Minnesota State Highway Investment Plan

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
PROJECT BACKGROUND
The 20-Year Minnesota State Highway Investment Plan (MnSHIP) directs capital investment for Minnesota's state
highway system. The plan must identify investment priorities given current and expected funding. It is updated within
one year of the adoption of the Statewide Multimodal Transportation Plan (due December 2027), as required by the
Minnesota Statute. The 2028-2047 MnSHIP update spans the 20-year planning period from fiscal year 2028 to 2047. This
update will build off the 2023 update and incorporate recent trends, policy changes, and expected future conditions into
the final investment direction.
PROJECT TASKS
The Successful Responder will be responsible for completing the following tasks:
Task 1: Project Management
The update will be led by MnDOT's Investment Planning Director under the supervision of the Statewide
Planning Director. The Project Management team will also include the project manager and the Office of
Transportation Safety Management (OTSM) Investment Planning Unit. The Project Management Team
(PMT) will be responsible for overseeing all tasks associated with the planning process for MnSHIP including
the public involvement and communications plans.
PMT
a) Brad Utecht, Statewide Planning Director
b) Mike Samuelson, Project Director
c) Faith Xiong, MnSHIP Project Manager
d) Maria Wardoku, Asset Management Planning Director
e) Martha Allen, Principal Planner
f) The Successful Responder's (consultant) team
Acknowledging that MnDOT is initiating the MnSHIP update project internally prior to a signed consultant
contract, the Successful Responder will coordinate a consultant-phase project kick-off meeting following an
anticipated March 2027 notice to proceed. At this meeting, the Successful Responder will review scope and
schedule; establish meeting dates, times, and locations; confirm availability of required data; identify a
process for sharing deliverables between the consultant team and MnDOT staff and discuss potential risks to
successful engagement.
There are two primary ways in which the consultant team and MnDOT will repeatedly meet:
1. Bi-weekly meetings with the consultant project manager, MnDOT project manager, and MnDOT
project director. These are anticipated to be status updates to ensure key deliverables and
engagement activities are staying on schedule.
2. Monthly PMT meetings. These are anticipated to be opportunities for more detailed discussion of
approach for analysis and engagement with a broader group.
This task also includes quality control and quality assurance (QC/QA). The Successful Responder will verify
that all analyses and project deliverables are consistent with the identified scope of work and meet widely
accepted transportation planning and engagement standards.
Consultant deliverables:
1. In coordination with the PMT, develop a file sharing (e.g. sharepoint) process between the
consultant team and MnDOT staff.
2. Attendance and participation at the following meetings based on a projected 22-month
consultant schedule (March 2027 to December 2028).:
1

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
a. One 90-minute consultant kick-off meeting, to be held at MnDOT's Transportation Building.
Includes any meeting materials, meeting summary notes, and meeting actions items within
2 business days of meeting.
b. Up to 44 half hour bi-weekly updates with consultant project manager, MnDOT project
manager, and MnDOT project director. Includes any meeting materials, meeting summary
notes, and meeting actions items within 2 business days of meeting.
c. 22 monthly invoices and progress reports.
d. Up to 22 one-hour monthly PMT meetings. Includes any meeting materials, meeting
summary notes, and meeting actions items within 2 business days of meeting.
Project advisory and decision-making structure
The MnSHIP advisory and decision-making structure has opportunities for MnDOT staff and partner
organizations to participate in developing the investment direction. Three existing MnDOT decision
making structures will be leveraged for the 2028 MnSHIP: Executive Leadership Team (ELT), Senior
Leadership Team (SLT), and Management Groups (Project Management Group [PMG], Pre-Construction
Managers Group [PCMG], etc.).
MnSHIP will develop a Policy Advisory Committee (PAC) as an opportunity for external partners to
participate in the update process. There will be some overlap with the PAC from the Statewide
Multimodal Transportation Plan (SMTP).
The ELT with input from the SLT will make any necessary final decisions if there is not an agreement
among the PAC.
