Specifications include, but are not limited to: 1: Project Management Task 1.1: Project Administration Consultant shall schedule and coordinate tasks within this WOC and shall maintain liaison roles and coordination with the APM and City. Consultant’s PM shall be the primary point of contact and shall communicate regularly with the APM regarding the status of services being performed and to discuss challenges or concerns that may impact the Project. Consultant shall monitor the Project budget and expenditures. Consultant shall prepare monthly Project progress reports that summarize the services completed that month. The base schedule is anticipated to be TBD months. Consultant shall prepare an initial Project Management Plan that includes the following components: outline of the Project goals, key Project team members’ roles and responsibilities, communication protocols and procedures, milestones, quality assurance/quality control (“QA/QC”) plan and initial risk register matrix. Consultant shall prepare a Project schedule. Task 1.2: Progress Reports Consultant shall provide progress reports on a monthly basis for the duration of the Project. In addition to the progress report requirements listed in Exhibit B, Section C of the Price Agreement, progress reports must include, at a minimum: Summary of all task work completed during the previous month including deliverables provided listed by task. Summary of all work completed on each application review: Task reviews not yet completed. What task areas are ongoing? Issues/questions regarding task(s) review Task reviews completed. Results of task review Deliverables: Consultant shall provide to APM: Monthly progress reports due by the 20th day of each calendar month with the delivery of each monthly invoice. Task 1.3 Meetings Consultant shall prepare for, lead, and facilitate meetings as identified in the subtasks below. Meetings must be collaboratively scheduled between Consultant, APM and City. Unless specifically stated otherwise, Consultant shall host meetings with screen and voice sharing software capable of running concurrently for use by Agency, City and Consultant staff at the discretion of the APM. Consultant shall develop and provide draft agendas for each meeting to APM and City for review 3 business days prior to each meeting. APM shall approve all agendas. Consultant shall provide all discussion materials for each meeting. Consultant shall document each meeting and provide meeting notes for each meeting listing action items, discussion topics, and other details as discussed during each meeting to APM and City for review, edits and APM approval. Task 1.3.1 Kick-off Meeting Consultant shall schedule, prepare for and facilitate 1 Project kick off meeting up to 2 hours in duration. Consultant shall ensure the Project Kick-off meeting identifies tasks, expectations and schedules for the Project. Meeting participants must include the Consultant team (the designated project manager, and necessary team members agreed to by the Consultant and Agency), the APM, and subject matter experts within Agency chosen by the APM and representative of the City of Rockaway (Project Management Team) “PMT”. The Project kick-off meeting, discussion topics must include, but are not limited to: • Review of the Project scope • Review of major Project risks identified • Identify Project disciplines • Clarify roles and responsibilities • Initial Schedule and Revised Schedules Deliverables & Schedule Consultant shall: Prepare and submit electronically, draft meeting agenda discussion material to APM 5 business days prior to meeting for APM review and approval. Prepare final meeting agenda and discussion materials to APM for approval 3 business days prior to meeting. Schedule and facilitate 1 Project Kick-off meeting Submit draft meeting discussion notes, 5 business days after meeting for APM review and approval Submit Final meeting discussion notes, 3 business day after APM edits. Standardized reports for each application to APM 1 week prior to the final project meeting Schedule: NTP to End of Project Task 1.3.2 Monthly Progress Meetings Consultant shall schedule, prepare for and facilitate TBD monthly progress meetings of up to 1 hour in length. Consultant shall ensure the monthly progress meetings anticipate and resolve any issues that may develop over the course of the Project. Progress meeting must consist of Consultant’s project manager, APM and a representative of the City of Rockway. Consultant shall ensure monthly progress meetings, discussion topics include, but are not limited to: • Progress conducted during the previous month • Issues/Problems that have developed or have been identified • Issues related to specific tasks, or programmatic (common to all applications) • Recommended options/solutions to resolve issues/problems • Next Steps over the coming month. Consultant shall prepare and maintain a Project action item and decision log (as part of meeting summary notes) to track action items and decisions discussed at Project meetings. The action item and decision log must include a description of the item or decision and who is assigned the Deliverables & Schedule Consultant shall: Prepare and submit electronically, draft meeting agenda discussion material to APM and City 5 business days prior to meeting for APM review and approval. Prepare final meeting agenda and discussion materials to APM for approval 3 business days prior to meeting. Schedule and facilitate TBD Progress meetings Submit draft meeting discussion notes, 5 business days after meeting for APM review and approval Submit Final meeting discussion notes, 3 business day after APM edits. Task 1.3.3 Final Findings and Recommendation Meeting Consultant shall schedule, prepare for and facilitate 1 virtual, final findings and recommendation meeting of up to 3 hours in duration, to discuss recommendations in the final draft report. Consultant shall ensure participants include, Consultant’s team (the designated project manager, and necessary team members agreed to by the Consultant and APM), the APM and a representative for the City of Rockaway. Consultant shall ensure the meeting agenda includes discussion of findings and recommendations regarding final design and construction. Participants must include the Discussion topics must include, but are not limited to: Existing Conditions Memo Alternatives/Path Memo Path Design Plan Final Project Summary Deliverables & Schedule Consultant shall: Prepare and submit electronically, draft agenda and meeting materials to APM and City within 5 business days prior to meeting for APM review and approval. Submit final meeting minutes, discussion notes, within 7 business days after meeting Contingency- Task 1.3.4 Purpose and Approach: Consultant shall in coordination with Agency provide Project outreach as determine by Agency with input from City. Consultant shall provide a platform to solicit comments and concerns about the Project and track the comments and concerns. Deliverables TBD
