MnDOT Design-Build Program
Federal Project No. [insert #]
3
PUBLIC INFORMATION
3.1
General
Book 2—[insert full name of project] Design-Build Project
S.P. [insert #]
Conduct all Work necessary to meet the requirements of providing public information. MnDOT will take the
lead Public Information role for this Project with the Contractor serving in a project liaison role to supply
materials and information requested by MnDOT to fulfill the Public Information needs of the Project.
3.2
Administrative Requirements
Public information goals for the Project shall be consistent with the MnDOT Strategic Plan. These include
meeting customer expectations with information that is reliable and encourages open communications with
and among all audiences. MnDOT shall serve as the lead contact for all customer groups and media
representatives.
MnDOT has identified the following customer groups that must be communicated with during the Project:
 Area residents
 Property owners
 Commuters
 The traveling public, including bicyclists and pedestrians
 Mass transit agencies and companies
 Business owners, employees, and customers
 Emergency response agencies, including police, fire, and ambulance services
 Utilities
 School districts
3.2.1
Standards
In the event of a conflict among the standards set forth in Book 3 relating to public involvement, the order of
precedence shall be as set forth below unless otherwise specified:

MnDOT Hear Every Voice: A Guide to Public Involvement at MnDOT

Remaining standards set forth in Book 3
3.2.2
Meeting Requirements
3.2.2.1
Public Meetings
Attend one open house and prepare exhibits as directed by MnDOT. All arrangements for public meetings
will be completed by MnDOT. Attend up to three meetings to facilitate planning public and media events.
3.2.3
Equipment/Software
3.2.4
Permits/Authorizations
3.3
Design Requirements
3.3.1
General
MnDOT requires its communications efforts for this Project to establish and build trust between MnDOT, the
Contractor, and customer groups.
RFP
Public Information
3-1
MnDOT Design-Build Program
Federal Project No. [insert #]
Book 2—[insert full name of project] Design-Build Project
S.P. [insert #]
Contact MnDOT Project Manager within one hour of any contact by media groups. Upon request, provide
information to MnDOT Project Manager within one hour in order to answer media requests.
3.3.2
Investigations/Supplemental Work
3.3.3
Design Criteria
3.3.4
Reports/Plans
3.3.4.1
Public Information Plan
Deliver to MnDOT information regarding Project progress and coping issues for a variety of customer
groups. To this end, develop, implement, and maintain a Public Information Plan (PIP), which shall include:
 Public Information staff contacts, roles, and responsibilities
 Coordination approach with MnDOT
 Information collection and management approach, including customer groups requiring
information, what specific information is needed and when, and method for disseminating
information to MnDOT
 Emergency response communication program
 Schedule for submitting information to MnDOT
 Coordinate and complete the PIP in conjunction with the Transportation Management Plan in
Section 18.
3.3.4.2
Crisis/Emergency Communications
Include in the PIP a crisis communications approach for responding to incidents and emergencies during the
Project. Establish and manage an emergency response communication program that includes the following:
 Designated staff to respond to emergencies
 Types of potential emergencies
 Approaches to addressing potential emergencies
 Causes of specific disruptions (i.e., whether construction-related)
 Actions to be taken to alleviate problems
 Impact to the public and notification procedures
 Anticipated duration of disruptions
Develop and maintain a contact list of emergency service providers as part of the crisis communications
approach.
3.4
Construction Requirements
3.4.1
General
3.4.1.1
Information Materials
Provide information as necessary to MnDOT to assist in the preparation of information materials for the
identified customer groups and media outlets or others to support MnDOT’s communications efforts.
Materials may include tentative schedules, contact names, telephone numbers, Project descriptions, and
Project maps and drawings, which may be presented at open houses.
