Task 1: Project Management and Coordination The consultant will be required to manage the study and coordinate with other entities, as well as bear responsibility for all documentation and equipment needs. The consultant will identify a project lead from their team to act as a direct point of contact for MET's Assistant Transit Director and other City of Billings staff. The consultant should expect bi-weekly progress meetings with MET's Assistant Transit Director, as well as once monthly meetings with a Study Review Committee, including Aviation and Transit Administrative staff. The consultant shall prepare an agenda for each monthly meeting. Bi-weekly and monthly meetings may occur via video conference. Progress updates should be provided including, but not limited to: • Work performed during the report period • Upcoming tasks • Upcoming study milestones • Status of overall study schedule • Any identified issues Consultant will be required to prepare documentation of expenses and submit invoices monthly. All invoices will be due by the second Tuesday of each month to ensure timely payment. Task 2: Community Engagement In compliance with the City of Billings MET Transit Public Participation Plan, the consultant will develop, implement and facilitate community engagement to gain input from community stakeholders and members of the public. The consultant shall report monthly to a Study Review Committee comprised of City staff, MPO representatives, and other area stakeholders. The consultant may make recommendations on committee membership. The consultant should propose engagement methods they think would be most successful in the effort. The consultant proposal should include the number, type, and strategy for each community engagement effort. The consultant is expected, at a minimum to: • Provide an anticipated timeline for community engagement. • Hold at least one public meeting for data gathering purposes and public feedback; public notices should be coordinated with MET staff to ensure proper City procedure is followed. • Develop methods of consistent and effective communication to keep the community informed of the study, including use of social media and websites, as applicable. • Review and include information gathered from previous MET Transit studies and surveys and conduct new surveys, as applicable. • Provide recommendations on key business and agency partnerships to develop and foster within the community. • Reference innovative partnership and business engagement strategies that have proved effective in similar communities. • Be available for meetings to present study findings and recommendations to the City Council and approving boards. Consultant will be responsible for developing and providing the presentations. The consultant shall be required to submit in the proposal its approach on how it will reach out to the community during the process. The approach should address: • How the consultant plans to hold public meetings and community engagement. • Methods employed, including types of engagement the consultant regularly uses to accomplish outreach tasks. • The number of meetings anticipated. • An anticipated schedule of when meetings and outreach will occur. Scheduling and development of each outreach task/event/meeting should occur well in advance of any proposed event in order to provide adequate time for staff review, as well as notice to the public. Task 3: Data Collection The consultant shall gather and analyze existing conditions. Data gathered will include, but is not limited to: • An assessment of current available MET Transit resources including revenue sources, reserves, capital assets, personnel, and other metrics, including historical data. • An assessment of current, historic, and expected MET Transit operational and capital expenditure, including forecasted wage and personnel liability, general operational expenditure, capital expenditure, and other related metrics. • Existing plans, including the Transit Asset Management Plan, the Capital Improvement Plan, and the Equipment Replacement Plan, and other existing plans, as needed. • Current and historic fare structures and revenues. • Current and historic advertising program data.
