Project Information

Bid Title

I494 Project 2 Communications and Engagement

Issuing Agency

State Government of Minnesota

Location

Minnesota

Published Date

Feb 12, 2026

Closing Date

Mar 30, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

I494 Project 2 Communications and Engagement

Brief Description: MnDOT requests responses for a contractor to lead communications and engagement efforts for three upcoming state road construction projects on I-494, I-35W, and TH 77 in the cities of Richfield, Bloomington and Eagan. The busiest stretch of I-494 within the project area saw 170,000 Average Daily Traffic (ADT) in 2018 (pre-Covid).

Date posted: 02/12/2026
Due date: 03/30/2026

• RFP Part A
• RPF Part B
• Scope of Work
• TGB/VET Special Provisions

Attachment Preview

MnDOT Contract Number: 1062272

Exhibit C: Specifications, Duties, and Scope of Work

Project overview/background

State seeks a Contractor to provide communications, engagement and strategic marketing for a four-year road

reconstruction project taking place on Interstate (I) 494 and Trunk Highway (TH) 77. Contractor will possess

expertise in overall marketing communications strategy including advertising (including media planning and

placement), marketing, public relations, video production, communications, business and community

engagement, and strategic social media efforts. Scope includes engagement for three upcoming, State Road

construction projects on -I-494, I-35W, and TH 77 in the cities of Richfield and Bloomington. The busiest stretch

of I-494 within the project area saw 170,000 Average Daily Traffic (ADT) in 2018 (pre-Covid).

I-494 Project 2 Design Build: I-494 between Bush Lake Road and 24th Avenue (State Project No. 2785-462)

Construction is scheduled to begin in summer 2027 through fall 2030 (tentative).

This is the completion of the I-494 Corridor Vision to add E-ZPass lanes on I-494 from TH 169 to 24th Ave. Scope

of work includes paving, grading, bridges, drainage, retaining walls, noise walls, utility work, major maintenance

of traffic effort.

State is planning a design-build delivery for this project.

Anticipated construction cost is around $300 million.

More information can be found at: https://www.dot.state.mn.us/metro/projects/i494edina-richfield/index.html

TH 77 Bridge Rehabilitation Project (State Project No. 2758-75)

Construction is scheduled to begin in summer 2026 and run through fall 2028.

This project includes bridge rehabilitation on multiple ramp bridges in and out of Mall of America including

connections to TH 77, as well as bridge rehabilitation work on the TH 77 Cedar Ave bridge over the Minnesota

River.

State is planning a traditional design-bid-build delivery for this project.

Anticipated construction cost is around $50 million

More information can be found at: https://www.dot.state.mn.us/metro/projects/i494edina-richfield/index.html

TH 77 Unbonded Portland Cement Concrete Overlay of Concrete Pavements (UBOL) Project (State Project No.

1929-50)

Construction is scheduled to begin in summer 2026 and run through fall 2027.

This project includes bituminous mill and overlay and concrete unbonded overlay on TH 77 from the Minnesota

River bridge in Eagan to the south limits of TH 77 in Apple Valley. This project will have major traffic impacts.

State is planning a traditional design-bid-build delivery for this project.

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MnDOT Contract Number: 1062272

Exhibit C: Specifications, Duties, and Scope of Work

Anticipated construction cost is around $65 million.

More information can be found at: https://www.dot.state.mn.us/metro/projects/hwy77applevalley-

richfield/index.html

Project Goals

Contractor hired by State to lead communications and engagement on this effort will work with State to achieve

the following overarching project goal(s):

1) Build meaningful partnerships with individuals and organizations who will be affected by and/or who

are interested in the upcoming work on I-494, I-35W and TH 77. Close coordination with Mall of America

and Minneapolis–Saint Paul International Airport (MSP) will be essential to this work.

2) Earn trust internally and externally with open, clear communication, constructive participation and

respect.

3) Prioritize accurate communication among contractors, construction office and traffic office to ensure

consistent messages to all internal and external audiences.