As noted below, MnDOT staff assume the following number of presentations during the development of
MnSHIP:
a) ELT: 2 times
b) SLT: 6 times
c) PAC: 10 times
d) Technical Advisory Committee (TAC): 16 times
ELT
The ELT sets strategic direction for the agency, evaluates significant high-level agency risk and makes other
decisions of importance to the Commissioner. MnSHIP is expected to meet with ELT two times to 1) confirm
investment category and scenarios and 2) ensure the final plan aligns with agency and state priorities.
SLT
The SLT provides leadership, directs Strategic Operating Plan implementation, and makes decisions on other
topics that require high level approval. Review and approval from the SLT will help ensure the final
investment direction and MnSHIP strategies and priorities are implemented and incorporated into agency
decision making. MnSHIP topics will be presented at SLT meetings as needed, but this scope assumes six
visits at the following milestones:
1. Plan initiation
2. Development of investment categories and needs
3. Prior to public engagement Phase 1
4. Prior to public engagement Phase 2
5. Draft plan
6. Final plan
2

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
Regular SLT meetings are held on Tuesday mornings.
PAC
The PAC reviews progress and provides input to the SLT and ELT. The PAC reviews and provides input on
investment categories, investment approaches, and draft investment direction during the development of
the SMTP.
The group is expected to meet roughly quarterly, with occasional extra meetings as needed, for a total of up
to 10 meetings.
Membership
The group is expected to consist largely of staff from partner agencies, with some MnDOT staff.
Members will likely include staff from Federal Highway Administration (FHWA) (Minnesota Division),
MnDOT, other state agencies, local and regional government, and other statewide organizations.
TAC
Similar to the PAC, the TAC reviews and provides input on investment categories, investment approaches,
and draft investment direction during the development of the SMTP. The TAC provides a more detailed
understanding of MnDOT processes that inform and are guided by MnSHIP.
The group is expected to meet every month for the majority of the contract, with likely fewer meetings at
the start and end of the plan. This scope assumes the TAC will have up to 16 meetings.
Membership
The group is expected to consist largely of MnDOT staff including district planners, assistant district
engineers, district engineers, specialty office directors, and assistant division directors.
Consultant deliverables:
1. Attendance and participation at and assistance developing content and presentation materials for up to:
a. Up to 16 two-hour TAC meetings (also prepare meeting minutes)
b. Up to 10 two-hour PAC meetings (also prepare meeting minutes)
c. Up to six SLT meetings
d. Up to two ELT meetings
Task 2: Public, Stakeholder, and Tribal Nation Engagement
The consultant will develop a public participation plan (PPP) which identifies all statewide outreach and
engagement activities included in this scope of work. The plan should identify key stakeholders as well as
outline the outreach strategies and when they will occur throughout the plan update process. The draft PPP
will be reviewed and revised, as needed, based on input from the project team and MnDOT's PMG. Special
attention will be given to creative outreach techniques that reach a large, diverse audience.
Populations identified in MnDOT's Advancing Transportation Equity Initiative will be given extra attention.
Clear engagement activities should be given to the groups listed in Task 2.3.
A 45-day public comment period on the draft PPP is required by MnDOT's plan development guidelines.
Consultant deliverables:
1. Draft PPP
2. 45-day comment period on draft PPP
3

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
3. Summary of public comments on draft PPP
4. Final PPP
Task 2.1: Communications plan
The PMT and the consultant team will develop a communication plan which identifies an overall
communications strategy for both internal and external communications. The plan will identify the primary
audiences as well as goals for project communications. The plan will highlight methods to be used as well as
include a schedule of key communications activities. The communication plan will be developed
concurrently with the PPP. The communication plan will identify coordination approach and timing for
organizations in Task 2.4.
