Common use of Public Involvement Clause in Contracts

Public Involvement. The Engineer shall develop communication tools to create public awareness and achieve meaningful public input regarding the study issues and corridor needs. The public involvement program will be tailored to suit the issues, impacts and communication style for each statewide study. The public involvement program will be consistent with federal and statewide planning regulations. It will be a “collaborative process” that is initiated early and will be proactive and continuous throughout the project. At the direction of the State, the Engineer shall perform the following public involvement items to include but are not limited to the following: a. Develop a public involvement plan that outlines specific dates for task implementation establishes approval and communication protocols and serves as a guidebook for public involvement activities. b. Create and maintain a database of stakeholders, public officials, local governments, emergency responders, civic leaders and those who have indicated an interest in the study, such as citizens providing written comments or sending e-mails. The database will serve as the project mailing list. All contacts will be recorded and included in study documentation. c. Prepare draft correspondence to the public and elected officials at the direction of the State. Electronic files of correspondence will be sent to the department along with an electronic file containing the names of elected officials from which a mail merge and mailing labels can be created. d. Prepare media releases and forward to the department for distribution. Media releases will announce public meetings and provide news about project progress. e. Produce newsletters at various milestones throughout the study. One at the onset of the project will serve as notification of the stakeholder forums/public meetings; the second will keep people informed about developing issues/alternatives; the third will inform people about analysis outcomes/alternatives identified as preferred, and one will provide information on the results of the study and will be distributed at the conclusion of the project. All newsletters will be printed in English with a space reserved in each newsletter that will provide contact information in Spanish. The Engineer shall write all printed materials, submit to the State for approval, make changes, coordinate production and arrange for mailing copies to names listed on the database. A pdf version of each newsletter in a size no bigger than 1 megabyte will also be provided to the State for email “blasts”. f. Create PowerPoint presentations for use at small group meetings or for discussions with elected officials at all levels. A video script which explains the study and its status may also be developed for similar use. g. Web Site Material – Develop web site material that provides project information for publication on the department web page. h. The Engineer shall coordinate, prepare and conduct stakeholder meetings to afford opportunities to meet and engage stakeholders and stakeholder groups, such as Metropolitan Planning Organizations, trucking associations, brokers and agents, local ▇▇▇▇▇▇▇▇ of commerce and economic development groups, ports and ports of entry, and other groups. DocuSign Envelope ID: E21413E8-D200-42C9-96F5-820DB10B14A5 Contract No. 50-6IDP5005 PS Contract No. 4978 Supplemental Agreement No. 1 i. The Engineer shall arrange for public meeting locations, coordinate logistics, prepare notices (for department distribution), attend and summarize meetings. Public meetings will be held to help inform and educate the general public about the project and gather input. j. The Engineer shall provide periodic status reports on public involvement activities as appropriate.

Public Involvement. The Engineer shall develop communication tools Community and stakeholder engagement is critical to create the success of this Plan. Therefore it is important to utilize a mix of creative engagement techniques to reach both riders and non-riders to understand what the needs are and how to attract more riders. Our subconsultant Images, Inc. will be leading the public awareness and achieve meaningful public input regarding the study issues and corridor needsinvolvement effort. The public involvement program following engagement techniques will be tailored to suit the issues, impacts and communication style for each statewide study. The public involvement program will be consistent with federal and statewide planning regulations. It will be a “collaborative process” that is initiated early and will be proactive and continuous throughout the project. At the direction of the State, the Engineer shall perform the following public involvement items to include but are not limited to the following: a. Develop a public involvement plan that outlines specific dates for task implementation establishes approval and communication protocols and serves as a guidebook for public involvement activities. b. Create and maintain a database of stakeholders, public officials, local governments, emergency