Specifications include, but are not limited to: Task 1: Overarching Tasks, Work Plan, and Project Management To manage project organization, execution, and deliverables. Schedule: Months 1-22 1) The Contractor will: a) Communicate regularly via e-mail, phone, or virtual settings with assigned contract and project managers throughout the project duration, including regular project management team calls with RDPO and Metro. b) For all meetings and workshops – develop, distribute, and provide all agendas, read-ahead materials, presentations, other handouts, reports, and minutes. c) Provide enough staff to attend project check-in meetings, webinars, and workshops to cover responsibilities including technical presentations, facilitation, note-taking, report writing, and logistics. d) Develop, manage, and monitor the project management plan including schedule. e) Provide timely invoice and reporting of project progress to meet task deadlines and ensure any budget or schedule concerns are identified and addressed early. f) Prepare a Project Management Plan (PMP) describing the Contractor’s approach to achieving the overall project goals, roles, responsibilities, risk, and resources. The PMP should also include a deliverable and cost schedule, and process for addressing budget and/or schedule issues. g) Schedule, coordinate, and facilitate planning meetings with the Project Work Group and stakeholders, to be conducted by video conference or in person, based on agreement. Anticipate that Project Work Group meetings will be virtual. Stakeholder engagement events may be in-person, 2) Agency Roles and Responsibilities: a) RDPO and Metro will work closely with the Contractor project manager to facilitate and support project activities. b) RDPO and Metro project managers will track timelines, monitor performance, and review and provide feedback on deliverables to ensure the project remains on time, on target, and on budget. c) RDPO project manager will review and validate invoices and process payment. d) RDPO and Metro will support meeting efforts by scheduling virtual spaces utilizing RDPO or Metro conference software, sending meeting invites, and encouraging stakeholder attendance. 3) Deliverables: a) Project Management Plan (PMP) – draft due at time of first meeting with the Project Work Group; final due within five business days following b) Bi-weekly project management team check-in meetings with the contractor and project managers; frequency may be adjusted as needed as project progresses (e.g. may need weekly meetings in the beginning) – notes due within three business days following c) Quarterly project work group meetings (with regional transportation and emergency management staff); frequency may be adjusted as needed as project progresses; topics for each work session should align with the task schedule to ensure the meeting time is actively spent discussing input, feedback, and guidance as the project progresses – documentation for each scheduled session due within seven business days following d) Monthly invoices and written progress reports documenting hours billed, progress completed, potential risks, potential concerns – due within ten business days following previous month close