Task 2.2: Internal communications component
The internal communications component of the overall communication plan should focus on the key
audiences within MnDOT that should be kept informed and provide input throughout the plan update
process. In addition to the groups listed in Task 1, the Communication plan should identify (at a minimum)
how the following groups will be engaged during the MnSHIP process:
1. Operations Division leadership (including District Engineers)
2. PMG
3. All Planners Group (APG)
4. PCMG
5. Transportation Programming and Investment Committee (TP & IC)
6. District Planners Peer Exchange
7. Operations Management Group
Task 2.3: External communications component
The external communications component of the overall communications plan should focus on audiences
outside of MnDOT, including partner agencies and organization, other interested groups, as well as the
general public. At a minimum, external communications should include project presentations, press
releases, earned/paid media opportunities and a social media strategy. The plan will identify who will cover
meetings and presentations (MnDOT staff, consultant staff, or both) consistent with the contract.
Consultant deliverables:
1. Draft and final Communications Plan
Task 2.4: Required partner outreach
Federal and State law requires consultation and cooperation with key stakeholder groups related to
statewide transportation planning activities. Additionally, MnDOT also has certain expectations for specific
partner outreach based on best practices. The key stakeholder groups included as part of the required
consultation and cooperation include Metropolitan Planning Organizations (MPOs), tribal governments and
staff, environmental resources agencies and non-metropolitan local officials. Where possible, MnSHIP will
coordinate engagement with the SMTP and other statewide planning activities.
Task 2.4.1: MPO cooperation
Federal planning regulations require MnDOT to work with the MPOs in the state through a continuing,
cooperative and comprehensive (3-C) planning process. MnDOT is required to develop a long-range
statewide transportation plan in cooperation with the MPOs. The project team will lead the MPO
outreach activities throughout the plan update process, with consultant support as needed. The specific
activities for each MPO will be determined cooperatively by the project team, OTSM staff and MPO
staff.
4

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
Task 2.4.2: Tribal consultation and coordination
Federal and State law requires MnDOT to consult with the 12 Tribal Nations in Minnesota at an
executive level on issues related to transportation in the state. Additionally, coordination among State
and tribal staff on key transportation projects is strongly encouraged. The project team will lead the
tribal consultation activities throughout the plan update process, with consultant support as needed.
The specific tribal consultant activities appropriate for this project will be determined by the project
team and MnDOT's Office of Tribal Affairs with feedback from the Advisory Council on Tribal
Transportation.
Task 2.4.3: Environmental resource agency consultation
Federal planning regulations require MnDOT to develop the long-range transportation plan in
consultation with State, tribal and local agencies responsible for land management, natural resources,
environmental protection, conversation and historic preservation. For Minnesota, this includes, but is
not limited to:
1. The Department of Natural Resources (DNR)
2. The Minnesota Pollution Control Agency (MPCA)
3. The Board of Water and Soil Resources (BWSR)
4. The Environmental Quality Board (EQB)
5. The State Historic Preservation Office (SHPO)
6. Watershed districts
7. Local and regional agencies
Task 2.4.4: Non-metropolitan local official consultation
Federal planning regulations require states to consult with non-metropolitan local officials as part of the
transportation planning process. To meet this requirement, the project team and consultant will present
and discuss key project information with the area transportation partnerships (ATPs) and the regional
development organizations (RDOs) boards. Other local government staff may be engaged through
webinars or other presentation formats.
Consultant deliverables:
1. Assistance developing content and presentation materials for up to 10 meetings with external partners
to be identified by MnDOT's project manager.
2. Attendance and participation in up to eight two-hour meetings with partners to be identified by MnDOT.
Meetings are expected to be a mix of in-person and virtual.
Task 2.5: Public and stakeholder engagement
The consultant will work with the PMT to develop and implement up to 7 months of public and stakeholder
engagement. There will be two public engagement phases.
1. The first period will be for feedback on investment priorities, performance targets, and investment
scenarios for the state highway system.
2. The second period will receive feedback on the proposed investment direction and priorities and
strategies if additional revenue is available in the future. This second engagement period provides an
opportunity to communicate with internal staff and key partners on the investment direction impacts at
a district and project level.
