Communications and Engagement for Highway 62

Location:	Minnesota
Posted:	Jun 12, 2026
Due:	Jul 9, 2026
Agency:	State Government of Minnesota
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

Attachment Preview

MnDOT Contract Number: 1063427

Exhibit C: Specifications, Duties and Scope of Work

Project Overview

Under this Contract, Contractor will provide communications, engagement and outreach during pre-construction

and construction phases of a resurfacing and improvement project along Highway (Hwy) 62 between 28th Avenue

(Ave.) South (S.) and 46th Ave. S. in Minneapolis. Contractor will possess expertise in communications, relationship

management, multi-agency partners, community/public relations, business outreach, government relations, crisis

communication, and production of high-quality graphics and content.

This road construction project will be done in two parts: one part in 2027 and the other part in 2029.

Part 1: This part will occur in 2027. During this part of the project, improvements include:

1. Replace the storm sewer system and add water treatment ponds

2. Resurface the Hwy 62 bridge over 28th Ave. S.

3. Replace the center median barrier

4. Replace signs, including overhead signs

5. Remove the pedestrian bridge at 40th Ave. S.

6. Widen the sidewalk on 43rd Ave. S. bridge over Hwy 62

7. Crosstown Service Road — Roadway and drainage reconstruction between 34th Ave. S. to 42nd Ave. S.

Part 2: This part will occur in 2029. During this part of the project, improvements include:

1. 58th Street (St.) — Mill and overlay between 34th Ave. S. and 36th Ave. S.; roadway and drainage

reconstruction between 36th Ave. S. and 46th Ave. S.; addition of new sidewalk and boulevard between

34th Ave. S. and 46th Ave. S.

2. Crosstown Service Road — Roadway and drainage reconstruction between 42nd Ave. S. and 46th Ave. S.;

addition of new sidewalk and boulevard between 42nd Ave. S. and 46th Ave. S.

The Contractor will be responsible for developing an understanding of the project by attending technical meetings,

asking questions, reviewing and interpreting drawings and designs, and translating this information into public-

facing formats and materials. The State will not provide any public-facing drawings or information, and Contractor

will be responsible for developing graphic depictions of concepts, designs and layouts that are designed for the

public and accessible.

The communications and engagement will be done in coordination with multiple partners, such as the

Minneapolis-St. Paul Airport, nearby cities/counties, and other State projects.

Standards and Guidance

1. Communication and Public Engagement Content Standards

1.1. Content Creation Standards

1.1.1. For content created, Contractor will provide:

a. One rough draft

b. One revision incorporating comments from project team.

c. A second draft

d. A final draft

MnDOT Contract Number: 1063427

Exhibit C: Specifications, Duties and Scope of Work

1.1.2. Content must meet State standards for brand, style and accessibility. If the Contractor fails to meet

requirements set forth, the Contractor will solely be responsible for any additional time/expenses

that incur to remedy the deliverable to meet the requirements set forth.

1.1.3. At the end of the project, all content created, posted and data from the engagement tools will

become the property of, and transferred to the State. The content is not available for use by

Contractor without written permission by the State.

1.2. Plain Language Guidelines

1.2.1. Except for designs, plans, layouts, maps and similar documents, Contractor must provide all

deliverables in “Plain Language”. Executive Order 14-07 requires the Office of the Governor and all

State Executive Branch agencies to communicate with Minnesotans using Plain Language. As defined

in Executive Order 14-07, Plain Language is a communication which an audience can understand the

first time they read or hear it.

1.2.2. To achieve that, Contractor will take the following steps in the deliverables:

a. Use language commonly understood by the public.

b. Write in short and complete sentences.

c. Present information in a format that is easy-to-find and easy-to-understand; and

d. Clearly state directions and deadlines to the audience.

1.2.3. References include but are not limited to:

a. Executive Order 14-07

b. Plainlanguage.gov

1.3. Style, Brand, Americans with Disabilities Act (ADA) Accessibility, Graphics Standards, and Photography

Guidelines

1.3.1. All public engagement tools, content, and documents (print and digital) designed to be used by the

public must comply with State brand style, standards, and ADA Accessibility requirements.

