Stakeholder Engagement
Scope Tip
Clearly define who should be engaged, the purpose of the engagement, and how input will inform the project. The scope should distinguish between engagement intended to gather input and any formal consultation, review, or decision-making requirements.
Scope Item Definition
Identify and engage relevant stakeholders to collect information, understand needs and concerns, inform trail planning and design, meet applicable public involvement or consultation requirements, and communicate project processes and outcomes.
When / Where It Applies
Stakeholder engagement may be appropriate or required for:
Public or community planning processes.
Projects involving multiple user groups, jurisdictions, land managers, partners, or affected communities.
Projects where stakeholder input will inform project goals, alternatives, corridor selection, or design.
Projects with potentially controversial alternatives, impacts, or management decisions.
Projects where public involvement, consultation, or stakeholder engagement is required as part of a permitting, environmental review, funding, or other approval process.
Scope Requirements
Depending on the project, the scope should clearly define:
Stakeholder identification: Identify relevant individuals, user groups, organizations, agencies, land managers, partners, and other interested or affected parties.
Engagement strategy: Develop an outreach and engagement approach appropriate to the project, stakeholders, and decision-making process.
Required engagement: Identify and address any public involvement, consultation, or stakeholder engagement required as part of permitting, environmental review, funding, or other approval processes.
Engagement activities: Define the type and number of activities expected, such as interviews, focus groups, surveys, workshops, public meetings, open houses, or agency/partner meetings.
Inclusive engagement: Use appropriate strategies to reduce barriers to participation and reach relevant communities and stakeholder groups.
Public/project education: Provide information about the project, planning process, alternatives, constraints, and decisions as needed to support meaningful participation.
Documentation and analysis: Collect, summarize, and analyze stakeholder input and other information gathered through the engagement process.
Integration into planning and design: Incorporate relevant stakeholder input into the planning and design process and document how that input informed recommendations, decisions, or outcomes.
Communication back to stakeholders: When appropriate, communicate how stakeholder input was considered and how it influenced the project.
Owner-Provided Information
The owner should provide the following, if available and applicable:
Known stakeholders and existing contact lists.
Previous stakeholder or public engagement and available findings/data.
Agency or land manager public involvement requirements.
Known permitting, environmental review, funding, or approval-related engagement requirements.
Project partners and their roles in engagement.
Owner communications, branding, accessibility, language, or notification requirements.
Available meeting facilities, communications platforms, or other owner-provided resources.
Deliverables
Depending on scope, deliverables may include:
Stakeholder engagement/outreach plan.
Stakeholder/contact list or stakeholder analysis.
Meeting, workshop, survey, or other engagement materials.
Documentation of engagement activities and participation.
Summary and analysis of stakeholder input.
Documentation required to satisfy applicable public involvement, consultation, or approval processes.
Documentation of how stakeholder input informed planning, design, recommendations, or decisions.
Final engagement summary/report, if required.
Pricing & Payment Considerations
The solicitation should clearly define the anticipated level of effort and pricing considerations, including:
Number and type of engagement activities.
In-person vs. virtual engagement.
Expected number/geographic distribution of stakeholders.
Surveys or other data collection.
Meeting facilitation and documentation.
Mobilization and travel requirements, including whether travel time and expenses should be included in the proposed price or reimbursed separately.
Translation/interpretation or accessibility services, if required.
Public notices, venues, printing, mailing, or other direct costs.
Whether additional engagement may be required in response to permitting or review processes and how that additional work will be authorized/compensated.
Common Mistakes
Not defining the number, type, or expected level of engagement activities.
Using broad language such as “conduct public outreach” without defining responsibilities or deliverables.
Not distinguishing between project-driven engagement and engagement required by a permitting, environmental review, or approval process.
Not defining whether the owner or contractor is responsible for stakeholder lists, notifications, meeting logistics, venues, communications, translation/interpretation, and other direct costs.
Not defining who has decision-making authority or how stakeholder input will be used.
Treating stakeholder engagement as project approval or assuming engagement will result in consensus.
Not accounting for additional engagement that may be required as the project or regulatory review progresses.