5

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
The consultant will be responsible for developing an engagement schedule, managing the overall
engagement process, including stakeholder identification and meeting scheduling. Both the project team
and the consultant will be responsible for attending and delivering the various engagement activities,
together as well as independently. MnDOT staff anticipate participating at most engagement events. Where
possible, MnSHIP will coordinate engagement with the SMTP. At a minimum, the engagement must be
statewide and include:
1. In-person public input opportunities (for each engagement period, assume at least one in each Greater
Minnesota MnDOT district and 5 in Metro district, for a total of at least 24 in-person engagement events
over the two phases of engagement)
2. Online engagement that mirrors in-person opportunities
3. Presentations or other engagement opportunities at community events/meetings throughout the state,
including events/meetings which target specific groups (e.g. under-represented populations, youth,
older adults, Black Indigenous, and People of Color)
4. Presentations to established internal and external committees and groups
5. A Let's Talk Transportation project webpage used to post project updates, outreach opportunities and
other relevant information
Additional strategies will include:
1. Stakeholder forums/workshops
2. Market research, including focus groups
3. Partnering with community-based organizations or existing networks to share information and receive
feedback
4. Using MnDOT employee resource groups (ERGs) as key links to specific populations
5. Interactive, game-based engagement activities
6. Innovative virtual engagement
7. Online tool allowing the public to build their own investment scenario
Consultant will work with MnDOT's Office of Communications and Public Engagement (and other offices, as
needed) to ensure appropriate information is translated appropriately in accordance with relevant MnDOT
policies.
The consultant will identify special interest groups not part of the TAC (such as the Minnesota Freight
Advisory Committee, Minnesota Active Transportation Advisory Committee, Move Minnesota, Sierra Club,
Transportation Greenhouse Gas Emissions Impact Assessment Technical Advisory Committee, etc.) and
identify any direct engagement with these groups as part of the public engagement process.
Consultant deliverables include (all items listed below are separate from those listed above):
1. Developing and maintaining an engagement schedule (Engagement Phases 1 and 2).
2. Developing tools and materials for online and in-person activities, translated in accordance with relevant
MnDOT policies.
3. Leading engagement logistics - identifying engagement activities, coordinating with external partners as
needed, identifying MnDOT and/or consultant staff for each activity, ensuring materials are available,
recording notes and summarizing information for each event.
4. Identifying online engagement opportunities and promoting online and in-person engagement activities
through MnDOT and partners' communication channels
5. Attendance and participation at up to 12 four-hour in-person public engagement activities with groups
to be identified by the State project manager.
6. Attendance and participation in up to six one-hour online public engagement activities to be identified
by the State project manager.
7. Developing an online tool allowing the public to build their own investment scenario
6

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
Task 2.6: Outreach analysis and summary
The consultant will gather and analyze all public, stakeholder and online input into a summary document. An
initial summary document will be created after the first engagement phase is complete. The summary
document will then be updated with engagement results and analysis from the second engagement phase.
The document should outline the overall approach as well as identify the key messages and
recommendations that should be incorporated into the plan updates. Maps, charts and other relevant
materials should be included, as appropriate. Data should be disaggregated to the extent possible. The
summary document will include an executive summary covering both phases of engagement.
Consultant deliverables:
1. Draft and Final Engagement Phase 1 summary (including executive summary) with supporting data
2. Draft and Final Engagement summary (including executive summaries) with supporting data (assumes
no changes to Phase 1 summary during this review cycle)
Task 2.7: Public review and comment
State law and MnDOT expectations require formal public review and comment on all statewide
transportation planning documents. Included in a formal public review process are a public comment
period, a public hearing and formal responses to all comments received as a part of this process.
Task 2.7.1: Public comment period
A public comment period is expected of all statewide planning documents at MnDOT. The project team
will schedule a minimum 45-day public comment period upon completion of draft plan documents and
approval of PMG and the Commissioner to release the drafts for public review. A notice of the public
comment period will be posted in the State Register prior to its start and include the date and time of
the scheduled public hearing.