responders, civic leaders and those who have indicated an interest in the study, used: • Attendance at three outreach events or locations such as citizens providing written comments or sending e-mailsstreet fairs, Boy Scout breakfasts, YMCA, etc. The database will serve as the project mailing list. All contacts will be recorded and included in study documentation. c. Prepare draft correspondence to the public and elected officials at the direction of the State. Electronic files of correspondence will be sent to the department along with an electronic file containing the names of elected officials from which a mail merge and mailing labels can be created. d. Prepare media releases and forward to the department for distribution. Media releases will announce public meetings and provide news about project progress. e. Produce newsletters at various milestones throughout the study. One at the onset of the project will serve as notification of the stakeholder forums/public meetings; the second will keep people informed about developing issues/alternatives; the third will inform people about analysis outcomes/alternatives identified as preferred, and one will provide information on the results of the study and will be distributed at the conclusion of the project. All newsletters will be printed in English with a space reserved in each newsletter that will provide contact information in Spanish. The Engineer shall write all printed materials, submit to the State for approval, make changes, coordinate production and arrange for mailing copies to names listed on the database. A pdf version of each newsletter in a size no bigger than 1 megabyte will also be provided to the State for email “blasts”. f. Create PowerPoint presentations for use at small • Focus group meetings or for discussions one on one interviews with: o Seniors o Government Officials o Municipal Planners o Spanish Speaking o High School Students o People with elected officials at all levels. A video script which explains the study and its status may also be developed for similar use. g. Web Site Material – Develop web site material that provides project information for publication on the department web page. h. The Engineer shall coordinate, prepare and conduct stakeholder meetings to afford opportunities to meet and engage stakeholders and stakeholder groups, such as Metropolitan Planning Organizations, trucking associations, brokers and agents, local Disabilities o Homeless Advocates o Major Employers ▇ ▇▇▇▇▇▇▇▇ of commerce Commerce/Economic Development Groups (Note: It is expected that the County staff will be able to identify names of appropriate representatives for each of these groups and economic development groups, ports and ports of entry, and other groups. DocuSign Envelope ID: E21413E8-D200-42C9-96F5-820DB10B14A5 Contract No. 50-6IDP5005 PS Contract No. 4978 Supplemental Agreement No. 1 i. The Engineer shall arrange meeting space will be available at either county or municipal locations for public meeting locations, coordinate logistics, prepare notices (for department distribution), attend and summarize these meetings. Public In order to conduct the meetings most efficiently, some one on one interviews will be held over the phone.) • Public Meetings o Since public meetings do not tend to help inform be well attended, it is recommended that a public meeting be organized around another County meeting, such as a County Board Meeting, PTAC Meeting etc. This meeting will be held during the development of recommendations to gather input before recommendations are finalized. McHenry County Transit Plan Update • Transit Survey o A transit survey will be developed using Survey Monkey. The survey (either by electronic link or paper) will be distributed through stakeholder representatives, on the County website, at the outreach events, at public meetings, public locations (such as libraries or municipal centers), and educate onboard buses and at Metra stations. It is expected that County staff will assist in the general distribution of these surveys. • Project Website/Facebook o A project web page will be developed to be linked to the County website. The Project Team will draft appropriate content and articles to be posted on the website. This will include announcement of public about meeting, survey, etc. o The project team will provide project content to be posted on the County Facebook page. • Press Releases/Public Awareness/Branding o At the beginning of the study, a public awareness plan (i.e. “messaging”) will be developed and reviewed with County Staff. Two press releases will be developed during the course of the study and released to announce public meetings or public involvement activities. o A Transit Plan logo and collateral template will be developed to “brand” the project at the beginning of the study. • Spanish Translation o As necessary, meeting materials and gather inputthe survey will be translated into Spanish and staff will be on hand for two of the meetings to provide translation services. j. The Engineer shall provide periodic status reports on public involvement activities as appropriate.

