Common use of Project Management Services Clause in Contracts

Project Management Services. 1.1 The Acquisition Provider shall negotiate the scope of services for each Work Authorization and meet the following criteria: 1.1.1 The Acquisition Provider will visit the project site with the local ROW office. 1.1.2 The Acquisition Provider may be responsible for the input of all parcel data into a Department-designated electronic information management system (for example, ROWIS in the present or TxDOT Connect in the future). Access may be available via the internet or at a designated computer station located at the appropriate TxDOT facility. 1.2 The Acquisition Provider, if required in a Work Authorization, shall provide a Project Field Office that meets the following criteria: 1.2.1 No joint use of TxDOT facilities, excluding project-related meetings and data entry as described under paragraph 1.1.2. 1.2.2 Reasonable access to proposed project. 1.2.3 Location approved by the local ROW office. 1.2.4 Open during normal Department work hours (8:00AM – 5:00PM). 1.2.5 Staffed with personnel available to answer questions. 1.2.6 Availability of project and parcel work files (note: primary project files will be located in the project field office and ultimately at the ROW Division as the Office of Permanent Record.) 1.2.7 At least one office staff member of the Acquisition Provider is required to be a current commissioned notary public. 1.3 The Acquisition Provider shall adhere to the following guidelines regarding profit and overhead costs: 1.3.1 All Project Management costs including salaries, travel, employee benefits, telephone, internet connection, equipment, supplies, delivery fees, postage (including certified mail), will be included in the proposed fee schedule for Project Management Services. 1.3.2 Rent and utilities of project field office is a direct expense. Profit or management fees by the Acquisition Provider for rent and utilities are not eligible. 1.3.3 All profit, including any management fees for all authorized services must be included in the Project Management Services. As such, no additional management or service fees can be paid to the Acquisition Provider for any individual service. 1.4 The Acquisition Provider shall have a communication plan that meets the following criteria: 1.4.1 Prepare and deliver one monthly invoice for each active Work Authorization to the local ROW office. Prepare invoices utilizing Department standard payment submission forms with supporting documentation as directed by the Department. Supporting documentation requirements are determined by the local ROW office with guidance from ROW Division Contract Management. 1.4.2 Prepare initial property owner contact list for use by the local ROW office in distribution of Acquisition Provider introduction letters or as determined necessary by the local ROW office. DocuSign Envelope ID: 8CF9DA67-52B4-4244-BFA3-CF3F02CA6521 1.4.3 The Acquisition Provider’s Project Manager is to serve as DBE liaison to the local ROW office and ROW Division. 1.4.4 Attend weekly status meetings with the local ROW office. Date, time, and location are determined by the local ROW office. 1.4.5 At a minimum, provide bi-monthly written report to the local ROW office on the status of service tasks completed and service tasks remaining in order to bring each parcel into possession of the State. Report due dates and format will be determined by the local ROW office. 1.4.6 At a minimum, provide a bi-monthly report to the local ROW office listing all parcels for which: (1) an offer has been made of $1,000,000 or more; (2) a settlement has been proposed of $1,000,000 or more; or (3) a relocation assistance has been approved for more than $1,000,000. 1.4.7 Coordinate with the appropriate TxDOT staff and contractors responsible for clearing the right of way. 1.4.8 Coordinate with TxDOT staff and contractors that have the responsibility of utility accommodation, coordination, and verification that will result in the adjustment of utilities to a point where construction of the transportation project can proceed without delay. 1.5 The Acquisition Provider shall have a file management plan that meets the following criteria: 1.5.1 Electronic Parcel files must be kept in the local ROW office with permanent records transferred to ROW Division as Office of Permanent Record. Working files must be kept in the Acquisition Provider’s project management office. Documents generated or received by the Acquisition Provider must be submitted electronically to the local ROW office. Upon closing of a parcel, all remaining documents not previously submitted must be transferred in a format type determined by the local ROW office. Documents required to be hard copies must be submitted to the local ROW office as they are generated. 1.5.2 Maintain records of all payments including, but not limited to, warrant number, amount, date paid, etc. 1.5.3 Maintain copies of all correspondence and contacts with property owners. 1.5.4 Input and update parcel status in TxDOT approved web-based tracking system.

