Project Management Services

The Vendor is required to provide project management for land management and permitting solution implementation services.
- Project management include by:
• Contract Management
1. Validate solution contract compliance throughout the project.
2. Ensure invoicing and deliverables meet solution contract requirements.
3. Act as primary point of contact for all solution contract and invoicing questions; coordinate responses with city staff as applicable.
4. Collaborate on and recommend solution contract amendments and change orders as required.
5. Ensure proper solution and budgetary compliance.
6. Ensure that all material changes to the solution and contract are memorialized in an amendment or change order executed by city finance-purchasing.
• Planning
1. Define and establish a project governance framework, including a steering committee with representatives from key stakeholders; document the frequency of governance meetings and the process for escalations.
2. Review and accept project planning documents.
3. Define project tasks and resource requirements for the city's project team.
4. Collaborate in the development and approval of the project schedule.
5. Collaborate with software solution vendor’s project manager(s) to plan and schedule project timelines to achieve on-time implementation.
6. Develop contingency plans for critical phases such as go-live to ensure minimal disruption; include rollback procedures in case of critical system failures during solution implementation.
• Implementation management
1. Tightly manage project budget and scope.
2. Collaborate with solution vendor’s project manager(s) to establish a process and approval matrix to ensure that solution contract changes and budget (planned versus actual) are transparent and handled effectively and efficiently.
3. Collaborate with solution vendor’s project manager to establish and manage a schedule and resource plan that properly supports the project schedule as a whole and is also in balance with and budget.
4. Collaborate with solution vendor’s project manager(s) to establish risk and issue tracking, as well as a reporting process between the city and solution vendor; take all necessary steps to proactively mitigate these items or communicate with transparency to the solution vendor any items that may impact the outcomes of the project.
5. Collaborate with solution vendor’s project manager(s) to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project.
6. Routinely communicate with both city staff and the solution vendor to aid in understanding of goals, objectives, current status, and health of the project by all team members.
7. Manage the solution requirements gathering process and ensure timely and quality city business requirements are provided to the solution vendor.
• Resource management
1. Act as liaison between project team members and stakeholders.
2. Identify and coordinate all city resources across all solution modules, phases, and activities including but not limited to, data conversions, records migration, integrations, forms design, hardware and software installation, reports building, user subscriptions, user acceptance testing, training, and go live.
3. Provide direction and support to the project team.
4. Build partnerships among the various stakeholders to move the project forward.
5. Manage the appropriate assignments and timely completion of tasks as defined.
6. Assess project team performance and take corrective action, if needed.
7. Provide guidance to city technical teams to ensure appropriate and timely response, collaboration, and resolution with solution vendor’s technical support teams.
8. Own the relationship with any in-solution 3rd party providers and align activities with ongoing project tasks.
9. Ensure that users have appropriate access to solution vendor’s project toolsets as required.
10. Conduct training on proper use of toolsets.
11. Validate completion of required assignments using toolsets.
12. Include a stakeholder analysis and engagement plan to ensure all affected parties are adequately involved. Define communications channels and feedback loops for internal and external stakeholders.
• Change management
1. Ensure and validate that users receive timely and thorough communication regarding process changes.
2. Provide coaching to supervisors to prepare them to support users through the project changes.
3. Identify impact areas resulting from project activities and develop a plan to address them proactively.
4. Identify areas of resistance and develop a plan to reinforce the change.
5. Monitor post-production performance and new process adherence.
6. Ensure the implemented solution complies with all relevant regulations, standards (e.g., data privacy laws, environmental policies, etc.), and in- city requirements.
7. Plan for periodic compliance audits during and after implementation.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 19, 2025