C260564_Exhibit_A_SOW.pdf

RFP 260564

EXHIBIT A

SCOPE OF WORK

Public Outreach Services for the Interstate 5 Improvement Project from the San Diego County Line to Avenida Pico

BACKGROUND

The Orange County Transportation Authority (OCTA), in partnership with the California Department of Transportation (Caltrans) District 12, is advancing the Interstate 5 (I-5) Improvement Project from the San Diego County Line to Avenida Pico (Project). The Project extends approximately 3.4 miles along the I-5 corridor in the City of San Clemente.

The Project is currently in the Project Approval/Environmental Document (PA/ED) phase. OCTA and Caltrans are evaluating a No Build Alternative and a Build Alternative to improve operations along the corridor, increase person and vehicle throughput, improve travel time reliability, provide regional managed lane connectivity and lane continuity, and accommodate projected regional growth and future transportation needs.

The PA/ED phase is well underway. The Draft Environmental Document is anticipated to be available for public review and comment from late 2026 through early 2027.

During the public circulation period, OCTA and Caltrans anticipate conducting two public hearings to provide information about the Project and the environmental analysis and to provide opportunities for the public to submit comments. One (1) in-person and one (1) virtual public hearing are anticipated in late 2026 or early 2027.

OCTA has conducted public outreach throughout the PA/ED phase under a previous consultant agreement. Prior to commencement of this Agreement, the previous consultant is expected to have substantially completed development of public hearing notification and meeting materials and other preparations for the public circulation period, including selection of the in-person public hearing venue.

Following completion of the public circulation period and consideration of public comments, a preferred alternative is anticipated to be selected. Additional public communication regarding the preferred alternative is anticipated in early to mid-2027.

PURPOSE OF CONSULTANT SERVICES

OCTA seeks a qualified Public Outreach Consultant (Consultant) to provide limited public outreach services during the remaining portion of the PA/ED phase. The Consultant shall provide continuity of services following the conclusion of OCTA's existing outreach consultant agreement and support completion of the remaining activities described in this Scope of Work.

The Consultant shall coordinate closely with OCTA, Caltrans, the Project Development Team (PDT), and other project consultants, as directed by OCTA.

SUMMARY OF REQUIRED SERVICES

The Consultant shall provide focused public outreach support associated with the Draft Environmental Document circulation period and completion of the PA/ED phase, including public hearing support, circulation period follow-up, preferred alternative notification, and final outreach documentation.

The Consultant shall build upon work completed under the previous public outreach consultant agreement and shall not recreate previously completed work unless necessary and authorized by OCTA.

CONSULTANT TASKS

Project Management and Transition

The Consultant shall provide limited project management and coordination necessary to complete the services described in this Scope of Work. The Consultant shall designate a Project Manager who will serve as the primary point of contact with OCTA.

At the beginning of the Agreement, the Consultant shall participate in a transition process with OCTA, and as directed by OCTA, with the previous outreach consultant and other members of the Project Development Team (PDT). OCTA will provide available outreach materials, stakeholder information, public hearing plans, schedules, files, and other relevant work products developed under the previous agreement.

The Consultant shall promptly review transferred materials and identify outstanding actions or issues requiring resolution to implement the remaining outreach activities.

The Consultant shall participate in project coordination meetings as requested by OCTA.

Public Hearing Support

The Consultant shall support implementation of up to two (2) public hearings during the Draft Environmental Document public circulation period:

• One (1) in-person public hearing, anticipated in late 2026 or early 2027, utilizing an open-house format with informational stations; and

• One (1) virtual public hearing, anticipated in late 2026 or early 2027, utilizing an online meeting platform with breakout rooms or similar functionality.

Public hearing notification and meeting materials, as well as advance planning for the hearings, are expected to be substantially completed prior to commencement of this Agreement. The Consultant shall build upon these existing materials and plans and support minor revisions, production, and delivery as needed. Substantial new communications or meeting materials shall be developed only as specifically authorized by OCTA.

For the in-person public hearing, the Consultant shall coordinate with the previously selected venue; confirm meeting logistics; coordinate approved audiovisual services, accessibility accommodations, interpretation services, signage, and material needs;

support setup and breakdown; and provide outreach staffing for registration, informational stations, public comment procedures, and other assigned functions.