Project Management Services. 1.1 The Acquisition Provider shall negotiate the scope of services for each Work Authorization and meet the following criteria: 1.1.1 The Acquisition Provider will visit the project site with the local ROW office. 1.1.2 The Acquisition Provider may be responsible for the input of all parcel data into a Department-designated electronic information management system (for example, ROWIS in the present or TxDOT Connect in the future). Access may be available via the internet or at a designated computer station located at the appropriate TxDOT facility. 1.2 The Acquisition Provider, if required in a Work Authorization, shall provide a Project Field Office that meets the following criteria: 1.2.1 No joint use of TxDOT facilities, excluding project-related meetings and data entry as described under paragraph 1.1.2. 1.2.2 Reasonable access to proposed project. 1.2.3 Location approved by the local ROW office. 1.2.4 Open during normal Department work hours (8:00AM – 5:00PM). 1.2.5 Staffed with personnel available to answer questions. 1.2.6 Availability of project and parcel work files (note: primary project files will be located in the project field office and ultimately at the ROW Division as the Office of Permanent Record.) 1.2.7 At least one office staff member of the Acquisition Provider is required to be a current commissioned notary public. 1.3 The Acquisition Provider shall adhere to the following guidelines regarding profit and overhead costs: 1.3.1 All Project Management costs including salaries, travel, employee benefits, telephone, internet connection, equipment, supplies, delivery fees, postage (including certified mail), will be included in the proposed fee schedule for Project Management Services. 1.3.2 Rent and utilities of project field office is a direct expense. Profit or management fees by the Acquisition Provider for rent and utilities are not eligible. 1.3.3 All profit, including any management fees for all authorized services must be included in the Project Management Services. As such, no additional management or service fees can be paid to the Acquisition Provider for any individual service. 1.4 The Acquisition Provider shall have a communication plan that meets the following criteria: 1.4.1 Prepare and deliver one monthly invoice for each active Work Authorization to the local ROW office. Prepare invoices utilizing Department standard payment submission forms with supporting documentation as directed by the Department. Supporting documentation requirements are determined by the local ROW office with guidance from ROW Division Contract Management. 1.4.2 Prepare initial property owner contact list for use by the local ROW office in distribution of Acquisition Provider introduction letters or as determined necessary by the local ROW office. DocuSign Envelope ID: 8CF9DA67F0C2AD30-52B48EF7-4244490B-86E4-BFA3-CF3F02CA65214CBCB522D8F8 1.4.3 The Acquisition Provider’s Project Manager is to serve as DBE liaison to the local ROW office and ROW Division. 1.4.4 Attend weekly status meetings with the local ROW office. Date, time, and location are determined by the local ROW office. 1.4.5 At a minimum, provide bi-monthly written report to the local ROW office on the status of service tasks completed and service tasks remaining in order to bring each parcel into possession of the State. Report due dates and format will be determined by the local ROW office. 1.4.6 At a minimum, provide a bi-monthly report to the local ROW office listing all parcels for which: (1) an offer has been made of $1,000,000 or more; (2) a settlement has been proposed of $1,000,000 or more; or (3) a relocation assistance has been approved for more than $1,000,000. 1.4.7 Coordinate with the appropriate TxDOT staff and contractors responsible for clearing the right of way. 1.4.8 Coordinate with TxDOT staff and contractors that have the responsibility of utility accommodation, coordination, and verification that will result in the adjustment of utilities to a point where construction of the transportation project can proceed without delay. 1.5 The Acquisition Provider shall have a file management plan that meets the following criteria: 1.5.1 Electronic Parcel files must be kept in the local ROW office with permanent records transferred to ROW Division as Office of Permanent Record. Working files must be kept in the Acquisition Provider’s project management office. Documents generated or received by the Acquisition Provider must be submitted electronically to the local ROW office. Upon closing of a parcel, all remaining documents not previously submitted must be transferred in a format type determined by the local ROW office. Documents required to be hard copies must be submitted to the local ROW office as they are generated. 1.5.2 Maintain records of all payments including, but not limited to, warrant number, amount, date paid, etc. 1.5.3 Maintain copies of all correspondence and contacts with property owners. 1.5.4 Input and update parcel status in TxDOT approved web-based tracking system.