4) Provide advance notice via multiple channels (social media, webpage, media relations and email) of any

closures or delays so customers know what to expect, minimizing confusion or frustration among

motorists, businesses and residents.

5) Promote useful tools like 511 and key messages to commuters, occasional travelers and freight to

provide accurate, timely information.

6) Ensure excellent customer service in responding to all concerns, complaints and suggestions.

7) Co-create strategies with the community for events and activities. Engage communities of color and

partner with local leaders or groups to help lead and inform strategies. Establish clear parameters for

what you can and can’t do or provide before engaging key stakeholders.

8) Listen and meet with key stakeholders early in the project to understand how the community is

organized and what is needed. Listen to criticism or discuss difficult topics like displacement and racism.

9) Try new things by using a variety of methods to engage communities. Pilot new engagement tactics and

ideas while keeping Minnesota Department of Transportation (MnDOT) style and branding in mind.

10) Engage people with experience to add people to the team who specialize in community engagement

and who are familiar with the community.

Project Management

Contractor will prepare a communications and engagement strategy that includes traditional and non-

traditional tactics and supports State's communications and engagement goals. Contractor must possess

outstanding writing skills including spelling, grammar, and Associated Press (AP) style with a strong ability to

write clear, engaging, informative marketing copy for a variety of mediums including but not limited to print,

radio, digital and social media, all while maintaining a consistent brand voice.

Branding style guide: Contractor will adhere to Minnesota State branding style guide:

https://mn.gov/portal/brand/style-guide/.

Plain Language: Contractor will produce all written materials/collateral in a way that is easy to understand.

2

MnDOT Contract Number: 1062272

Exhibit C: Specifications, Duties, and Scope of Work

Contractor will create maps, graphics and web content in accordance with all state and federal laws regarding

Plain Language (Plain Language Guide Series – Digital.gov) and Americans with Disabilities Act (ADA) Compliance

https://mn.gov/oet/images/Stnd_State_Accessibility.pdf

Hotline: Contractor will maintain a 24-hours a day, seven days a week construction hotline and project email

box to respond to questions, suggestions and concerns regarding project-related activities. The project hotline

and email address will be publicized in all project information materials and at project-related events. The

hotline must be a free call to the public and accessible to people with disabilities. An immediate response is

preferable for all emails and calls, although a voicemail option is permissible. All hotline calls and email

questions from residents, businesses and commuters must be responded and followed up on within 24 hours.

Contractor will maintain an organized database logging all emails and telephone calls from motorists, residents

and businesses. Contractor will alert the Project Manager of any negative trends developing in the emails and

calls in regard to construction traffic impacts and other activities.

State Communications and web team will have the ability to update various social media posts, as needed.

Contractor must understand that State has final approval on all decisions made regarding this contract and all

materials created by the Contractor are the property of State including all rights to own, share, or publish to the

web or in any other formats, and the right to reproduce. Under the direction of the State Project Manager, the

Contractor will implement the deliverables and tasks.

Provide native files for materials created for the State and project with the understanding that materials created

for the project is property of the State to use and edit as the State deems appropriate.

Deliverables/Tasks

1.0 Project Management

Contractor will:

1.0.1 Direct and manage the Contractor(s) team; manage tasks/deliverables, budget and schedule; efficiently

coordinate planning and decision-making with the State.

1.0.2 Schedule up to 50 monthly project meetings with construction staff of the three projects to coordinate

progress messaging and contract deliverables.

1.0.3 Schedule up to 100 weekly 30-minute calls with the State project managers to plan for and coordinate

deliverables.

1.0.4 Schedule and coordinate public engagement and outreach activities, and secure appropriate venues for

any in-person activities.

1.0.5 Manage appropriate platforms and technology for virtual engagement.

1.0.6 Adhere to State guidelines for virtual engagement.

1.0.7 Provide administrative services (billing, postage, invoices, etc.) and submit monthly invoices and

3

MnDOT Contract Number: 1062272

Exhibit C: Specifications, Duties, and Scope of Work

progress reports (electronic) to State’s project manager.

