Stakeholder Engagement
Scope Tip
Clearly define who should be engaged, the purpose of the engagement, and who is responsible for each part of the process. Distinguish responsibilities for outreach and recruitment, presentations or meetings, facilitation, data collection and analysis, and follow-up. Define the anticipated number and type of engagement activities and how additional engagement will be handled if stakeholders want or need to remain involved beyond what was originally scoped.
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 Considerations
Depending on the project, the scope should consider and clearly define:
Purpose of the engagement and the project decisions it is intended to inform.
Stakeholders, communities, agencies, landowners, user groups, or other audiences to be engaged.
Required engagement methods, such as interviews, meetings, workshops, surveys, open houses, or other approaches.
Number, format, location, and anticipated scale of engagement activities.
Whether engagement will occur at specific stages or milestones in the planning or design process.
Required coordination with the owner, project team, agencies, or other partners.
Accessibility, language, geographic, or other participation considerations.
How stakeholder input will be documented, analyzed, summarized, and incorporated into the planning or design process.
Required engagement materials, presentations, summaries, or other deliverables.
Roles and responsibilities for outreach, scheduling, facilitation, communications, and follow-up.
Owner-Provided Information
The owner should provide the following, if available and applicable:
Existing stakeholder, partner, agency, landowner, community, or user-group lists and contact information.
Previous stakeholder or public engagement records, findings, comments, surveys, or summaries.
Existing plans, studies, project materials, or other background information relevant to the engagement.
Known stakeholder interests, concerns, agreements, commitments, or ongoing coordination.
Applicable agency or organizational requirements for public or stakeholder engagement.
Available communication channels, meeting facilities, translation or accessibility resources, or other owner resources that may support engagement.
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 Scope & Contracting Issues
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.