2022 01 18 City Council

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3.2.1 Public Information Open House 
The Consultant will assist the Client’s project manager in conducting one (1) public design meeting to 
address the overall project improvements, schedule, and prioritization of projects. The Consultant will staff 
the public design meeting with an appropriate number of personnel with technical knowledge of the project 
to assist the Client in answering questions about the project.  This meeting is anticipated to be informational 
in nature. 
 
The Consultant will prepare the necessary materials for use public de sign meeting including exhibits for the 
meeting, appropriate to the format (to be determined), and generally providing the following information:  
• Review Project Background (goals, purpose and need, etc.) 
• Design Concepts 
• Guidelines for Prioritizing and Phasing Projects 
• Next Steps 
 
The Consultant will work with the Client’s Communications Team to develop the advertisement for the 
public design meeting.  The advertisement will be in accordance with the Public Involvement Procedures 
(Appendix D of the Stage 1 Planning/Environmental Manual of Standard Practice).  The Consultant will 
collect, and compile comments received from the public design meeting and retain them as part of the 
project records.   
3.2.2 Stakeholder Coordination 
The Consultant will facilitate, coordinate logistics and, in coordination with the Client, conduct up to two (2) 
small group meetings to address concerns of major stakeholders.  These meetings can be in -person or 
virtual and the Consultant will provide meeting agenda and notes for each meeting.  
3.2.3 Agency Coordination 
If necessary, the Consultant may be required to participate in up to two (2) meetings with local, state, and 
federal governing authorities. The Consultant’s participation may include, but not be limited to, 
presentations during the meeting, note taking, and summarizing the meeting in a memo to the file.  
 
3.3  Surveying 
Assumptions: We will begin Concept Scoping efforts from Task B.1 with readily available data sources, such as 
GIS parcel records and public right-of-way information. As needed, we will perform a more extensive right-of-
way field survey to determine boundaries so that work in Concept Scoping can be completed without a need 
for additional acquisition.  
Site survey, inclusive of marked subsurface utilities, will be performed in this task. This will include a full 
survey of intersections and streets, the area between the edge of traveled way to the apparent Right -of-Way 
line in each direction of travel, and visible hardscape features (driveways, drainage catch basins, above  ground 
utilities, etc.) within the established project area.  Additional survey due to right-of-way acquisition may also 
be performed under this task. 
3.4 Preliminary Plans and Permits 
Following the review and approval of the recommended design improvements, priorities, and phasing, the 
Consultant will begin the preliminary plans phase of the project in accordance with TDOT’s design process.  
This phase includes the development of the preliminary design plans as well as coordination regarding utilities, 
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