8.1. SR 05-04-2020 - Laserfiche WebLink

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MnDOT Contract No. 1028386 Work Order No. 1 Exhibit B Detailed Scope of Work and Deliverables 4 PROJECT TASKS TASK 1 – PROJECT MANAGEMENT The consultant team will manage the project in accordance with all provisions in the Local Government/Agencies Request for Proposals. The consultant team will work closely with the Local Government/Agency to administer and coordinate tasks and meetings, review budgets and billings, monitor task milestones and the project schedule, and consult on monthly progress reports to ensure all tasks are completed on time, within budget, and in accordance with project expectations. The consultant team will use several forms of communication, including phone calls, e-mail, web-conferences, and face-to-face meetings with the stakeholders (as necessary). It is understood that a project management team (PMT) will be utilized for the study to coordinate amongst key agency stakeholders (Cities of Elk River and Ramsey, Anoka and Sherburne counties, and State’s Metro and District 3) to guide and direct the study process. PMT meetings will be held monthly from study initiation (May 2020) through December 2021 (up to 20 meetings based on proposed schedule). The consultant team will work with the PMT in the first two to three meetings to plan schedules and public engagement efforts. This will allow us to adjust and refine our approach as needed. In addition, we will prepare timely agendas and minutes from meetings, within one week of each and document all key decisions and action items. Beyond the PMT, the consultant team will develop a Technical Advisory Board (TAB), with assistance from the PMT and Local Government/Agency Leaders, which includes elected officials and select local business owners with some PMT member participation. The TAB will meet quarterly through to study completion with up to six meetings. The TAB will be used to screen information before broader public consumption and affirm study direction. TASK 2 – STAKEHOLDER / AGENCY INVOLVEMENT The consultant team is well versed in multi-jurisdictional projects that have different stakeholders with varied responsibilities and points of view. It is understood and common for there to be conflicting opinions that need to be resolved. The consultant team’s approach is to provide an atmosphere that is constructive and seeks to achieve bigger- picture goals and objectives. Maintaining an emphasis on these goals brings focus to the work and decision-making. Coordination, direct presentations, and input will be necessary with agencies and interested stakeholders within the study area and along the corridor – Sherburne County, State, cultural resource agencies, freight haulers (i.e., Morrell Transfer and Lefebvre Transportation), chambers of commerce, and city commissions and boards. The purpose of these meetings will be to coordinate and gather input on pertinent study information beyond the PMT and TAB meetings. The consultant team also believes that more direct input will be needed on an ongoing basis with businesses and property owners along TH 10 that will be impacted by potential access changes. The consultant team has identified a strategy for this to ensure an understanding of issues, opportunities, and challenges as well as rationale for decisions. The consultant team has identified general timeframes for the development of technical information, the sharing of this information with key groups and decision makers, and a process for making key decisions related to the concept plans and implementation strategy. Details of this involvement has been outlined in the respective tasks that follow. However, a simplified outline of how many meetings the consultant team is prepared to accommodate is as follows: 1. Sherburne County (1 meeting) 2. State (6 meetings) 3. City of Elk River Planning Commission (1 meeting) 4. City of Elk River City Council (2 meetings) 5. Minnesota Historical Society (2 meetings) 6. Elk River and Ramsey Area Chamber of Commerce (4 meetings) 7. Freight Haulers (2 meetings) The purpose and outcome of each of these meetings will be discussed with the Local Government/Agency and State as part of the kick-off meeting and community (and agency) engagement plan development. If it is determined at that time that the project approach should change, the consultant team is prepared to pivot and allocate resources to other activities that benefit the study. All meeting coordination, presentation materials, and documentation of meeting outcomes will be documented by the consultant team staff for review, refinement, and agreement by the Local Government/Agency and