Public Involvement. Based upon the issues determined by further study, additional public involvement may be required. If required, public involvement may include: i) small group meetings with local officials; ii) stakeholder meetings; iii) public meetings; and iv) public hearings. The Engineer shall develop communication tools use the following methods for the exchange of information. 1. Small Group and Stakeholder Meetings - The meetings shall be attended by the Engineer, at the request of HCTRA, to create public awareness and achieve meaningful public input regarding the study issues and corridor needs. The public involvement program will be tailored to suit the issues, impacts and communication style for each statewide study. The public involvement program will be consistent with federal and statewide planning regulations. It will be a “collaborative process” that is initiated early and will be proactive and continuous throughout informally discuss the project. At the direction of the State, the The meetings may be conducted by HCTRA or Engineer. Requests for such meetings will be coordinated through HCTRA prior to establishing a meeting date and time. The Engineer shall be responsible for providing the meeting location and contacting the small group members and stakeholders. The Engineer must plan to attend each meeting. Public Meetings and Hearings - The Engineer shall assist HCTRA and attend the public meetings or hearing as requested by HCTRA and provide assistance in gathering input from the public. The Engineer shall prepare materials and perform tasks to facilitate the following public involvement items to include but are not limited to the followingmeeting or hearing. The Engineer shall: a. Develop a Identify and secure the venue for the public involvement plan that outlines specific dates meeting or hearing and coordinate the logistics in support of the meeting or hearing. Visit venue to confirm accommodations for task implementation establishes approval meeting or hearing. Prepare facility layout showing arrangement of public meeting or hearing activities and communication protocols and serves as a guidebook for public involvement activitiesinformation tables. b. Create Prepare, update, and maintain a database of stakeholders, mailing list that includes public elected officials, local governmentsadjacent property owners, emergency responders, civic leaders and those who have indicated an interest in others identified by HCTRA to be used for the study, such as citizens providing written comments or sending e-mails. The database will serve as the project mailing list. All contacts will be recorded and included in study documentationmeeting notice. c. Prepare draft correspondence and distribute meeting notices to the public elected officials, adjacent property owners, and elected officials at others identified by HCTRA, 30 days prior to the direction public meeting or hearing to notify them of the State. Electronic files of correspondence will be sent to the department along with an electronic file containing the names of elected officials from which a mail merge and mailing labels can be createdpublic meeting or hearing. d. Prepare media releases Prepare, publish, and forward obtain affidavits of publication, in accordance with HCTRA and FHWA requirements. Notices shall be published in local newspapers, including one Spanish newspaper if requested by HCTRA, 30 days prior to the department public meeting to notify the public in advance of the meeting or hearing. If special communication needs or accommodations needs, such as interpreters or accessibility requests, are received, HCTRA will be responsible for distributionmeeting those needs. Media releases HCTRA will announce be responsible for notifying public meetings and provide news about project progresselected officials of the public meeting or hearing. e. Produce newsletters at various milestones throughout the study. One at the onset of the project will serve as notification of the stakeholder forums/public meetings; the second will keep people informed about developing issues/alternatives; the third will inform people about analysis outcomes/alternatives identified as preferredPrepare sign-in sheets, comment forms, handouts, and one pre-printed nametags for the staff. This task assumes that handouts and other material prepared for the meeting will provide information on the results of the study and will not be distributed at the conclusion of the project. All newsletters will be printed in English with a space reserved in each newsletter that will provide contact information produced in Spanish. The Engineer shall write all printed materials, submit to the State for approval, make changes, coordinate production and arrange for mailing copies to names listed on the database. A pdf version of each newsletter in a size no bigger than 1 megabyte will also be provided to the State for email “blasts”. f. Create PowerPoint presentations Identify and make arrangements for use at small group meetings or for discussions with elected officials at all levels. A video script which explains the study equipment needs (e.g., easels, chairs, tables, and its status may also be developed for similar useaudio-visual) including transportation, set-up, and break down. g. Web Site Material – Develop web site material that provides project information Provide and coordinate public meeting or hearing informational and directional signs (registration/sign-in, written comment station, and directional arrows for publication on the department web pagetraffic flow) h. Prepare for and attend meetings with HCTRA to discuss public meeting or hearing planning. h. The Engineer shall coordinate, prepare and i. Provide personnel to conduct stakeholder meetings to afford opportunities to meet and engage stakeholders and stakeholder groups, such as Metropolitan Planning Organizations, trucking associations, brokers and agents, local ▇▇▇▇▇▇▇▇ of commerce and economic development groups, ports and ports of entry, and other groups. DocuSign Envelope ID: E21413E8-D200-42C9-96F5-820DB10B14A5 Contract No. 50-6IDP5005 PS Contract No. 4978 Supplemental Agreement No. 1 i. The Engineer shall arrange for the public meeting locations, coordinate logistics, prepare notices or hearing (for department distribution), attend and summarize meetings. Public meetings will be held to help inform and educate the general public about the project and gather input. j. The Engineer shall provide periodic status reports on public involvement activities as appropriate.maximum of six