1.0.8 Schedule and coordinate a project kick-off meeting—up to two hours long—to ensure clarity in roles

and responsibilities and deliverables. Up to two Contractor staff will participate in the two-hour

meeting.

For the internal Project Management team:

Schedule, coordinate, and lead one online project kickoff meeting.

Schedule, coordinate and participate in monthly one-hour virtual communications status update

meetings with the project team starting at full execution of this contract to plan and coordinate

deliverables. Meetings will include agendas and meeting minutes.

1.1 Communications and Engagement

Contractor will:

1.1.1

Demonstrate outstanding writing skills including spelling, grammar and AP style with a strong

ability to write clear, engaging, informative marketing copy for a variety of mediums including

but not limited to print, email, digital, social, while maintaining a consistent brand voice.

1.1.2 Promote the value of the transportation improvements that are part of the construction

projects through various marketing and communications vehicles.

1.1.3 Engage, communicate and work with socio-economically diverse communities within a variety of

ethnic and cultural groups and neighborhoods.

1.1.4 Possess a high-level of understanding of inclusivity best practices and demonstrated application

of cultural competencies.

1.1.5

Provide sign language and foreign language interpreters as well as written foreign language

translations in Spanish, Somali and other appropriate languages as requested for all

events/meetings in the project area.

1.1.6

Adhere to State of Minnesota Brand Style Guide and MnDOT Style Standards Guide for all

created content (print, digital): mn.gov/mmb-stat/branding/minnesota-state-brand-style-

guide.pdf. No project logos or wordmarks are to be created.

1.1.7

Produce all written materials/collateral in a way that is easy to understand; create maps,

graphics and web content in accordance with all State and Federal laws regarding Plain

Language and ADA compliance. Contractor will provide translated materials for any virtual

engagement. Content created by a contractor for hire is State property and not available for use

by the Contractor without written permission from the State.

1.1.8

Provide all deliverables in “Plain Language.” Technical documents, presentations, spreadsheets

and drawings used by technical staff do not need to be in plain language. Executive Order 14-07

requires the Office of the Governor and all Executive Branch agencies to communicate with

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MnDOT Contract Number: 1062272

Exhibit C: Specifications, Duties, and Scope of Work

Minnesotans using Plain Language. As defined in Executive Order 14-07, Plain Language is a

communication which an audience can understand the first time they read or hear it. To achieve

that, the Contractor will take the following steps in the deliverables:

a. Use language commonly understood by the public;

b. Write in short and complete sentences;

c. Present information in a format that is easy-to-find and easy-to-understand; and,

d. Clearly state directions and deadlines to the audience.

Additional guidance can be found at: plainlanguage.gov.

1.1.9

Comply with the State of Minnesota’s Accessibility Standard

(http://mn.gov/oet/images/Stnd_State_Accessibility.pdf) for all documents or exhibits

specifically designed to be used by the public.

The State of Minnesota’s Accessibility Standards entail, in part, the Web Content Accessibility

Guidelines (WCAG) 2.0 (Level AA) and Section 508 of the Rehabilitation Act, as amended.

Additional requirements can be found at: MnDOT Accessibility Accommodation and include:

a. Providing interpreters, translators or other special accommodations;

b. Providing documents in an alternative format; and,

c. Following the Portable Document Format (PDF) accessibility guidance.

Compliance with the State of Minnesota’s Accessibility Standard includes, but is not limited to,

the specific requirements as follows:

a. All videos will include closed captions, audio descriptions, and a link to a complete

transcript;

b. All documents, presentations, spreadsheets, drawings, and other material will be provided

in an accessible format. In addition, provide native files in an editable format. Acceptable

formats include InDesign, Word, and Excel; and

c. All materials intended for downloading and printing such as promotional brochures, will be

labeled as such and the content will additionally be provided in an accessible format.

1.1.10 Coordinate with key audiences to build and maintain trust and create a relationship that fosters

two-way communication. Those audiences include:

a. business owners, employees and customers;

b. area residents and property owners; commuters;

c. bicyclists and pedestrians;

d. mass transit agencies and companies;

e. school districts;

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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