& PDF
Aug. 11 -
Sept. 26
2B Temporary
Provisions
- Investigation of temporary facility
locations and disruption mitigation.
- Analysis of facility rollout sequencing
and staggered construction options.
Word,
Excel, PPT
& PDF
Aug. 11 -
Sept. 26
2C Meetings /
Revisions
- Review of Project plans, specifications
and revisions to budget alignment.
- Refinement of program gorals.
Hybrid:
In-Person
& Zoom
Aug.13,
14, 28,
Sept. 4,
11 & 25
2D Reporting /
Presentations
- Progress reports for activities to date,
updates/revisions, program refinement,
decision points, and approvals needed.
PPT &
PDF
Aug.13,
14, 28,
Sept. 4,
11 & 25
3 - Delivery Method Analysis (DMA)
3A
DMA and
Presentation
Preparation
- Assess different delivery methods and
determine best path forward for Project.
- Conduct in line with budget/funding.
- Determine quality and efficiency needs.
Word,
Excel, PPT
& PDF
Aug. 11 -
Sept. 26
3B Recommendations
and Updates
- Finalize delivery method and
procurement processes based on
complexity of facilities, level of flexibility
required, and budgetary cap/limits.
Word,
Excel, PPT
& PDF
Aug. 11 -
Sept. 26
2 3C Meetings /
Revisions
- Continued discussions around objective
for modern, resilient facilities that
support efficient operations, long-term
service needs, and budget ceiling.
Hybrid:
In-Person
& Zoom
Aug.13,
14, 28,
Sept. 4,
11 & 25
4 - Regulatory [Legal] and Environmental Considerations 4A Site Specific
Research
- Identify relevant entitlements or permits
that could impact schedule/progression.
- Flag potential environmental
constraints, risks, and other hurdles.
- Consider opportunities to streamline
approval processes and mitigate delays,
including for temporary location options.
Word,
Excel, PPT
& PDF
Sept. 29
- Nov. 24
4B Analysis and
Recommendations
- Determine how to prioritize building
systems, components and features for
modernization/regulatory compliance.
- Complete site investigations for program
and temporary provisions/procurement.
Word,
Excel, PPT
& PDF
Sept. 29
- Nov. 24
4C Meetings /
Revisions
- Finalize scope and roadmap based on
cost effective use of funds, phased
implementation aligned with key
renovation options and admin functions.
Hybrid:
In-Person
& Zoom
Oct. 9,
23 &
Nov. 6,
20 5 - Council Briefing / Approval to Proceed
5A
Council
Presentation
Preparation / Staff
Report
- Assist with the preparation and delivery
of staff report, associated documents,
and templates for next phases.
- Provide technical materials for
development of RFQ/P and progressive
design-build agreement/contract.
Submittals
via Legistar
Ongoing
until
Dec. 2
5B Council Meeting
Presentation
- Provide briefing materials, charts/tables,
slides/graphics, and other documents
as necessary to fulfill tasks of the
Strategic Planning Phase and to
advance Project’s next steps.
Submittals
via Legistar Dec. 2