Public Outreach Consultant Services

The vendor is required to provide for developing and implementing an effective and comprehensive public outreach program for the preconstruction and construction phases of the project.
- Consultant team with demonstrated skills, experience, and knowledge conducting public outreach and the ability to:
• Maintain and expand the stakeholder database
• Identify all key target audiences and develop strategies to communicate with them
• Empathize with members of the public about construction impacts
• Develop and manage ongoing communications regarding upcoming construction activities and detours
• Foster positive working relationships with residents, businesses, local jurisdictions, and other stakeholders within and outside of the project area
• Conduct multilingual outreach
• Plan and execute in-person and virtual neighborhood meetings, and staff community and pop-up events
• Decipher technical information and communicate with the public in concise, understandable terms
• Highlight project benefits beyond improved traffic operations such as:
o Additional lighting
o Improved signage
• Utilize digital communications, social media, geofencing and other interactive media tactics to engage a wide range of stakeholders and analyze project sentiment in the community
• Catalog constituent correspondence via phone, email, etc., in a searchable format
• Maintain a database of project collateral, photos, and videos
• Plan and execute small- and large-scale special events
• Assist with resolving constituent issues and maintain a “boots on the ground” community presence
• Coordinate large-scale canvassing efforts
• Facilitate pre- and post-construction surveys and serve as a liaison between residential property owners and tenants and right-of-way team as needed
- Project manager
• Demonstrated ability to develop public awareness and understanding of largescale capital improvement projects – preferably freeway improvement projects – including project complexity and benefits. 
• Proven experience communicating technical information to the general public in a manner that is clear and concise. 
• Thorough understanding of construction and traffic management plans. 
• Principles and practices of effective communications and community outreach, including the ability to leverage multimedia platforms and technology (i.e., social media, geofencing, email, text alerts, etc.) to engage a wide range of multilingual stakeholders. 
• Management and oversight of the consultant team
- Community liaisons
• Community liaisons shall be responsible for providing day-to-day professional, organizational, and logistical services and support. 
• The community liaison’s duties include, but are not limited to, organizing stakeholder meetings and special events, managing social media platforms, developing collateral and presentation materials, coordinating direct mailers and canvassing efforts, identifying potential problems for early resolution, and responding to resolving constituent concerns.
• Community liaisons are expected to be “boots on the ground” and in the trenches every day, interacting with the project contractor and construction management team(s), octa, department, and the community at-large. 
• Consultant should propose community liaisons with expertise in communicating about highway construction and public outreach best practices. 
• Community liaisons need a general understanding of construction terms, methods, and associated community impacts.
- Account coordinator
• Account coordinators shall be responsible for supporting the project manager and community liaisons with a host of communication and outreach responsibilities, including special event planning, event setup and staffing, neighborhood outreach, delivery of materials and supplies. 
• These junior-level staff will update the project database on a regular basis, document and catalog outreach metrics, and perform other organizational and logistical tasks.
- Graphic designer
• Graphic designers shall be responsible for conceptualizing, designing, and producing visual communications. 
• The graphic designer shall be expected to deliver products that are clear, clean, simple, and informative using high-quality images that establish and enhance the public’s understanding of the project and associated activities. 
• Examples of online and print communications include flyers, brochures, poster boards, maps, information graphics, short videos for social media platforms, and advertisements. 
• It is often necessary for collateral to be developed and distributed within the same day due to the dynamic nature of construction.
• Consultant must provide samples of collateral materials to demonstrate the ability to provide relevant, easy-to-understand graphics and copy to the public for an infrastructure project.
- Subconsultant services
• Collateral canvassing and courier
• Mail house and postage
• Translation
• Multilingual helpline support
• Social media support
• Special event planning and implementation
• Photography and videography
• Interactive web-based detour maps
• Advertising and media buys.
- Budget: $500,000.
- Contract Period/Term: 3 years
- Pre-Proposal Conference On-Site/In-Person Date: June 10, 2025
- Questions/Inquires Deadline: June 17, 2025