Opening of Proposals - Coal Line Trail, Phase III Proj No. 123-007 - HWC Engineering

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City of South Bend: PE Services for Coal Line Trail Phase 3 (Des # 2201235) in the La Porte District | HWC Engineering 10 Public Outreach Project Management • Communication is Key - Josh Grabijas is responsive and sensitive to his clients’ needs and timelines by maintaining an open line of communication between the client and HWC. • HWC will coordinate an in- person or virtual meeting at the beginning of the project to thoroughly discuss the project scope and maintenance of traffic. • Josh will work for South Bend to oversee HWC projects as well as coordinate project progress with subconsultants. He will coordinate with subconsultants on a regular basis to make sure schedules for their work are met. • HWC will provide well-organized monthly status reports to South Bend to make sure they are well aware of project status. Project Workflow and Submittals • Josh will manage the designers assigned to the project. • Project submittals will be completed according to South Bend’s schedule which will be further discussed at the onset of the project. Environmental Documentation/ Permitting • Team led by industry leaders. • Must be approved before land acquisition begins. • Periodic review for compliance. Utility Coordination • Team led by industry leader Lisa Robbins (HWC). • Early coordination is critical. • Early detection of conflicts is critical. • Periodic review of utilities is critical. Right-of-Way • Request R/W Certification after Stage 2 review is complete. The following activities are critical elements on projects, and the HWC team has the experience and capacity to ensure these critical elements are maintained to keep projects on schedule for the anticipated RFC. These elements will be incorporated into each project and monitored on a monthly basis. HWC KEYS TO MANAGING PROJECTSExceptional public communication will be a great benefit to this project to effectively engage the public during project development. HWC is well-versed in public engagement on a variety of projects including transportation, planning, and economic development. HWC is poised and ready to assist INDOT as necessary to create and/or assist with a robust public engagement effort for these projects, and we have the experience and capacity to assist INDOT in these efforts to the level that INDOT desires. Several different elements and strategies we offer include: Since video is more engaging than other forms of communication, HWC can produce videos to educate the public on the projects, provide status updates, and summarize key content. This provides content that is easy to understand and accessible to all. VIDEOS We can complete periodic public surveys, if needed, to gather input on individual public information needs related to businesses, residents, and the overall traveling public affected by these projects. ONLINE SURVEYS We can develop a custom virtual open house experience for the project to educate the public on the intent of the project and solicit input. VIRTUAL OPEN HOUSE We can facilitate and lead public workshops to update the public on the project status, including road closures, detours, schedules, and more. PUBLIC WORKSHOPS OUR COMMITMENT LISTEN FIRST BE TRANSPARENT REACH EVERYONE While specific public engagement strategies may have change due to COVID-19, we remain committed to these fundamentals of strong public engagement: RELEVANT EXPERIENCE HWC has provided public outreach and participation to many local communities, and have the in-house experience needed to assist INDOT with seamless public participation and communication efforts. Education: BA, Political Science and Public Relations, Xavier University Patrick O’Neill COMMUNICATIONS SPECIALIST