Contract Planning Kickoff A. As part of the contract initiation, the Contractor shall work with DHS to conduct an onsite planning kickoff to discuss processes, tools, deliverables, deliverable content, and other aspects of collaboration. 2.3.1.2 Status and Touchpoint Meetings A. Within the first month of contract execution, the Contractor shall be responsible for establishing the Monthly Status Report Meeting, as well as bi-weekly (every two (2) weeks) touchpoint meetings. The monthly status meeting will use the Status Report deliverable described in section 2.3.1.9.1 of this RFP as its agenda, while the biweekly touchpoint meetings are more informal but are a forum for the Contractor to provide brief status, reporting on recent success, upcoming activities, and/or to communicate known problems or concerns. The Contractor shall also meet with the DHS team as requested. The Contractor shall create and distribute meeting minutes following all meetings within one (1) business day. B. The Contractor may be included in meetings with DHS or other interested parties, including, but not limited to, entities within the State and federal government. If requested by DHS, and/or any other State or federal oversight agency, the Contractor shall provide any data or information within three (3) business days of receipt of the request. The data or information shall be provided at no additional charge and must be in the requested format, media type, and/or quantity. 2.3.1.3 Deliverable Expectations Document A. The Contractor shall deliver a single Deliverable Expectation Document (DED) for DHS approval. The Contractor shall use a DED for all deliverables. The DED shall align with CMS’s DED template for all deliverable submissions. The Contractor must organize any meetings necessary to understand and align with the use of the CMS template and/or any DHS-specific changes needed to the DED template. The Contractor shall download any available and required deliverables templates from the CMS.gov repository. B. The Contractor shall organize joint review sessions with DHS to align the Contractor’s understanding of expectations using the deliverables templates. 2.3.1.4 Project Initiation Checklist A. The Contractor shall develop and submit a checklist confirming that the following key project establishment activities have been completed: 1. All Contractor Key Staff have been provided DHS credentials; 2. Connectivity to all required project systems for Contractor and DHS staff has been established; 3. A Contractor staff directory, containing all contact information and project titles, has been provided to the necessary DHS staff (as determined by DHS); and 4. The kickoff presentation occurred. 2.3.1.5 Project Management Plan A. The Contractor shall develop and maintain a Project Management Plan (PMP) for DHS approval that describes all the project management processes, roles, and responsibilities to effectively manage and control the contract, with emphasis on processes that are not covered in separate plans in this RFP. B. The PMP will govern the Contractor’s project management processes for the duration of the Contract. The Contractor must identify and indicate specific aspects within the PMP where DHS support or input is expected. The PMP components must align with the DHS processes, including use of and/or interface with DHS Enterprise tools, as directed by DHS and as outlined in section 2.3.3.1.3.
