Specifications include, but are not limited to: Obtain facilitation services for Utilities Public Advisory Group. Task 1. UPAG Management Maintain an up-to-date roster of UPAG membership. Email and poll members 2-3 times per year about desire to continue participating, roles/responsibilities, and other topics as appropriate. Review UPAG Roles & Responsibilities document with City staff annually and update as needed. Send out meeting agendas, materials, virtual/hybrid invites, and reminders. Maintain an up-to-date virtual white board type system. Provide meeting materials, summaries and recordings to city staff contact for city to post on its website. Assumption: City will manage recruitment of committee members. Meeting materials, presentations, drafts, etc. will be stored and accessible for editing by City staff and Contractor on a City Microsoft Teams channel. Task 2. Meeting Plan and Material Development Work with City staff to create and update an annual plan of meeting agendas and develop materials for monthly committee meetings, including creating PowerPoint templates and outlines for city staff to fill in. This task includes effort for monthly coordination meetings with the City to review outcomes and plan upcoming UPAG meetings, reviewing presentation materials, and preparing brief meeting summaries. Focus of meeting summaries will be documenting the input received from the UPAG members, along with a very brief re-cap of what was presented. Assumption: The City will post meeting materials as appropriate to the website and will provide any printing and mailing if needed. Task 3. Committee Facilitation Provide in-person or virtual facilitation of UPAG meetings, including managing presentations and use of virtual white board. Assume meetings other than an annual field trip meeting will be either virtual or hybrid, utilizing Zoom or Microsoft Teams. Contractor to set up and send invites and provide meeting recording.
