Project Management and Stakeholder Involvement. The selected CONSULTANT will ensure timely completion of project tasks, and establishing and maintaining a positive working relationship with various key stakeholders. The selected CONSULTANT will attend project management meetings, prepare meeting notes, and prepare information for presentation. Minutes of the project meetings will be sent out in draft form for the RCRRA Project Manager’s approval and distributed a minimum 3 calendar days prior to the next meeting. Minutes shall include follow-up actions and corresponding responsibility and time frames to be completed. It is anticipated that project management meetings will take place approximately every 2-3 weeks. The selected consultant will be required to attend Red Rock Corridor Commission meetings, Minnesota High Speed Rail Commission meetings, city meetings, etc. as requested by the RCRRA Project Coordinator. The CONSULTANT will attend monthly Technical Advisory Group(TAG)meetings. The TAG will be comprised of staff representatives from key stakeholder groups as identified in the table in Sec I.A of this RFP. The CONSULTANT will update the status of the project and receive feedback from the TAG. It is anticipated that a maximum of eighteen (18) TAG meetings will be required. The selected CONSUTLANT will also coordinate and facilitate, at minimum, three (3) stakeholder workshops scheduled at strategic points in the project timeline. The CONSULTANT will be responsible for the production, printing, and mailing of brochures, flyers, or similar public/notice/informational pieces. The CONSULTANT will work with RCRRA project manager to develop consistent project messages, slogans and graphical standards that will be consistently incorporated into all publications and work products produced. All electronic and hard copy versions of reports, documents, drawings, diagrams, etc. produced by the CONSULTANT will be the property of the RCRRA. All such documents shall be turned over to RCRRA in their original format, including electronic format, at the end of the project conclusion. • Regular communication with the RCRRA Project Coordinator discussing progress or issues arising with the project • Prepare and submit monthly invoicing • Attendance, staffing, and administration of the Technical Advisory Group Meetings • Attendance at RCRRA, Red Rock Corridor Commission meetings, Minnesota High Speed Rail Commission, city meetings, etc. as requested • Attendance and presentation of project milestones at RCRRA Board me...
Project Management and Stakeholder Involvement. Throughout the project, the team will focus on the overriding themes of communication and coordination. While all the stakeholders have a common goal of improving the rail operations of both freight and passenger rail systems, each stakeholder has unique goals and issues. Open communication is critical to determine a plan that best meets the current and future needs of the East Metro rail system. The project team understands that the success of a project often lies in the ability to obtain consensus and support from the various stakeholders identified in Attachment 4 of the RFP, as well as key stakeholders identified in Section
I. A. By providing continuous opportunities for meaningful dialog with stakeholders, we will achieve a sense of project ownership and collaboration. Early and active participation by key stakeholders is critical to project success. The freight railroads in particular have a higher stake in the proposed improvements and will provide valuable input. It is important that they remain engaged in a positive way throughout the project process. Our team will meet with RCRRA representatives approximately every two to three weeks through the duration of the project, to review progress, set action items, and establish agendas for the Technical Advisory Group (TAG) and stakeholder workshops. The project team will prepare agendas and meetings minutes for each of these project management meetings, including the tracking of action items, responsible parties and timeframes. All meeting materials will be reviewed by the RCRRA project manager prior to sending to the entire attendee list. Members of our team will also attend up to two meetings per month for additional commissions and other stakeholders by request of the RCRRA project manager.
