Agmt24 CaltransUS101/SR84 Interchange Improvement Project

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US 101/Woodside Interchange Improvement Project Page 8 o Meeting minutes will be created and approved for all ESC, PMT, and PDT meetings (by RWC Consultants). o The complete hardcopy Project File will be maintained by RWC consultant staff. • Meetings, both regular and ad hoc, including facilitation and documentation: o Focus Meetings – these meetings may be called by any member of the Project Management team (consisting of Task Managers) to address a specific issue; meeting participation is kept to only those with direct input into the solution. o PMT Meetings – defined under the PMT definition above. • Team communication o Task Managers are responsible for communicating with other Task Managers with whom their work requires coordination. In the process of doing so, they should keep their own Task Teams and PMs informed. o The Team Contact list will be maintained by Grace Doi at (773) 627-7183 and available on the Project SharePoint website. o PMT internal SharePoint site  The project SharePoint site will be provided and maintained by RWC consultants.  All in-process, shared, and final documents will be posted on this internal shared drive. • Formal correspondence from the PDT to others o PDT members will follow Caltrans procedures as detailed in the Caltrans Project Development Procedures Manual. • Project items requiring City Council approval will be coordinated with the 101/84 Ad Hoc Committee through the C-PM and Consultant PM; the goal is to provide sufficient clarification to allow items to be added to the City Council meeting agenda as consent items to streamline the approval process. • Consultant PM will communicate directly with Caltrans. In addition, other project communications with Caltrans will be coordinated through members of the PMT as listed below, copying Caltrans Project Managers Mohammed Suleiman and Rommel Pardo on all relevant communications: o Communications from AECOM is coordinated with Prakash Siva to the Caltrans Design staff. o Communications from ARWS is coordinated with Chris Doerksen to Caltrans staff Michael Callahan. o Communications regarding grants/funding is coordinated with Ryan Bissegger to Caltrans staff Josephine Malloy. o Trinity Nguyen is coordinating communications with UPRR and will copy consultant PM and C-PM on critical communications or as needed. B. PROJECT OUTREACH AND COMMUNICATION The Project has conducted outreach in Environmental Phase, Design Phase, and in the creation of the Funding Plan strategy. The third and current phase of the project involves ROW procurement, finalizing