CONSTRUCTION_PHASE_OUTREACH_SOW_SR-55_North_FINAL.docx

RFP XXXXX

EXHIBIT A

State Route 55 Improvement Project Between Interstate 5 and State Route 91 Public Outreach Consultant Support

BACKGROUND

The Orange County Transportation Authority (OCTA), in partnership with the California Department of Transportation (Caltrans), is implementing the State Route 55 (SR-55) Improvement Project between Interstate 5 (I-5) and State Route 91 (Project). The Project is Project F in the Measure M2 (M2) freeway program and is being advanced through the updated Next 10 Delivery Plan adopted by the OCTA Board of Directors (Board) in December 2025.

SR-55 is a major north-south corridor serving commuters, local traffic, and regional travelers throughout Orange County. The Project extends approximately 7.5 miles through the cities of Anaheim, Orange, Santa Ana, and Tustin. The $202 million Project is funded through a combination of local and federal funds.

The Project will construct improvements in each direction between I-5 and State Route 22 (SR-22) and provide operational improvements to interchange ramps at Fourth Street/Irvine Boulevard, Katella Avenue, and Lincoln Avenue. An additional lane will be added to the northbound and southbound (SB) off-ramps at Fourth Street/Irvine Boulevard and to the SB SR-55 Katella Avenue off-ramps and on-ramps. The existing SB SR-55 Lincoln Avenue off-ramp will be relocated 1,300 feet to the south, adjacent to the existing SB SR-55 Lincoln Avenue hook on-ramp from Tustin Avenue.

Additionally, the Project provides standard curb ramps and sidewalks along the adjacent impacted arterials within the project improvement areas that improve active transportation options and provide continuity for pedestrians.

Construction is expected to begin in early 2027 and take approximately 3.5 years.

PURPOSE OF CONSULTANT SERVICES

OCTA seeks a qualified Public Outreach Consultant (Consultant) to develop and implement a comprehensive public communications and community outreach program to support the pre-construction and construction phases of the Project.

The Consultant shall assist OCTA in clearly communicating project benefits, construction activities, and anticipated impacts; supporting meaningful public engagement; and maintaining public awareness, trust, and confidence throughout construction. The Consultant shall provide strategic planning, stakeholder engagement, communications support, and performance reporting, as directed by OCTA.

SUMMARY OF REQUIRED SERVICES

The Consultant shall develop and implement an outreach program that supports project delivery by proactively informing stakeholders, addressing concerns, and maintaining consistent communication throughout construction.

Services shall include outreach planning, stakeholder coordination, development of communications materials, support for meetings and events, multilingual outreach, and ongoing performance tracking and reporting. The Consultant shall coordinate closely with OCTA, partner agencies, and the project team to ensure timely, accurate, and effective communication.

CONSULTANT TASKS

Project Management and Administration The Consultant shall provide overall project management and coordination necessary to successfully implement the outreach program. The Consultant shall designate a Project Manager who will serve as the primary point of contact and be responsible for coordinating all work with OCTA.

The Consultant shall participate in coordination meetings, maintain schedules aligned with project milestones, and provide monthly progress reports and invoices documenting work performed, budget status, and upcoming activities. The Consultant shall maintain complete and organized project files and provide a comprehensive digital archive at the conclusion of the contract.

Outreach Planning and Strategy The Consultant shall prepare a comprehensive Outreach Plan within 30 days of contract execution. The plan shall be submitted in draft and final form for OCTA review and approval. Once approved, the Outreach Plan shall serve as the baseline for outreach activities and may be updated as needed throughout construction. Comment by Angela Hui: Does this always have to be 30, or can we give them more time and say 45 or even 60 days? Comment by Chris Boucly: You can give them more time, but given the short window between bringing them on board and construction starting, I would keep it tight. They should already have a draft of plan based on their proposal. I’d keep it 30 days.

The Outreach Plan shall define target audiences, outreach objectives, communication strategies, and methods for addressing construction-related impacts. The plan shall include a schedule of outreach activities aligned with construction milestones, identify appropriate communication channels and incorporate language access and translation needs. The plan shall also include a task-level budget and schedule to guide implementation.

Community and Stakeholder Engagement The Outreach Plan shall include a proactive stakeholder engagement program that builds on and maintains relationships with residents, businesses, agencies, and other affected stakeholders.

The Consultant shall maintain and regularly update a stakeholder database and conduct ongoing outreach to ensure stakeholders are informed of construction activities and impacts, as well as closures and detours. Engagement efforts shall include coordination of meetings, briefings, presentations, and community outreach activities, as directed by OCTA.

The Consultant shall conduct targeted outreach to underserved and hard-to-reach communities and ensure that engagement efforts are inclusive and accessible. All outreach activities and stakeholder input shall be documented and tracked to inform project communications and responsiveness.

Communications and Materials Development The Outreach Plan shall include a comprehensive program to support construction outreach. This includes preparing clear, accurate, and timely messaging regarding construction activities, traffic impacts, and project benefits.

The Consultant shall develop and produce print and digital materials, including fact sheets, notices, presentations, and digital content such as website updates and social media communications. All materials shall be consistent with OCTA branding and submitted for review and approval prior to distribution.

The Consultant shall support multilingual communications as directed by OCTA and ensure materials are accessible to all audiences. Communications shall be coordinated with construction schedules to ensure timely dissemination of information.

Meetings, Events, and Construction Outreach The Consultant shall support outreach activities related to construction milestones, public meetings, and special events.

This includes planning and coordinating outreach meetings, preparing materials and notices, supporting event logistics, and providing on-site outreach support, as needed. The Consultant shall ensure that outreach activities effectively communicate construction impacts and provide stakeholders with timely and relevant information.

The Consultant shall document meeting outcomes and provide summaries of stakeholder feedback and participation.

Performance Metrics, Evaluation, and Reporting The Consultant shall monitor and evaluate the effectiveness of outreach activities and communication strategies throughout the project.

The Consultant shall track outreach metrics, including stakeholder engagement, meeting participation, digital analytics, and public feedback. The Consultant shall provide regular performance summaries and recommend adjustments to outreach strategies to improve effectiveness.

The Consultant shall prepare a final outreach summary report at the conclusion of the contract.

CONTRACT ADMINISTRATION

The Consultant shall comply with OCTA contract requirements for invoicing, reporting, and documentation. Monthly invoices shall include labor charges by individual and by task category, including for all subconsultants. Hours and costs shall be itemized by staff member and allocated to specific task categories consistent with the Scope of Work.

The invoice shall include a summary that displays labor hours and costs by both individual and task. 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.

GOVERNMENT AND MEDIA RELATIONS

The Consultant shall support OCTA’s Government Relations and Public Information Office, as directed by OCTA.

The Consultant may assist with preparation of background materials, messaging, and coordination of communications; however, all communications with elected officials and media shall be coordinated through and approved by OCTA. The Consultant shall not independently initiate or distribute communications on behalf of OCTA.

OTHER TASKS AS DIRECTED

Additional outreach needs may arise during construction. The Consultant shall provide support for unanticipated activities, including rapid response communications and issue resolution, as authorized by OCTA.

LIMITATION ON GOVERNMENTAL DECISIONS

The Consultant shall not authorize, direct, or commit OCTA to any course of action, enter into any agreement on behalf of OCTA, or otherwise act in a decision-making capacity. The Consultant may provide information and recommendations to OCTA; however, all such input shall be subject to review and approval by OCTA prior to any decision or public representation.