Project Management Services. 1.1 The Acquisition Provider shall negotiate the scope of services for each Work Authorization and meet the following criteria: 1.1.1 The Acquisition Provider will visit the project site with the local ROW office. 1.1.2 The Acquisition Provider may be responsible for the input of all parcel data into a Department-designated electronic information management system (for example, ROWIS in the present or TxDOT Connect in the future). Access may be available via the internet or at a designated computer station located at the appropriate TxDOT facility. 1.2 The Acquisition Provider, if required in a Work Authorization, shall provide a Project Field Office that meets the following criteria: 1.2.1 No joint use of TxDOT facilities, excluding project-related meetings and data entry as described under paragraph 1.1.2. 1.2.2 Reasonable access to proposed project. 1.2.3 Location approved by the local ROW office. 1.2.4 Open during normal Department work hours (8:00AM – 5:00PM). 1.2.5 Staffed with personnel available to answer questions. 1.2.6 Availability of project and parcel work files (note: primary project files will be located in the project field office and ultimately at the ROW Division as the Office of Permanent Record.) 1.2.7 At least one office staff member of the Acquisition Provider is required to be a current commissioned notary public. 1.3 The Acquisition Provider shall adhere to the following guidelines regarding profit and overhead costs: 1.3.1 All Project Management costs including salaries, travel, employee benefits, telephone, internet connection, equipment, supplies, delivery fees, postage (including certified mail), will be included in the proposed fee schedule for Project Management Services. 1.3.2 Rent and utilities of project field office is a direct expense. Profit or management fees by the Acquisition Provider for rent and utilities are not eligible. 1.3.3 All profit, including any management fees for all authorized services must be included in the Project Management Services. As such, no additional management or service fees can be paid to the Acquisition Provider for any individual service. 1.4 The Acquisition Provider shall have a communication plan that meets the following criteria: 1.4.1 Prepare and deliver one monthly invoice for each active Work Authorization to the local ROW office. Prepare invoices utilizing Department standard payment submission forms with supporting documentation as directed by the Department. Supporting documentation requirements are determined by the local ROW office with guidance from ROW Division Contract Management. 1.4.2 Prepare initial property owner contact list for use by the local ROW office in distribution of Acquisition Provider introduction letters or as determined necessary by the local ROW office. DocuSign Envelope ID: 8CF9DA67C97A4B85-52B44FCC-46EC-4244BA32-BFA3-CF3F02CA6521C8187C67D4E3 1.4.3 The Acquisition Provider’s Project Manager is to serve as DBE liaison to the local ROW office and ROW Division. 1.4.4 Attend weekly status meetings with the local ROW office. Date, time, and location are determined by the local ROW office. 1.4.5 At a minimum, provide bi-monthly written report to the local ROW office on the status of service tasks completed and service tasks remaining in order to bring each parcel into possession of the State. Report due dates and format will be determined by the local ROW office. 1.4.6 At a minimum, provide a bi-monthly report to the local ROW office listing all parcels for which: (1) an offer has been made of $1,000,000 or more; (2) a settlement has been proposed of $1,000,000 or more; or (3) a relocation assistance has been approved for more than $1,000,000. 1.4.7 Coordinate with the appropriate TxDOT staff and contractors responsible for clearing the right of way. 1.4.8 Coordinate with TxDOT staff and contractors that have the responsibility of utility accommodation, coordination, and verification that will result in the adjustment of utilities to a point where construction of the transportation project can proceed without delay. 1.5 The Acquisition Provider shall have a file management plan that meets the following criteria: 1.5.1 Electronic Parcel files must be kept in the local ROW office with permanent records transferred to ROW Division as Office of Permanent Record. Working files must be kept in the Acquisition Provider’s project management office. Documents generated or received by the Acquisition Provider must be submitted electronically to the local ROW office. Upon closing of a parcel, all remaining documents not previously submitted must be transferred in a format type determined by the local ROW office. Documents required to be hard copies must be submitted to the local ROW office as they are generated. 1.5.2 Maintain records of all payments including, but not limited to, warrant number, amount, date paid, etc. 1.5.3 Maintain copies of all correspondence and contacts with property owners. 1.5.4 Input and update parcel status in TxDOT approved web-based tracking system.

