The Consultant will be provided reports from applicable resources including the Missouri COAD Manual, local and county COAD plans, state and national VOAD resource guides, and other materials to inform a summary gap analysis to be developed by the Consultant. The gap analysis will serve as directional material supporting new guides and exercises. Materials review will be completed prior to the kick-off meeting to provide appropriate background to the Consultant of the Region’s prior work in COADspecific community preparedness and support the gap analysis discussion during the kick-off meeting. After the materials review, the Consultant, Council, and stakeholders will hold an in-person kick-off meeting to discuss the Consultant’s approach to the project, recommendations for the project, and to finalize the project schedule. During the kick-off meeting the Consultant will introduce all key project personnel, provide a proposed schedule of meetings, timeline of deliverables, scope of work and gather stakeholder input. For the kick-off meeting, the Consultant must create a sign-in sheet (or similar) that captures the participant’s name, title, agency represented, and at least one method of contact (email is preferred). The Consultant must confirm with attendees the most significant gaps to be addressed by the Consultant during the contract period. The Consultant will be expected to capture stakeholder feedback and discussion and the Consultant must prepare a report that summarizes the feedback, action items, and stakeholder suggestions. During subsequent meetings, the Consultant will engage the group in discussions to determine the details of the project and deliverable documents and obtain feedback from the group on the draft reports. The kick-off meeting report must be submitted to the Council/STARRS no more than 15 working days after the kick-off meeting is completed. The Consultant must hold bi-weekly conference calls with STARRS personnel, with additional calls as needed. All in-person meetings throughout the project scope are to be held locally in the Region. The Consultant must conduct a minimum of two in-person meetings with the stakeholder group throughout the project cycle. Meeting space will be provided by an agency in the Region. Additional virtual meetings or conference calls may be necessary for this task. Conference calls with the stakeholder group should be expected and planned for accordingly. All meetings must be documented in a report that provides meeting minutes with key findings, attendee rosters, and the direction that was given or actions resulting from the meeting. Meeting reports will be provided to Council/STARRS within 7 working days after the meeting.
