Outreach & Construction Communications for the Highway 243 Osceola Bridge Replacement

Location:	Minnesota
Posted:	Jan 16, 2026
Due:	Jan 23, 2026
Agency:	State Government of Minnesota
Type of Government:	State & Local
Category:	Y - Construction of Structures and Facilities
Publication URL:	To access bid details, please log in.

Attachment Preview

MnDOT Contract Number: 1061716

Exhibit C: Specifications, Duties, and Scope of Work

Project Overview/Background

Contractor will develop and execute a communications & outreach plan for informing commuters/motorists,

businesses, freight, residents, and other stakeholders about the multi-year Highway 243/Osceola Bridge

replacement project, State Project (SP) 1311-06 between Franconia Township in Chisago County and Osceola,

WI in Polk County. Contractor will possess expertise in communications, public outreach, relationship

management, multi-agency partners, community relations, business outreach, government relations and

production of high-quality graphics and content.

Preliminary construction on the bridge is expected to begin fall 2026. Major construction is scheduled to begin

spring 2027 and continue through fall 2028. The bridge will close, and motorist will be detoured from spring 2027

to fall 2028. The outreach and communication are expected to begin immediately after this contract is executed

in summer 2026 and continue through late fall 2028.

Commuters, businesses, residents, freight and tourists will be impacted by the construction and two-year bridge

closure. More than 6,000 motorists cross the Osceola Bridge daily as they commute to the Twin Cities for work or

visit the Wisconsin side of the bridge to visit family or for leisure travel. Area businesses rely on the infusion of

tourism dollars especially during the summer months. The bridge also serves as a connector route for freight traffic

moving goods through Minnesota and Wisconsin.

The Village of Osceola Wisconsin is home to a mix of businesses that reflect its small-town character and scenic

location. The Cascade Falls are just steps from downtown accessible by a short staircase. Locals and tourists

gather for parades, outdoor movies, and concerts. Thursday Night in the Park events bring live music, vendors,

and activities from late May through early September.

Franconia Township in Minnesota is home to the Franconia Sculpture Park, a 50-acre outdoor art space

featuring large-scale contemporary sculptures and installations — a major draw for visitors and artists alike.

Year-round, but especially in the summer months, the park hosts events, weddings, private gatherings, artist

residencies, and community programs, adding a vibrant cultural layer to the township’s rural character.

Given the timing of construction and the bridge closure, both of these communities along with other nearby

villages and towns will experience traffic delays and adverse impacts from our work.

Project Goal

The goal of this contract is to create better awareness of this work by communicating before, and during

construction about the traffic impacts and delays. Communication will occur in a timely manner to all audiences,

promoting the use of 511mn.org and the website for accurate up-to-the-minute information and help ease

congestion by educating motorists about alternative routes.

Scope of Work - Deliverables

Contractor must include the following components to successfully deliver on this effort.

Project Management

Contractor will:

1.1 Demonstrate outstanding writing skills including spelling, grammar, and Associated Press (AP) style with

a strong ability to write clear, engaging, informative marketing copy for a variety of mediums including

but not limited to print and social media, all while maintaining a consistent brand voice.

MnDOT Contract Number: 1061716

Exhibit C: Specifications, Duties, and Scope of Work

1.2 Adhere to State graphic, social media, print and web standards. Reference State Metro District Style

Guide and Minnesota State branding style guide https://mn.gov/portal/brand/style-guide/.

1.3 Produce written materials/collateral in a way that is easy to understand; create maps, graphics and web

content in accordance with State and federal laws regarding Plain Language

https://www.plainlanguage.gov/guidelines/ and American with Disabilities Act (ADA) Compliance

Accessibility | Policies & Standards / Minnesota IT Services (mn.gov)

1.4 Contractor must have at least one team member that is trained in producing materials that meet the

State’s Accessibility standards.

1.5 Provide native files for materials created for the State and project with the understanding that materials

created for the project is property of the State to use and edit as the State deems appropriate.

1.6 Direct and manage the Contractor team, manage tasks/deliverables, budget, and schedule; efficiently

coordinate planning and decision-making with the State.

1.7 Schedule, attend and facilitate communication virtual team meetings to plan for and coordinate

deliverables, including agendas and meeting minutes.

1.8 Provide administrative services (billing, postage, invoices etc.). Provide monthly invoices and progress

reports (electronic).

1.9 Schedule, coordinate, and lead one online project kickoff meeting.

1.10 Attend preconstruction and weekly construction meetings online.

1.11 Follow State of Minnesota guidance on indoor and outdoor gatherings for meetings, pop up events and

public engagement, if necessary.

Task 1 Deliverables Summary

Contractor will:

1. Provide up to 30 monthly invoices and progress reports.

2. Provide a virtual project communications kickoff meeting, including agenda and minutes.

3. Provide up to 44 one-hour, virtual communication only team meetings, including agendas and minutes.

4. Attend the preconstruction Contractor meeting either in-person or virtually, as deemed necessary by

the State’s project manager.

5. Attend 44 weekly construction meetings virtually whenever possible.

2. Communication Plan and Public Stakeholder Outreach

Contractor will:

2.1 Develop a Communications Plan that includes clear, measurable communications goals and strategies

for the following groups: area residents and property owners; large and small business owners,

employees, and customers; motorists; school districts; emergency services; freight haulers; mass transit

agencies and companies; bicyclists and pedestrians; non-profit organizations, local governments, and

MnDOT Contract Number: 1061716

Exhibit C: Specifications, Duties, and Scope of Work

nearby places of worship. Outreach plan must also include communicating with event organizers for

popular area events. The Plan will include attainable outreach strategies and a comprehensive

stakeholder list for the project. The State requires engaging diverse audiences using data to reach

populations representative of the area demographics.

