Project Coordination Meetings Clause Samples

Project Coordination Meetings. This subtask includes regular virtual project coordination meetings/conference calls between the ESA Team and the City Team. It is anticipated that these meetings will be attended by ESA’s Project Manager, and as needed, by the ESA Project Director and/or Deputy Project Manager to track project progress and address issues as they arise. ESA’s Principal-in-Charge will be available to the City on an as-needed basis. • Bi-weekly Project Meetings with City Team - ESA’s project manager (and up to 1 other ESA Team staff) will attend 30-minute bi-weekly meetings with the City’s SEPA Project Manager and City Team (including City legal counsel) as needed to coordinate on information sharing and project status. For budgeting purposes, the total number of 30-minute bi-weekly meetings over the 12-month period is assumed to be 24, although the frequency, ESA Team staff, and duration of the meetings will vary depending on the work phase or specific need. It is assumed that these bi-weekly meetings will be held on Teams/Zoom. If the City Team prefers some in-person meetings, the ESA Team can accommodate that in accordance with adjustments in the available budget. • Internal ESA Team Project Meetings – Periodically, the ESA Team will need to meet internally to ensure that all staff are on schedule and are consistently informed of any changes relevant to their required analysis or documentation. The scope and budget allows for up to tw0 (2) 30-minute Team/Zoom meetings per month for 12 months, although the frequency and duration of these meetings will vary depending on the work phase.

Project Coordination Meetings. The Engineer shall coordinate and participate in up to twenty- four (24) meetings with external agencies or entities as requested by the State. The Engineer shall prepare and submit notes for each meeting. The Engineer shall submit minutes of the meeting summarizing the events of the meeting within seven calendar days after each meeting.

Project Coordination Meetings. The Consultant will communicate with the City and report on project progress by having a virtual project coordination meetings once a month with up to two in person. This project meeting will include a progress report.

Project Coordination Meetings. Meetings of the project coordination committee will be convened at regular intervals in order to monitor progress. If difficulties arise ad hoc meetings will be convened with the parties concerned. WP 1.3.

Project Coordination Meetings. Replace the first bullet with:

Project Coordination Meetings. Provide project coordination and direction to the project team. Host project meetings with key project team members and representatives from the City. These meetings shall address and resolve issues as they are encountered. The following meetings are anticipated: ▪ Monthly Project Management (PM) check in meetings with City ▪ Biweekly team meetings with consultant design team Assumptions: ▪ Monthly PM meetings will be held virtually, thirty (30) minutes in length and up to two (2) consultants in attendance. ▪ Biweekly team meetings will be held virtually, one (1) hour in length with up to four (4) consultants in attendance.

Project Coordination Meetings. Provide coordination and direction to the project team and subconsultants. The approach to project coordination is to host project meetings with key project team members and representatives from the City. These meetings shall have a specific purpose to address and resolve issues as they are encountered. The following meetings are anticipated: ▪ Phase 2 Project Kick Off Meeting ▪ Biweekly Project Management (PM) check in meetings with City ▪ Weekly team meetings with consultant team ▪ Project Kick Off Meeting will be held virtually. Assumed to be two (2) hours in length, with up to twelve (12) team members in attendance. ▪ Biweekly PM meetings will be held virtually, 30 minutes in length and up to two (2) consultant staff members will be in attendance. ▪ For budgeting purposes, it is assumed that team meetings will be held weekly for the first six (6) months, then monthly for the final five (5) months. Meetings will be held virtually, one (1) hour in length with up to eight (8) consultant team members in attendance. Consultant shall coordinate which team members should attend in advance of the meetings. ▪ Attendance in weekly construction meetings through task 14.0 will be tracked under subtask 14.1 ▪ Meeting notes submitted electronically to City within three (3) business days of meeting. Consultant shall incorporate revisions to meeting notes and file on project Teams site.

Project Coordination Meetings. Provide coordination and direction to the project team and subconsultants. The approach to project coordination is to host project meetings with key project team members and representatives from the City. These meetings shall have a specific purpose to address and resolve issues as they are encountered. The following meetings are anticipated: ♦ Project Kick Off Meeting ♦ Weekly Project Management (PM) check in meetings with City ♦ Biweekly team meetings with consultant team ♦ Project Kick Off Meeting will be in person in Bend. Assumed to be two (2) hours in length, with up to seven

Project Coordination Meetings. Participate in regular status update meetings, teleconferences, and status reports, as designated by the Agency, to regularly communicate status of project scope, schedule, and budget; as well as decisions to be made or concerns that may affect the project. Coordinate, attend, and facilitate meetings scheduled with the Agency during performance of the work. No more than 2 Consultant staff shall attend each meeting, which must be no more than 2 hours in length, including travel time. Prepare meeting agenda for APM approval. Prepare summary notes that include an action item log with who is assigned the action and target completion date and submit to the APM.