Common use of Stakeholder Coordination Clause in Contracts

Stakeholder Coordination.  Kick-Off Meeting. Plan and execute a kick-off meeting with all initially identified stakeholders to communicate the study purpose, goals, group/interview structure, expectations and schedule of the assessment.  Structure of Stakeholder Groups. Establish an initial list of all stakeholder groups, including but not limited to individual groups (e.g., businesses, residents [including low-income or minority residents, Indianapolis residents, and suburban residents], freight carriers, environmental interest, commuters, non-profit organizations, etc.), regional groups and elected officials. The groups shall be structured to facilitate an orderly process. Establish the interview schedule and define regional report-back/update groups.  Conduct Stakeholder Interest Group Interviews. Prepare one set of presentation materials and interview questions to be used at all interviews. It is anticipated that within that prepared material, each interview will be focused on the information and questions that pertain to the group’s interests and concerns associated with the transportation system. Input will also be solicited on design factors to inform scenario development. Develop an interview questionnaire to collect stakeholder input. Questionnaires shall be used in accordance with stakeholder or group interests. Meeting notes will be prepared for each interview and a comment log combining input from all interviews shall be prepared.  Report-back Updates – Prepare two sets of presentation materials for report- back meetings to combined groups from the original round of interviews. The updates will occur two times during the planning process – after initial scenarios are developed, and after the IndyMAP document is finalized to share findings and conclusions.  Elected Official Briefings – Prepare one set of presentation materials to update elected officials on status, initial findings, progress, etc. The elected official briefings may occur within regularly scheduled agency meetings as appropriate. It is anticipated that the elected official briefings will occur at outset of IndyMAP planning effort, and at the end of the planning process, prior to submittal of report.

Stakeholder Coordination.  Kick-Off Meeting. Plan and execute a kick-off meeting with all initially identified stakeholders to communicate the study purpose, goals, group/interview structure, expectations and schedule of the assessment.  • Structure of Stakeholder Groups. Establish an initial list of all stakeholder groups, including but not limited to individual groups (e.g., businesses, residents [including low-income or minority residents, Indianapolis residents, and suburban residents], freight carriers, environmental interest, commuters, non-profit organizations, etc.), regional groups and elected officials. The groups shall be structured to facilitate an orderly process. Establish the interview schedule and define regional report-back/update groups.  • Conduct Stakeholder Interest Group Interviews. Prepare one set of presentation materials and interview questions to be used at all interviews. It is anticipated that within that prepared material, each interview will be focused on the information and questions that pertain to the group’s interests and concerns associated with the transportation system. Input will also be solicited on design factors to inform scenario development. Develop an interview questionnaire to collect stakeholder input. Questionnaires shall be used in accordance with stakeholder or group interests. Meeting notes will be prepared for each interview and a comment log combining input from all interviews shall be prepared.  • Report-back Updates – Prepare two sets of presentation materials for report- back meetings to combined groups from the original round of interviews. The updates will occur two times during the planning process – after initial scenarios are developed, and after the IndyMAP document is finalized to share findings and conclusions.  • Elected Official Briefings – Prepare one set of presentation materials to update elected officials on status, initial findings, progress, etc. The elected official briefings may occur within regularly scheduled agency meetings as appropriate. It is anticipated that the elected official briefings will occur at outset of IndyMAP planning effort, and at the end of the planning process, prior to submittal of report.