Letter

Ministry of Economic Affairs and Communications of the Republic of Estonia Suur-Ameerika 1, Tallinn, Estonia Ministry of Transport of the Republic of Latvia Gogoļa iela 3, Riga, Latvia Ministry of Transport and Communications of the Republic of Lithuania Gedimino Av. 17, Vilnius, Lithuania Rail Baltic Estonia OÜ Endla 16, 10142 Tallinn, Estonia S abiedrība ar ierobežotu atbildību “Eiropas Dzelzceļa līnijas” Ģenerāļa Radziņa krastmala 9, 1050 Riga, Latvia AB “LTG Infra” Geležinkelio str. 2 LT-02100 Vilnius, Lithuania On organization of the Rail Baltica Reference group work RB Rail AS would like to inform that according to expressed views in the Stakeholders Survey 2021 on RB Rail AS performance and in Rail Baltica reference group formats, targeted actions are being taken aim ed at continuous improv ement and revitalising efficiency of overall Rail Baltica reference group formats. While not substituting daily cooperation and having specificities depending on the topic, w e remain of opinion that Rail Baltica reference group format is an effective alignment platform provided that there is a regular meeting schedule set according to project needs and in any case in not less than one meeting per quarter. Improvements taken were aimed to ensure targeted and regular progress discussions, knowledge and best practice exchange as well as ensure taking or facilitating necessary decisions accordingly. This approach we expect to continu e further as it successfully proved itself through this year in four out of six reference groups - Technical Reference Group (TRG), Railway Operation Reference Group (RORG), Communication Reference Group ( CRG) and Procurement Reference Group (PRG). Regarding work organisation of the Finance Eligibility, Risk and reporting Group (FERR) and Business Development and Commercialisation Reference Group (CORG) we have to acknowledge impact of changes in RB Rail AS RB Management board and also internal structural reforms that serve basis for continuous improvement . Therefore, with relation to CORG we plan to restart the work in this format and organize meeting by end of 3 quarter . The re so far cooperation with the infrastructure management model development expert group allows to also identify pragmatically issues where discussions within CORG would be more appropriate and allow to avoid duplication of discussion on the same matters in various formats. Regarding improvement of the FERR and considering the wide mandate of the group we propose split portfolio in three parts and continue regular business in the following way: For Project Controls issues – mandate cover ing issues related to the Global project controls, planning and reporting including matters related to CAPEX and Gant chart – relevant points under Rules of procedure of FERR are 3.2.4. and partially 3.2.3. on Action status report and monthly reporting. Definition of w ork related to a ll project Control issues at the regular FERR format will be organized when the new RB Rail M anagement B oard member (CPMO) will be selected and start its duties. Till that moment current Management B oard members will lead engagement with your institution on regular basis within individual meeting formats. For Risk management issues - m andate covering issues related to the Global project risks and risk management framework - relevant point under Rules of procedure of FERR is 3.2. 2 . With aim to strengthen the project risk management approach and ensure true enforcement across the project, w e see clear need to hold regular engagement format on quarterly basis. There are numerous items for discussion we see of particular importance, in particular on establishment and deployment of common risks management system and regular update how we m itigate the existing and potential risks including: addressing and streamlining the numerous project reports on critical risk exposures , including ensuring that report on Global Project level risk management also reach es the national Beneficiary level which is not still the case ; actions in risk management which have been performed during the reporting period ; actions in risk management which are planned for the next reporting period ; proposals for possible involvement of the Audit and Risk Committee of the RB Rail AS Supervisory Board in risk management . This dedicated FERR format for R isk management issues will be presently lead and chaired by RB Rail AS CEO Mr . Agnis Driksna. To restart work on the risk format and t aking into account specifics and importance of this format for Global project risk management system we would like to kindly ask you to nominate appropriate representatives (preferably 1+1 format) from management level able to assess or take decisions from your institutions till 29th July at a latest by sending participants contact details ( name, surname, position and email address ) to RB Rail AS (address to Mr . Jānis Zakovics, the Stakeholder manager, e-mail: [email protected] ) . We expect to invite nominated representative s from your side to the first meeting already in the beginning of August and relevant invitation will be sent out separately and after receipt information on your delegate d nominees . For Finance and Eligibility issues – mandate will cover issues related to finance and eligibility issues including matters on cost allocation, alternative sources of finance and preparations for CEF application - relevant points under Rules of procedure of FERR are 3.2.1., 3.2.5., 3.2.6. and partially 3.2.3. on financial report (statement). On Finance and Eligibility issues engagement with your institution will be led by RB Rail AS CFO Mr . Ignas Degutis on regular basis within individual meeting formats. We consider that dividing the FERR portfolio in to three parts will allow us to ensure more targeted approach to address issues in substance and follow up progress . If you have considered other ideas of further improvement in the general reference group work format or some specific reference group organisation, please feel free to submit proposals for discussion and eventual application in practice. Sincerely , Agnis Driksna Chairperson of the Management Board and CEO at RB Rail AS J.Zakovics +371 2 6513433 [email protected] THIS DOCUMENT IS SIGNED ELECTRONICALLY WITH A SAFE ELECTRONIC SIGNATURE AND CONTAINS A TIME STAMP Saatja: RailBaltica Information <[email protected]> Saadetud: 20.07.2022 15:41 Adressaat: MKM info <[email protected]>; Satiksmes ministrija <[email protected]>; <[email protected]>; <[email protected]>; EDZL <[email protected]>; <[email protected]> Koopia: Jānis Zakovics <[email protected]> Teema: RB Rail AS letter No. 1.13/LV-2022-445 Dear Sir or Madam, Please find attached RB Rail AS letter No. 1.13/LV-2022-445 On organization of the Rail Baltica Reference group work. Please confirm the receival. Best regards, RB Rail AS Tel.: &#43;37166967171E-mail: Satekles iela 2B, Riga, LV-1050, Latvia RB Rail AS This electronic communication, which includes any files or attachments thereto, contains proprietary or confidential information and may be privileged and otherwise protected under copyright or other applicable intellectual property laws. All information contained in this electronic communication is solely for the use of the individual(s) or entity to which it was addressed. If you are not the intended recipient(s), you are hereby notified that distributing, copying, or in any way disclosing any of the information in this e-mail is strictly prohibited. If you have received this e-mail in error, please notify the sender immediately, and destroy the communication and any files or attachments in their entirety, whether in electronic or hard copy format.