Community Relations and Public Information Services

The Vendor is required to provide comprehensive public information and outreach services for the project.
- Work includes development and dissemination of construction updates, responding to public inquiries, stakeholder outreach, media coordination, website and digital content support, participation in standing coordination meetings, and maintenance of public-facing communication tools
- This will include messaging surrounding project goals, timelines, and implementation as well as traffic management plans for the traveling public.
- Support may include development of presentation materials, briefing content, and communication tools to provide project updates and inform local decision-makers of upcoming construction milestones and anticipated impacts to residents and businesses within their jurisdictions.
- Development of newsletter-ready copy and supporting materials, including headlines, graphics, maps, detour information, construction photos, and links, as appropriate.
- Maintenance of a publication log documenting distribution dates, major topics covered, and audience metrics provided through Mail chimp (e.g. distribution totals, open rates, and engagement statistics).
- Development and maintenance of a hotline inquiry log documenting inquiry date, topic, disposition, referral actions, and closure status.
- Updated hotline messaging and response materials, as needed, to reflect current construction activities, closures, and detours.
- Services under this task are limited to content coordination and development. Website hosting, maintenance, technical administration, and implementation of website updates will be performed under a separate agency contract.
- Media Relations:
• Continue media outreach and interface activities to support public understanding and realistic expectations related to project goals, construction sequencing, schedules, and anticipated impacts.
• Maintain regular outreach with regional media to provide project information, respond to inquiries, and support broader awareness of project activities and construction updates.
• Prepare and provide media support materials covered elsewhere in this Scope of Work, as needed, including photos, maps, construction schedules, traffic information, detours, talking points, and background materials.
• Monitor media coverage; identify inaccuracies or emerging issues; recommend corrective actions and provide timely updates to the project team regarding key issues and opportunities.