Project Management Services. 1.1 The Acquisition Provider shall negotiate the scope of services for each Work Authorization and meet the following criteria: 1.1.1 The Acquisition Provider will visit the project site with the local ROW office. 1.1.2 The Acquisition Provider may be responsible for the input of all parcel data into a Department-designated electronic information management system (for example, ROWIS in the present or TxDOT Connect in the future). Access may be available via the internet or at a designated computer station located at the appropriate TxDOT facility. 1.2 The Acquisition Provider, if required in a Work Authorization, shall provide a Project Field Office that meets the following criteria: 1.2.1 No joint use of TxDOT facilities, excluding project-related meetings and data entry as described under paragraph 1.1.2. 1.2.2 Reasonable access to proposed project. 1.2.3 Location approved by the local ROW office. 1.2.4 Open during normal Department work hours (8:00AM – 5:00PM). 1.2.5 Staffed with personnel available to answer questions. 1.2.6 Availability of project and parcel work files (note: primary project files will be located in the project field office and ultimately at the ROW Division as the Office of Permanent Record.) 1.2.7 At least one office staff member of the Acquisition Provider is required to be a current commissioned notary public. 1.3 The Acquisition Provider shall adhere to the following guidelines regarding profit and overhead costs: 1.3.1 All Project Management costs including salaries, travel, employee benefits, telephone, internet connection, equipment, supplies, delivery fees, postage (including certified mail), will be included in the proposed fee schedule for Project Management Services. 1.3.2 Rent and utilities of project field office is a direct expense. Profit or management fees by the Acquisition Provider for rent and utilities are not eligible. 1.3.3 All profit, including any management fees for all authorized services must be included in the Project Management Services. As such, no additional management or service fees can be paid to the Acquisition Provider for any individual service. 1.4 The Acquisition Provider shall have a communication plan that meets the following criteria: 1.4.1 Prepare and deliver one monthly invoice for each active Work Authorization to the local ROW office. Prepare invoices utilizing Department standard payment submission forms with supporting documentation as directed by the Department. Supporting documentation requirements are determined by the local ROW office with guidance from ROW Division Contract Management. 1.4.2 Prepare initial property owner contact list for use by the local ROW office in distribution of Acquisition Provider introduction letters or as determined necessary by the local ROW office. DocuSign Envelope ID: 8CF9DA67CE1F86E9-52B4F0AF-45B3-4244-BFA3-CF3F02CA6521A7BF-14A0573CEE44 1.4.3 The Acquisition Provider’s Project Manager is to serve as DBE liaison to the local ROW office and ROW Division. 1.4.4 Attend weekly status meetings with the local ROW office. Date, time, and location are determined by the local ROW office. 1.4.5 At a minimum, provide bi-monthly written report to the local ROW office on the status of service tasks completed and service tasks remaining in order to bring each parcel into possession of the State. Report due dates and format will be determined by the local ROW office. 1.4.6 At a minimum, provide a bi-monthly report to the local ROW office listing all parcels for which: (1) an offer has been made of $1,000,000 or more; (2) a settlement has been proposed of $1,000,000 or more; or (3) a relocation assistance has been approved for more than $1,000,000. 1.4.7 Coordinate with the appropriate TxDOT staff and contractors responsible for clearing the right of way. 1.4.8 Coordinate with TxDOT staff and contractors that have the responsibility of utility accommodation, coordination, and verification that will result in the adjustment of utilities to a point where construction of the transportation project can proceed without delay. 1.5 The Acquisition Provider shall have a file management plan that meets the following criteria: 1.5.1 Electronic Parcel files must be kept in the local ROW office with permanent records transferred to ROW Division as Office of Permanent Record. Working files must be kept in the Acquisition Provider’s project management office. Documents generated or received by the Acquisition Provider must be submitted electronically to the local ROW office. Upon closing of a parcel, all remaining documents not previously submitted must be transferred in a format type determined by the local ROW office. Documents required to be hard copies must be submitted to the local ROW office as they are generated. 1.5.2 Maintain records of all payments including, but not limited to, warrant number, amount, date paid, etc. 1.5.3 Maintain copies of all correspondence and contacts with property owners. 1.5.4 Input and update parcel status in TxDOT approved web-based tracking system.

