Agenda - 09-02-2021; 12-6 - Information Item - Memorandum Regarding Orange County-Durham County DCHC MPO – Durham City Governance Study Interlocal Agreement (ILA)

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19 '» ATKINS SNC•LAVALIN wmcm me srvo- ncF questions. Consultant team will prepare and provide the public agency leads with all the presentation materials needed for the meeting. It is assumed that the Project Manager will attend all plan implementation governing meetings at time of adoption for ILAs to be available for presentation overview with PALs as well as answering any questions. It is assumed that all coordination meetings will either be held at an agreed upon location associated with Durham or Orange County public offices OR virtually through platforms like Microsoft Teams. Based on the eight (8) Task 1 and six (6) Task 2/3 Project Coordination meetings outlined above, it should be assumed that four (4) would be in-person, the other ten (10) conducted virtually. The public agency leads will determine need of in-person collaboration/coordination meetings versus virtual to help develop the critical relationships to help with the success of this study, but also realize efficiencies presented by virtual collaboration. The public agency leads and Consultant team will schedule out these coordination meetings just after setting the dates for stakeholder workshops. Identification of location will also occur with the scheduling of in-person collaboration meetings. The number of attendees for each meeting is identified in respective sections of the scope. For each coordination meeting listed above, the Consultant team will do the following: o Atkins will establish a purpose and goal for each meeting. Atkins will prepare a meeting agenda for each meeting that reflects the established purpose and goal. o Atkins will coordinate with the public agency leads to finalize a list of presentation materials for each meeting as necessary. o For Stakeholder and Subcommittee workshops, the Consultant Team will submit agendas, handouts, presentation materials, etc. to Public agency leads fourteen (14) business days in advance of a meeting. Public agency leads will review the documents and provide comments within four (4) business days. Atkins project team will address the comments within three (3) business days of receiving them and provide back to the public agency leads. Public agency leads will then distribute the materials to stakeholder group members for each workshop within seven (7) business days of each scheduled workshops. o Atkins and Fountainworks will provide meetings minutes along with any necessary modification/update of the facilitation/presentation materials to the public agency leads within five (5) business days of the meeting date for review and approval. Once approved, the consultant will distribute the meeting minutes and all presentation materials to the project team and participants of the meeting. 3.4 Progress Reporting and Invoicing The study is anticipated to have a 12-month duration. Atkins will track progress and budget on a monthly basis. In addition, Atkins will prepare a master monthly progress report and submit a consolidated invoice from the Consultant team to the public agency leads each month throughout the duration of the study. 3.5 Subconsultant Coordination The Consultant team will coordinate with one another during the completion of this scope of work. The coordination will include both technical aspects of the evaluation and coordination relating to schedule and tracking of progress. It is assumed that two (2) coordination conference calls will be held each month for the duration of the project. Meeting notes will be prepared and distributed to the Consultant team and public agency leads (as needed). 161 Page