1.3.2. Contractor will provide verification of compliance when submitting deliverables.

1.3.3. References include but are not limited to:

a. Office of Accessibility/Minnesota IT Services (mn.gov)

b. State’s Accessibility Standard

c. State's Brand Style Guide

d. Minnesota Department of Transportation (MnDOT) Style Standards Guide

e. MnDOT Design System

f. MnDOT Specification Writers' Style Guide

g. State's Brand Style Guide 2025 (Portable Document Format (PDF))

h. United States Department of Transportation (USDOT) Section 508

1.3.4. Technical documents, presentations, spreadsheets, and drawings used by technical staff do not

need to be in plain language. The State’s Accessibility Standards entail, in part, the Web Content

Accessibility Guidelines (WCAG) 2.0 (Level AA) and Section 508 of the Rehabilitation Act, as

amended.

1.3.5. Additional requirements can be found at this website

http://www.dot.state.mn.us/ada/accommodation.html and include:

a. Providing interpreters, translators, or other special accommodations.

b. Providing documents in an alternative format.

c. Following the PDF accessibility guidance.

1.3.6. Compliance with the State’s Accessibility Standard includes, but is not limited to, the specific

requirements as follows:

a. All videos must include a storyboard script, closed captions, audio descriptions and a link to a

complete transcript.

MnDOT Contract Number: 1063427

Exhibit C: Specifications, Duties and Scope of Work

1.3.7.

1.3.8.

1.3.9.

b. All documents, presentations, spreadsheets, drawings, and other material must be provided in

an accessible format. In addition, provide native files in an editable format. Acceptable formats

include InDesign, Word, and Excel; and

c. All materials intended for downloading and printing such as promotional brochures must be

labeled as such and the content must additionally be provided in an accessible format.

Contractor may not create logos, wordmarks, brands, or sub-brands.

All graphic content must be ADA compliant. Upon competition, native files for graphics, including

but not limited to maps, infographics, and other visualizations will be submitted and turned over to

the State.

Contractor must obtain a signed photo release from any person who can be visually identified in

graphics, photos, videos, animations, presentations, and other visualizations that are publicly

distributed. All images must be actual; they may not be enhanced to alter facts or meaning. For

digital visualizations, Contractor will provide for review and approval by the State’s Metro District

Communications digital team, a creative brief, storyboard, script and shoot list for any moving

digital elements proposed to be created.

1.4. Limited English Proficiency

1.4.1. Contractor must adhere to MnDOT’s limited English proficiency and language assistance

requirements pursuant to Executive Order 13166 by:

a. Ensuring any language assistance services (i.e., translation or interpretation) provided are from

qualified service providers. Language service providers may be qualified through certification or

other reasonable assurances of sufficient competency, skill, and training; and documenting all

language assistance services provided, including the type of service provided, language(s)

provided, and the entity and/or individual who provided the services.

Scope of Work

1. Project Management

Contractor will:

1.1. Develop a timeline of project activities, including project management touchpoints, public meetings,

and engagement activities and events.

1.2. Schedule and facilitate a communications and engagement kickoff meeting with State’s Project

Manager (PM) and other key project staff to confirm the task area objectives, solidify a work plan,

review expectations and standards, and obtain consensus on the task requirements. Contractor will

prepare the agenda and distribute a meeting summary.

1.3. Develop schedule, lead, and participate in weekly communication and engagement update calls

throughout the duration of the project and provide an agenda and a meeting summary after the call.

Weekly calls should be modified to meet the needs of the project such as moving to every other week

or monthly as needed.

1.4. Attend Project Management Team (PMT) meetings for the design work, technical meetings and

additional coordination meetings as necessary. Contractor will actively participate in these meetings to

relay communications and engagement activities as it relates to the project.

1.5. 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, radio, and social media, all while maintaining a consistent brand voice.

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

Guide, MnDOT Design System and State's branding style guide.

1.7. 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

MnDOT Contract Number: 1063427

Exhibit C: Specifications, Duties and Scope of Work

(https://www.plainlanguage.gov/guidelines/) and ADA Compliance

(https://mn.gov/mnit/programs/policies/accessibility/).

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

materials created for the project are property of the State to use and edit as the State deems

appropriate.

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

coordinate planning and decision-making with the State.

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

reports (electronic).

1.11. Create an online communications and engagement management hub (e.g., SharePoint, Microsoft

Teams) that functions as a shared repository of all current and previous communications and

engagement plans and planning documents, stakeholder and response tracking documents, team

check-in meeting minutes, stakeholder meeting minutes, communications and engagement draft and

final deliverables, outreach event notes, survey data, engagement summaries and reports, etc. At

completion of project, Contractor will move all relevant information to a mutually agreed upon State

file storage location.