RFP
Public Information
3-2
MnDOT Design-Build Program
Federal Project No. [insert #]
Book 2—[insert full name of project] Design-Build Project
S.P. [insert #]
Furnish Project information, including plan sheets, electronic data files (and description of content), and
construction and design information to third parties (such as owner’s attorneys or agents) within 7 Days of
contact and notification of MnDOT.
3.4.1.2
Electronic Information Dissemination
The Contractor, MnDOT, and local agencies will have information that may need to be disseminated to
stakeholders or customer groups. The Contractor must:
 Assist MnDOT as necessary to disseminate information about conditions in the Project. The
primary electronic methods will be the MnDOT website, email, variable message signs, and the
511 Traveler Information System.
 Provide relevant information to MnDOT in a timely manner to ensure specific Project information
(e.g., lane closures, roadway closures) is provided to MnDOT’s 511mn.org website and Regional
Transportation Management Center (RTMC) through the approved lane closure form, as shown in
Exhibit 3–A. At a minimum, review the Project’s public website weekly and immediately notify
MnDOT’s PAC of any errors or outdated information.
3.4.1.3
Events
3.4.1.4
Project Information Signs
Provide a sign at the Project construction office identifying the name of the Project and contact information,
including the hotline number, email address, and office hours.
3.4.1.5
Project Update Email
Send weekly email updates to the MnDOT Project Manager describing current Project conditions, schedule
updates, planned work activities, planned traffic impacts, and other relevant Project information. Send email
updates once per week, at a minimum, with more frequent updates as conditions require. MnDOT will
develop an email contact list, with input from the Contractor, and disseminate through the Constant Contact
program.
3.4.2
Construction Criteria
3.4.2.1
Construction Schedule and Maintenance of Traffic
Communicate all construction activities and maintenance of traffic activities that affect customer groups to
MnDOT’s Project Manager and PAC within 24 hours of being identified and at least 7 Days before the start
of each activity. Provide notification in written form, with email considered acceptable, and include both
start and anticipated end times. Immediately notify the MnDOT Project Manager and PAC of changes to
construction activities and maintenance of traffic activities so MnDOT can post the information on the
website and disseminate it through other technologies.
Construction elements/events requiring notification of customer groups include:
 Road and lane closures and restrictions
 Detours and detour routes
 Access changes
 Noise-producing activities
 Nighttime work and changes to daily work hours
 Haul routes
 Utility shutoffs
 Changes to traffic control configuration
RFP
Public Information
3-3
MnDOT Design-Build Program
Federal Project No. [insert #]
3.4.2.2
Book 2—[insert full name of project] Design-Build Project
S.P. [insert #]
Commercial Vehicle Access and Restriction Information
Notify the MnDOT Project Manager in writing 7 Days prior to any activity that may restrict or impede the
movement of commercial vehicles due to reduced lane widths, reduced height clearances, or lower weight
limits. Include description of the activity (including anticipated restrictions), start of the event, and end of the
event.
3.4.3
Materials/Testing Requirements
3.4.4
Instrumentation/Monitoring Plan
3.4.4.1
Traffic Conditions and Incident Information
Report to MnDOT’s Project Manager and PAC any unusual traffic conditions or incidents, including crashes,
disabled vehicles, oversized vehicles, utility disruptions, adverse weather conditions (e.g., wind, ice, rain,
and snow), and debris or animals on roadways within 15 minutes of detection.
3.5
Deliverables
Submit the following to MnDOT:
 Public Information Plan—five hardcopies and one electronic (PDF) copy for approval by MnDOT,
within 20 Days of NTP1. MnDOT will respond within 7 working Days of receipt of the plan.
 Weekly Project update email on Project progress.
 Crisis/Emergency Communication Contact List.
RFP
Public Information
3-4
MnDOT Design-Build Program
Federal Project No. [insert #]
Book 2—[insert full name of project] Design-Build Project
S.P. [insert #]
EXHIBITS
All exhibits are provided as electronic files.
Exhibit 3–A
[insert title of exhibit]
RFP
Public Information
3-5