IMS Infrastructure Management Services 12/27/2023

City of Everett | RFP No. 2023-057 November 2, 2023 IMS Infrastructure Management Services, LP 22 knowledge—as well as practical project management experience—to lead the team. Our project management approach is based on thorough planning, proactive schedule management, and constant communication—the result of which is higher quality deliverables and satisfied stakeholders. Project Kickoff An initial kickoff meeting with the City and the IMS team is a prerequisite to a successful project. This early communication is critical to ensuring that we are fully aligned with the City’s overall vision for the project and that specific data needs are documented accurately in our project initiation form (PIF) and GIS setup form. These project success documents support transparency and act as a reference point for relevant stakeholders. Finally, we prepare the project management plan for the City’s approval. The plan includes, but is not limited to: • Contacts and stakeholders • Measurable tasks and milestones • Project approach and specific data collection methods • Allocation of resources, including personnel and equipment • Deliverables and schedule • Performance and schedule risks and mitigation strategies The plan is approved by the City before any data collection begins and we ensure it remains current with any additional data needs. Status Meetings At a minimum, we will schedule monthly routine check-in meetings to communicate the current project schedule, upcoming tasks, risks, and challenges. IMS will develop the meeting agenda and prepare succinct meeting minutes that catalog the items discussed, decisions made, and action items with a list of who will be responsible for completing each activity. Risk, Schedule, and Cost Control Risk Approach Risk management begins with early planning and a healthy appreciation of the challenges we are likely to face as a team. At the conclusion of each project, we conduct a lessons learned analysis, and apply take-aways to subsequent projects. The result is a mature process of continuous improvement—one where every project benefits from the identification and mitigation efforts gleaned from the projects that have come before. IMS takes a preventative approach on our projects to stay ahead of any issues that may occur. We maintain a risk register of common issues and add risks specific to the project as they arise. We will work with the City to assess the likelihood and impact of each issue and determine mitigation measures to resolve them before they can impact the overall schedule or budget.