2.2 Coordinate and staff in-person public meetings, popular community events, pop-up events or other

creative outreach opportunities at various locations in the project area. Outreach opportunities include

community events, farmers markets and local business events. Identify and secure venues and meeting

logistics (chairs, tents, tables, etc.) for community meetings.

2.3 Develop a targeted outreach strategy, timeline and workback schedule to confirm that communities are

involved and kept informed throughout the construction process.

2.4 Develop and maintain effective and ongoing communications with the business

organizations/associations impacted by this project, including freight and commercial businesses that

travel in the project area as a means to delivering goods and services. Providing timely information to

commuters and freight drivers regarding construction impacts.

2.5 Work with State’s Project Manager to develop key messages document about road and lane closures

and detour information for pedestrians, bicyclists, and motorists.

2.6 Work with State’s Project Manager in developing alternative travel messages.

2.7 Develop and prepare monthly summaries of outreach efforts and construction themes and complaints.

2.8 Provide a proposed key event list and event outreach plan, complete with booth costs, staffing, goals,

etc. to ensure return on time investment well in advance of spring/summer event season each year of

the project.

2.8 Contractor will provide adequate staffing for these outreach events. Produce pop up summaries

including comments and questions received at each event.

Task 2 Deliverables Summary

Contractor will:

1. Create a draft and final Communications Plan, with up to four updates.

2. Provide one project stakeholders list, with up to three updates.

3. Provide a plan, coordinate, and staff up to four in-person public meetings for each construction season,

including logistics, materials creation, and printing.

4. Plan, coordinate, and staff up to 15 community pop-up events, including logistics, materials creation,

and printing.

5. Plan, staff and organize one ribbon-cutting ceremony including draft and final electronic invitation and

event program. Up to two staff will attend and manage the event (including set-up and tear-down)

6. Plan, staff and organize alternative celebration including draft and final electronic invitation and event

program. Up to two staff will attend and manage the event (including set-up and tear-down)

7. Provide up to 24 special construction milestone updates for public on construction progress while the

old bridge is closed.

8. Develop and prepare up to 30 monthly summaries of outreach efforts and construction themes and

complaints.

9. Provide up to 15 virtual meetings with key government stakeholders and organizations early in the

process.

MnDOT Contract Number: 1061716

Exhibit C: Specifications, Duties, and Scope of Work

10. Provide up to 120 hours for business, organization and association communications and outreach.

11. Provide draft and final key messages document.

12. Provide up to 60 hours of graphic design support for collateral (handouts, fact sheets, map graphics,

mailings, etc.).

Construction Communications

Contractor will:

3.1 Provide accurate and timely information to key audiences and provide opportunities for two-way

communication.

3.2 Be able to attend primarily virtual weekly construction meetings, listen carefully to decipher information

about traffic impacts for the general public.

3.3 Produce materials including news releases, email updates, web updates, tweets, maps, Facebook posts,

Instagram posts, factsheets, and webpage updates.

3.4 Setup, manage and answer a construction hotline and project email box and respond to questions,

concerns, and complaints about the project. Document calls, emails and social media posts and keep the

project manager apprised of the complaint.

3.9 Send media inquiries to the project manager.

Task 3 Deliverables Summary

Contractor will:

1. Provide project email and hotline setup and monitoring. Up to 35 hours for comment management and

response.

2. Provide a spreadsheet of recorded comment/response at project-end.

3. Provide up to 20 new releases.

4. Provide up to 25 traffic impact/construction GovDelivery email updates.

5. Provide up to one monthly milestone GovDelivery during the two-year bridge closure.

6. Provide up to 30 project webpage updates.

7. Provide up to 35 Tweets.

8. Provide up to 20 map graphics.

9. Provide one draft and final project factsheet with up to four updates.

4. Project Communications & Marketing/Advertising

Contractor will:

4.1 Plan and execute digital marketing to inform the community of the construction project.

4.2 Create a detailed marketing strategy for social media and digital advertising in the project area.

4.3 Produce quality, high-impact marketing/advertising materials to be distributed, as appropriate.

4.4 Implement all advertising buys, including negotiating schedule, placement, billing/payment, and proof of

MnDOT Contract Number: 1061716

Exhibit C: Specifications, Duties, and Scope of Work

performance.

4.5 Ensure adequate and reasonable time for the State Project Manager to review and/or approve

subcontractor/Contractor deliverables.

Task 4 Deliverables Summary

Contractor will:

1. Provide up to 15 total targeted Facebook and Instagram advertisements, including copy and image.

2. Provide up to eight geo-targeting and/or geo-fencing ads.

3. Research and provide a budget for the cost of up to five project billboards.

Tentative Project Schedule (June 2026 - November 2028)

1. June 2026

a) Communications/Outreach Contractor Kick off meeting.

b) Weekly communications only team meeting

2. July 2026

a) Weekly communications only team meeting

b) Attend virtual weekly construction meeting

3. August 2026

a) Weekly communications only team meeting

b) Attend virtual weekly construction meeting

c) Plan virtual emergency services meeting

4. September 2026

a) Attend Project Pre-construction meeting, if possible, virtually.

b) Weekly communications only team meeting

c) Attend virtual weekly construction meeting

d) Attend in-person public meeting

5. October 2026

a) Weekly communications only team meeting

b) Attend virtual weekly construction meeting

6. November 2026

a) Weekly communications only team meeting

b) Attend virtual weekly construction meeting

7. December 2026

a) Weekly communications only team meeting

b) Attend virtual weekly construction meeting

8. January 2027

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.