For the virtual public hearing, the Consultant shall coordinate use of the approved virtual meeting platform and implementation of the approved meeting format; conduct necessary technical rehearsals; prepare staffing assignments and a run-of-show;

provide technical and outreach staffing; manage participant access and breakout rooms;

support established public comment procedures; and provide technical troubleshooting during the meeting.

For both hearings, the Consultant shall coordinate with OCTA, Caltrans, the PDT, technical consultants, interpreters, and other participating personnel. The Consultant shall prepare a proposed staffing and logistical plan for OCTA approval prior to each hearing.

Following each hearing, the Consultant shall document attendance and participation for inclusion in Project records and the Final Environmental Document.

Public Circulation Period Follow-Up

The Consultant shall provide limited outreach support through completion of the Draft Environmental Document public circulation period.

As directed by OCTA, the Consultant shall assist with compiling, organizing, categorizing, and documenting public comments and outreach information generated during the public hearings and other outreach activities assigned to the Consultant.

Technical analysis and preparation of substantive responses to comments on the environmental document are not included in this Scope of Work and shall remain the responsibility of OCTA, Caltrans, and the appropriate technical consultants.

The Consultant shall maintain organized records of activities performed under this Agreement and provide such records to OCTA for incorporation into the Project files.

Preferred Alternative Notification

Following identification of a preferred alternative, the Consultant shall support one final public notification effort, anticipated in 2027.

The Consultant shall prepare a Project postcard announcing the preferred alternative, building upon existing Project branding and materials. Services shall include copywriting and graphic design, revisions, coordination of OCTA and Caltrans review and approval, and coordination of authorized translation, printing, mailing, and distribution.

OCTA will provide available Project mailing and stakeholder information. The (1) final distribution list and all production and mailing quantities shall be approved by OCTA prior to distribution.

As directed by OCTA, the Consultant may prepare corresponding website or social media content using the approved postcard messaging.

Final Public Outreach Report and Project Archive

The Consultant shall prepare a final public outreach report documenting public outreach and engagement conducted during the PA/ED phase for inclusion in or reference by the Final Environmental Document.

OCTA will provide available records and materials documenting outreach activities performed prior to commencement of this Agreement. The Consultant shall use these materials, together with documentation of activities performed under this Agreement, to prepare a cohesive summary of PA/ED public outreach.

The report shall summarize, as applicable, public notification and communications activities; stakeholder and community engagement; public meetings and hearings;

language access and accessibility efforts; participation and outreach metrics; and a summary of public and stakeholder input, as appropriate.

The Consultant shall submit the report in draft and final form and incorporate consolidated comments provided by OCTA.

At the conclusion of the Agreement, the Consultant shall provide OCTA with an organized digital archive of final work products and outreach documentation developed or maintained under this Agreement.

CONTRACT ADMINISTRATION

The Consultant shall comply with OCTA contract requirements for invoicing, reporting, and documentation.

Monthly invoices shall include labor charges by individual and task category, including all subconsultants. Hours and costs shall be itemized by staff member and allocated to specific task categories consistent with this Scope of Work.

Each invoice shall include month-to-date and contract-to-date summaries of labor, direct costs, and budget status by task. Each invoice shall be accompanied by a progress report summarizing work completed during the reporting period and identifying work planned for the next reporting period.

All direct costs, including production, printing, mailing, venue, interpretation, translation, audiovisual, virtual meeting platform, and other third-party expenses, shall be incurred only as authorized by OCTA and in accordance with the Agreement.

GOVERNMENT AND MEDIA RELATIONS

Any communications with elected officials or the media related to services under this Scope of Work shall be coordinated through and approved by OCTA. The Consultant shall not independently initiate or distribute such communications on behalf of OCTA.

OTHER TASKS AS DIRECTED

Limited additional outreach needs related to completion of the PA/ED phase may arise during the Agreement. The Consultant may provide support for such activities only as authorized by OCTA and within the scope of this Agreement.

LIMITATION ON GOVERNMENTAL DECISIONS

Nothing contained in this Scope of Work permits Consultant personnel to authorize or direct any actions or votes, appoint any person, obligate or commit OCTA to any course of action, or enter into any contractual agreement on behalf of OCTA. In addition, Consultant’s personnel shall not provide information, an opinion, or a recommendation for the purpose of affecting a decision without significant intervening substantive review by OCTA personnel, counsel, and management.