State of Utah Issues Communications RFP
The purpose of this Request for Proposal is to enter into contracts with qualified firms to research, plan, coordinate, produce, and operate comprehensive public communication outreach campaigns for roadway environmental, design and/or construction projects in the State of Utah.
In order to keep pace with the constant advances of road construction projects around the state of Utah, UDOT has had ongoing needs for communications professionals to research, plan, coordinate, produce, and operate a comprehensive public communication outreach campaign for roadway environmental, design and/or construction projects in the State of Utah. We have found that a comprehensive public communications outreach effort enhances the ability of the State to provide context-sensitive information and impact mitigation to citizens, elected and non-elected officials, community organizations, businesses and private property owners, motorists, and any other stakeholder who shall present themselves as affected by proposed roadway environmental, design and/or construction projects, statewide.
Scope of Work:
Contracted vendors will be required to provide communications professionals to research, plan, coordinate, produce, and operate comprehensive public communication outreach campaigns, to impact mitigation to citizens, elected and non-elected officials, community organizations, businesses and private property owners, motorists, and any other stakeholder who shall present themselves as affected by proposed roadway environmental, design and/or construction projects, statewide.
- Integrate community concerns into the development process and build understanding for projects and credibility for the process leading to decisions;
- Develop partnerships with local community leaders, groups and organizations to provide an integrated, environmentally aware and multi‐modal approach to address the needs of our roadways;
- Provide timely and easily understood information to all interested parties;
- Maintain a record of public input and involvement in the decision-making, design and construction processes.
In order to effectively communicate and involve all project audiences, the successful applicant will implement communication tactics that engage and inform. Tactics will include proven communication and public involvement “best practices” methods, that clarify what to expect, when to expect it and how to deal with changes in daily routines, inconveniences or other issues that occur due to environmental studies, roadway design and/or construction projects.
These tactics should include:
- Create and execute long-term project communications plans.
- Create and carry out a tactical execution calendar.
- Build trusting relationships with key stakeholders.
- Coordinate with local government and elected officials.
- Establish and maintain e-mail contact with target publics.
- Organize and conduct public forums, hearings and other events.
- Hold one-on-one meetings with key stakeholders and other publics.
- Visit local businesses, schools and organizations to share information and discern specific needs.
- Have a presence at city celebrations and other public events.
- Utilize “boots-on-the-ground” presence to build and maintain positive working relationships with area businesses and residents.
- Create Powerpoint-type presentations and videos as necessary.
- Establish and monitor a project hotline and email account.
- Maintain a project website.
- Develop, refine and update project messaging, such as key messages, FAQs, etc.
- Create draft news releases and other media materials as needed, including content for radio, print, web, social media and highway billboard audiences.
- Produce collateral materials, including project templates, interactive maps and display boards, banners, posters, detour maps, handouts, videos and presentation materials, and direct mail pieces.
- Prepare updates to stakeholders via email, text message and via for dissemination by State communications managers to social media (Facebook, Twitter, etc.)
- Maintain a stakeholder logbook/database to track concerns, meetings and how items were resolved.
- Respond to public e-mails and calls in a timely manner.
- Maintain a “boots-on-the-ground presence” with a professional and trained outreach staff.
4501 S 2700 W,
UDOT & DPS Bldg., 4th Floor
Salt Lake City, UT 84114-8220
PR firms with transportation experience includes Finn Partners.