Task 2.7.2: Public hearing
A public hearing is required for MnSHIP. The project team will schedule a public hearing on the draft
plan documents during the public comment period. The hearing will include both in-person and online
options for participation. Multiple regional hearings may be scheduled.
Task 2.7.3: Response to comments
The project team will collect all comments received during the public comment period. The project team
will share comments with the consultant team, and the consultant team will organize all comments and
draft responses to each comment. The list of comments as well as the identified responses will be
included in a summary document prepared by the consultant.
Consultant deliverables:
1. Develop public comment engagement schedule
2. Track and collect public comments
3. Materials, attendance, participation, and notes at public hearing
4. Draft and final response to comments document
Task 3: Plan coordination and consistency (TO BE PERFORMED BY MnDOT)
Task 4: 2023 MnSHIP review (TO BE PERFORMED BY MnDOT)
Task 5: Planning context summary
7

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
Task 5.1: Planning context summary (TO BE PERFORMED BY MnDOT)
Task 5.2: Advancing Transportation Equity Initiative Review
The 2022 SMTP included goals, strategies, and actions to advance transportation equity. Subsequent work
from MnDOT staff and partners has continued to advance transportation equity in Minnesota. The current
MnSHIP includes discussion of transportation equity and includes an equity evaluation of each investment
category through an equity lens. This review included a qualitative review of potential benefits and burdens.
Building on previous work, this task includes a review by the consultant team of other agencies' relevant
plans, work done by MnDOT during the 2026 Transportation Asset Management Plan (TAMP), and review of
appropriate literature and research. The consultant will produce a memorandum describing opportunities
for MnSHIP to include quantitative considerations for transportation equity when developing an investment
direction. This could include performance measures, demographic or spatial investment considerations, or
other relevant items.
Consultant deliverables:
1. Draft and final memorandum and accompanying presentation materials identifying recommended
opportunities to include transportation equity into MnSHIP.
Task 5.3: Greenhouse Gas (GHG) Review
From 2023 to 2025, Minnesota lawmakers made changes to state laws to help reduce GHG emissions. These
changes include requiring the Commissioner of Transportation to create targets for reducing emissions from
cars, trucks and other transportation sources, and making road projects that increase vehicle capacity take
steps to offset the emissions and extra driving those projects will cause. The currently adopted MnSHIP
noted MnDOT's target to reduce vehicle miles traveled (VMT) by 14% by 2040, and it analyzed what
achieving this goal would mean for various investment categories. However, the plan did not identify how
MnSHIP investment strategies could advance or hinder MnDOT's GHG goals.
This task will review appropriate literature and research to identify recommendations for changes to the
MnSHIP process to better incorporate greenhouse gas reductions in the final investment direction. This
review will include (at minimum) potential changes in investment direction, programmatic measures to
track, and plan implementation considerations. The review will also consider construction and maintenance
strategies identified in MnDOT's Carbon Reduction Strategy. The review will also coordinate with existing
groups as needed, including but not limited to staff from Office of Sustainability and Public Health, MnDOT's
GHG Steering Committee, and/or Transportation GHG Emissions Impact Assessment TAC.
Consultant deliverables:
1. Draft and final memorandum and accompanying presentation materials identifying recommended
opportunities to include greenhouse gas considerations into MnSHIP.
Task 5.4: Risk identification (TO BE PERFORMED BY MnDOT)
Task 6. Trend analysis (TO BE PERFORMED BY MnDOT)
Task 7. Financial picture/revenue projections (TO BE PERFORMED BY MnDOT)
Task 9: Scenario development and final investment direction
Task 9.1: Develop alternative scenarios (TO BE PERFORMED BY MnDOT)
8

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
Task 9.2: Review of scenarios
The project team will complete a review of the scenarios to provide context on the projected equity,
economic, energy and environmental effects of each scenario. This review may include various partner
agencies and MnDOT offices.