1.12. Develop recap report of activities and results.

Contractor’s Deliverables

1. Monthly invoices and progress reports.

2. Virtual project communications kickoff meeting, including agenda and minutes.

3. Thirty-minute virtual weekly communication team meetings, including agendas and minutes. Calls should

be modified to every other week or monthly based on the needs of the project.

4. Attend PMT meetings, technical and other coordination meetings.

5. Online communications and engagement management hub.

6. Project activity recap report.

2. Communications and Public Engagement Plan

Contractor will:

2.1. Create and submit within 14 days of notice to proceed, a draft Communications and Public Engagement

Plan that is consistent with MnDOT public engagement guidance, MnDOT’s Public Engagement Policy,

MnDOT’s Public Engagement Planning Handbook and communications and public engagement best

practices.

2.1.1. The plan should develop strategies that inform, educate and engage the community. The plan

will include clear, measurable and audience specific communications and engagement goals,

key messages/talking points, engagement and outreach tools and tactics and an anticipated

schedule. The plan should include quantitative and qualitative measures to gauge

communications and engagement progress and impact (i.e., numbers of contacts,

engagements, survey responses, demographics).

2.1.2. This plan will remain a living document through the duration of the project to allow flexibility to

meet communications and engagement needs. As the project proceeds, the Contractor should

update the plan as needed to propose and refine approaches and activities to achieve robust

and meaningful stakeholder communications and engagement. Assume updates prior to each

additional phase of engagement.

Contractor’s Deliverables

1. Draft Communications and Public Engagement Plan within 14 days of Contractor receiving the notice to

proceed from the State. State will review and provide updates with mutually agreed upon submittal and

review periods.

MnDOT Contract Number: 1063427

Exhibit C: Specifications, Duties and Scope of Work

2. Plan updates before the start of each round of engagement. Other minor changes to be made, as needed.

3. Stakeholder Identification and Comment Databases

Contractor will:

3.1. Work together with State to define and identify stakeholders and understand how to engage/involve

identified stakeholders (area residents, neighborhood groups; business owners, employees, customers

and business associations/chambers; freight haulers and companies, intermodal carriers haulers;

renters and property owners; drivers, bicyclists, pedestrians; emergency services, hospital and medical

clinics; school districts; federal, state, regional, county and municipal agencies and governments;

transportation management organizations; places of worship and faith-based organizations; youth

organizations; advocacy groups; community based organizations and non-profits). This will help inform

activities in the Communications and Engagement Plan.

3.1.1. References

a. MnDOT's Public Engagement Planning Handbook

b. Conflict Assessment and Management Program (CAMP) Manual

3.1.2. For each group, the stakeholder identification process will include gathering information on use

of and relationship history to the study area, expectations, interests, influence, level of

participation relative to the study, preferences, relevant concerns, conflict and risk assessment.

3.2. Establish project hotline and email to monitor and respond to public inquiries; craft and provide

responses for inquiries.

3.3. Generate and maintain a list of individuals and groups to be engaged in the process, through the

creation of a contact database in an Excel or data spreadsheet format. This document will be stored in a

location accessible for the State’s PM to review and add additional contact notes.

3.3.1. The stakeholder database will also host all emails and telephone call correspondence with

stakeholders and members of the public with a comment and response database.

3.3.2. The stakeholder database will remain a living document through the duration of the study and

should be updated as the study and stakeholder engagement progress.

Contractor’s Deliverables

1. Establish hotline and email system for public inquiries.

2. Stakeholder identification list and database in an Excel or data spreadsheet format, to be updated

throughout the project.

3. Craft responses for a to be determined (TBD) number of inquiries from the public.

4. Comment and response database to be updated throughout the project and reviewed with the State at

regular check-ins.

4. Government Affairs/Local Officials Briefings

Contractor will:

4.1. Coordinate and support up to 10 briefings, conversations, or meetings with city and county staff

members, area elected officials (city councilmembers and county commissioners, etc.), appointed

committee and/or commission members to provide project updates on project background, purpose,

process, schedule, communication and engagement, as well as elicit feedback and equip them to

accurately talk about the project in the community. State engineering staff will attend and present at

these meetings.

4.2. Provide at least one Contractor team member to be present at these briefings, conversations or

meetings if needed. Contractor will work with State to identify and coordinate appropriate venues and

meeting times.

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

Communications and Engagement for Highway 62

Attachment Preview

See also