Public Involvement. The Engineer shall assist the State to develop communication tools to that create public awareness and achieve meaningful public input regarding the study issues and corridor needs. The Engineer shall then implement these tools and strategies throughout the study. The public involvement program will shall be tailored to suit the issues, impacts and communication style for each statewide studyin the corridor. The public involvement program will shall be consistent with federal and statewide planning regulations. It will shall be a “"collaborative process” " that is initiated early and will shall be proactive and continuous throughout the project. At the direction of the State, the Engineer shall perform the following public involvement items to include but are not limited to the following: a. tasks: • Develop a public involvement plan (PIP) that outlines specific dates for each task implementation to be implemented, establishes approval and communication protocols and serves as a guidebook for public involvement activities. b. Create and maintain a database of stakeholders, public officials, local governments, emergency responders, civic leaders and those who have indicated an interest . Interviews shall be conducted early in the studyprocess. These interviews shall be designed to build rapport, such as citizens providing written comments learn individual perspectives and bring out possible solutions or sending e-mailsideas. The database will serve as the project mailing list. All contacts will results of these interviews shall be recorded and included in study documentation. c. Prepare used to inform prepare draft correspondence to the public and elected officials at the direction of the State. Electronic files of correspondence will be sent to the department along with an electronic file containing the names of elected officials from which a mail merge and mailing labels can be created. d. . DocuSign Envelope ID: 0EF7DD01-5DEF-492D-AF48-72F6373D49D2 DocuSign Envelope ID: 973D3771-56AD-4A37-8E90-25E408E93E1A • Establish methods for stakeholders, citizens and other interested parties to contact the project study team. All contacts with the Engineer shall be recorded and included in study documentation. o Create and maintain a mailing list database of the stakeholders, public officials, local governments, emergency responders, civic leaders and those who have indicated an interest in the study, such as citizens sending e-mails. The database shall serve as the project mailing list. Key members of this list shall be interviewed early in the project, and the information gathered shall be used to enhance the initial PIP. o Electronic files of correspondence shall be sent to the State along with an electronic file containing the names of elected officials from which a mail merge and mailing labels can be created. o Prepare media releases and forward to the department for review and subsequent distribution. Media releases will shall announce public meetings and provide news about project progress. e. . o Produce newsletters (English and Spanish) at various milestones throughout the study. One at the onset Newsletters shall be sent electronically to all members of the project will serve as notification of the stakeholder forums/public meetings; the second will keep people informed about developing issues/alternatives; the third will inform people about analysis outcomes/alternatives identified as preferreddatabase, and one will provide information on the results an appropriate number of the study and will paper copies shall be distributed at the conclusion of the projectprovided to State members for their personal distribution. All newsletters will Newsletters shall be printed available in English with a space reserved in each newsletter that will provide contact information in and Spanish. The Engineer shall write all printed materials, submit to the State for approval, make changes, coordinate production and arrange for mailing copies to names listed on the database. A pdf .pdf version of each newsletter in a size no bigger than 1 megabyte MG will also be provided to the State for email “"blasts”. f. ". (Maximum of 4 newsletter editions) o Create PowerPoint presentations for use at small group meetings or for discussions with elected officials at all levelsofficials. A video script which explains the study and its status may also be developed for similar use. g. . DocuSign Envelope ID: 0EF7DD01-5DEF-492D-AF48-72F6373D49D2 DocuSign Envelope ID: 973D3771-56AD-4A37-8E90-25E408E93E1A • Web Site Material – Develop The Engineer shall develop web site material that provides project information Information for publication on the department web page. h. . • The Engineer shall coordinateassist in the planning, prepare preparation and conduct stakeholder meetings of State/Collaborating Partners Meetings to afford opportunities to meet and engage stakeholders and stakeholder groups, such as Metropolitan Planning Organizations, trucking associations, brokers and agents, local ▇▇▇▇▇▇▇▇ of commerce and economic development groups, ports and ports of entry, and other groups. DocuSign Envelope ID: E21413E8-D200-42C9-96F5-820DB10B14A5 Contract No. 50-6IDP5005 PS Contract No. 4978 Supplemental Agreement No. 1 i. (Maximum of 10 meetings) • The Engineer shall arrange for public meeting locations, coordinate logistics, prepare notices (for department distribution), attend and summarize meetings. Public meetings will Various materials (fact sheet, handouts, comment cards, brochure, etc.) shall be held to help inform prepared in both English and educate the general public about the project and gather input. j. Spanish). • The Engineer shall provide periodic status reports on public involvement activities as appropriate. (Maximum of 3 status reports following Public Meetings) • The Engineer shall provide Spanish translation services as necessary including translation of newsletters and presentation materials.