Project Management Services. 1.1 The Acquisition Provider shall negotiate the scope of services for each Work Authorization and meet the following criteria: 1.1.1 The Acquisition Provider will visit the project site with the local ROW office. 1.1.2 The Acquisition Provider may be responsible for the input of all parcel data into a Department-designated electronic information management system (for example, ROWIS in the present or TxDOT Connect in the future). Access may be available via the internet or at a designated computer station located at the appropriate TxDOT facility. 1.2 The Acquisition Provider, if required in a Work Authorization, shall provide a Project Field Office that meets the following criteria: 1.2.1 No joint use of TxDOT facilities, excluding project-related meetings and data entry as described under paragraph 1.1.2. 1.2.2 Reasonable access to proposed project. 1.2.3 Location approved by the local ROW office. 1.2.4 Open during normal Department work hours (8:00AM – 5:00PM). 1.2.5 Staffed with personnel available to answer questions. 1.2.6 Availability of project and parcel work files (note: primary project files will be located in the project field office and ultimately at the ROW Division as the Office of Permanent Record.) 1.2.7 At least one office staff member of the Acquisition Provider is required to be a current commissioned notary public. 1.3 The Acquisition Provider shall adhere to the following guidelines regarding profit and overhead costs: 1.3.1 All Project Management costs including salaries, travel, employee benefits, telephone, internet connection, equipment, supplies, delivery fees, postage (including certified mail), will be included in the proposed fee schedule for Project Management Services. 1.3.2 Rent and utilities of project field office is a direct expense. Profit or management fees by the Acquisition Provider for rent and utilities are not eligible. 1.3.3 All profit, including any management fees for all authorized services must be included in the Project Management Services. As such, no additional management or service fees can be paid to the Acquisition Provider for any individual service. 1.4 The Acquisition Provider shall have a communication plan that meets the following criteria: 1.4.1 Prepare and deliver one monthly invoice for each active Work Authorization to the local ROW office. Prepare invoices utilizing Department standard payment submission forms with supporting documentation as directed by the Department. Supporting documentation requirements are determined by the local ROW office with guidance from ROW Division Contract Management. 1.4.2 Prepare initial property owner contact list for use by the local ROW office in distribution of Acquisition Provider introduction letters or as determined necessary by the local ROW office. DocuSign Envelope ID: 8CF9DA67EA053E5F-93DA-4B62-52B4848B-4244-BFA3-CF3F02CA6521E41A38CD571F 1.4.3 The Acquisition Provider’s Project Manager is to serve as DBE liaison to the local ROW office and ROW Division. 1.4.4 Attend weekly status meetings with the local ROW office. Date, time, and location are determined by the local ROW office. 1.4.5 At a minimum, provide bi-monthly written report to the local ROW office on the status of service tasks completed and service tasks remaining in order to bring each parcel into possession of the State. Report due dates and format will be determined by the local ROW office. 1.4.6 At a minimum, provide a bi-monthly report to the local ROW office listing all parcels for which: (1) an offer has been made of $1,000,000 or more; (2) a settlement has been proposed of $1,000,000 or more; or (3) a relocation assistance has been approved for more than $1,000,000. 1.4.7 Coordinate with the appropriate TxDOT staff and contractors responsible for clearing the right of way. 1.4.8 Coordinate with TxDOT staff and contractors that have the responsibility of utility accommodation, coordination, and verification that will result in the adjustment of utilities to a point where construction of the transportation project can proceed without delay. 1.5 The Acquisition Provider shall have a file management plan that meets the following criteria: 1.5.1 Electronic Parcel files must be kept in the local ROW office with permanent records transferred to ROW Division as Office of Permanent Record. Working files must be kept in the Acquisition Provider’s project management office. Documents generated or received by the Acquisition Provider must be submitted electronically to the local ROW office. Upon closing of a parcel, all remaining documents not previously submitted must be transferred in a format type determined by the local ROW office. Documents required to be hard copies must be submitted to the local ROW office as they are generated. 1.5.2 Maintain records of all payments including, but not limited to, warrant number, amount, date paid, etc. 1.5.3 Maintain copies of all correspondence and contacts with property owners. 1.5.4 Input and update parcel status in TxDOT approved web-based tracking system.