The consultant team will analyze and review scenarios against the recommendations in Task 5.2 and 5.3,
and use other relevant tools as determined by the state project manager, to understand how different
scenarios are consistent with MnDOT's equity and greenhouse gas goals. The GHG review will consider the
scenarios presented and opportunities across scenarios to reduce emissions through various construction
and maintenance strategies identified in MnDOT's Carbon Reduction Strategy or other national sources.
MnDOT developed deliverables:
1. A presentation materials identifying impacts to projected equity, economic, energy and environmental
effects of each scenario. Presentations to partner agencies and MnDOT offices.
Consultant deliverables:
1. Memorandum material detailing analysis of MnSHIP scenarios' equity and GHG impacts. Consultant will
also prepare presentation material summarizing memorandum information.
Task 9.3: Evaluate scenario feedback and selection of investment direction for the draft (TO BE PERFORMED
BY MnDOT)
Task 9.4: Final Risk Assessment (TO BE PERFORMED BY MnDOT)
Task 9.5: Set investment direction
The project team will gather key MnDOT staff to decide on the final investment direction. The investment
direction should be informed by the evaluation of public and stakeholder feedback on the scenario options
but should consider all relevant inputs, including federal law and related risks, MnDOT policy, current and
projected performance, previous MnSHIP priorities, state requirements and related risks, as well as revenue
outlook.
The Successful Responder will support the PMT in developing succinct written and graphical meeting
content for use with State staff, partner agencies and the public. The key focus of this task will be at two
points, when the PMT:
a. Shares results from stakeholder and public engagement phase 2. The PMT will then seek MnDOT
staff input on potential revisions to the investment direction.
b. Shares results from the formal public comment process. The PMT will then seek MnDOT staff input
on final revisions to the investment direction.
MnDOT developed deliverables:
1. An updated memorandum and accompanying presentation materials from task 9.3 (if needed) detailing
final investment direction.
Consultant deliverables:
1. Updated material from Task 2 and prepare additional materials (as needed) for use in MnDOT
investment direction-setting meetings.
Task 10: Identify investment priorities for changes in revenue (TO BE PERFORMED BY MnDOT)
9

MnDOT Contract Number: 1064276
Exhibit C: Specifications, Duties, and Scope of Work
Task 11: Workplan development (TO BE PERFORMED BY MnDOT)
Task 12: Required reviews and analysis (TO BE PERFORMED BY MnDOT)
Task 13: Plan preparation
Task 13.1: Plan writing and editing (TO BE PERFORMED BY MnDOT)
Task 13.2: Document formatting (TO BE PERFORMED BY MnDOT)
Task 13.3: Website-based plan
The project team and consultant will develop a final website-based version for the adopted plan that at a
minimum includes copies of the final plan and appendices, HTML text from the plan, and supporting
graphics and analysis to add additional context to the plan. The appendices will be linked as accessible PDFs.
The project team and consultant will develop a web-based interactive tool for sharing key MnSHIP content
such as a storymap. All web-based content must meet state and federal accessibility standards.
MnDOT developed deliverables:
1. Draft and final plan text, graphics (as needed), and other material in PDF format with accompany source
documents for text and graphics.
Consultant deliverables:
1. Website-based plan including sharing content from plan PDF and developing interactive tools.
2. Graphics and other communication tools as directed by MnDOT staff.
Task 14: Document review (TO BE PERFORMED BY MnDOT)
Task 15: Implementation communication support
The consultant will work with the PMT and MnDOT's Office of Communications and Public Engagement to develop
materials to support implementation of the plan and communicate the impacts of the investment direction,
investment strategies, and the workplan to internal staff (e.g. district staff and project managers) and external
partners (e.g. MPO staff, RDO staff, and tribal transportation staff).
Consultant deliverables:
1. Presentation Materials
2. Plan executive summary information sheets and/or infographics.
THE BALANCE OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK
10