PUBLIC INFORMATION SERVICES
PART 1 GENERAL
1.1SECTION INCLUDES
A.Responsibilities of Contractor Public Information Coordinator (PIC) for the
length of a project.
1.2RELATED SECTIONS
A.Section 00555: Prosecution and Progress
B.Section 01554: Traffic Control
1.3REFERENCES Not Used
1.4DEFINITIONS Not Used
1.5SUBMITTALS Not Used
1.6PERFORMANCE REQUIREMENT
A.Designate the PIC at the project pre-construction conference.
1.Responsible for project public information services.
a.PIC duties take precedence over other assigned duties.
b.PIC must not be the project superintendent.
1.7PIC RESPONSIBILITIES
A.Establish a local public information office. Office may be located within
the Contractor’s regular office provided that the telephone number is a local call or toll-free number for project stakeholders.
1.Maintain established working hours and days.
2.Provide a telephone or cell phone with voice mail capability
dedicated to project public information services.
B.Maintain daily communication with the Engineer.
Public Information Services
C.Maintain and document weekly communications with Region Public
Involvement Manager, affected residents, businesses, organizations, and public agencies such as local emergency services, public works, transit authorities, city offices, and other stakeholders.
D.Maintain telephone availability.
1.Maximum 12 hour response time during project working hours.
2.On-call status required during non-working hours.
E.Develop a database of stakeholders and stakeholder contact information
including name, address, phone number, e-mail address, and fax number.
F.Establish method of producing and distributing printed fliers and e-mail
information.
G.Organize, participate in, and document public and private meetings
involving project when requested by the Engineer.
H.Refer to Section 00555.
1.8PAYMENT PROCEDURES
A.Department makes:
1.Partial payments for the pay item Public Information Services as
the work progresses when the Contractor provides public information services according to this specification.
2.Payments based on a percentage of project completion.
B.The Engineer and the Region Public Involvement Manager monitor and
evaluate the Public Information Coordinator and all public information services. Failure to provide public information services according to this specification results in a weekly deduction of between $1,000 and $10,000.
PART 2 PRODUCTS
2.1OFFICE SPACE AND EQUIPMENT – GENERAL
A.Office Space
B.Telephone Services
C.Labor and material required to perform the duties and responsibilities of
this section.
Public Information Services
PART 3 EXECUTION
3.1ESTABLISH LOCAL PUBLIC INFORMATION SERVICES
A.Provide office address and local or toll-free telephone number.
1.Establish and publish office hours, working days, telephone
number, and e-mail address.
a.Answer all e-mail within 12 hours of receipt during business
hours.
B.Provide voice mail service.
1.Update message with project information a minimum of once each
week concerning the activities on the project.
2.Provide public information office hours.
3.Opportunity for caller to leave a recorded message.
4.Check voice mail a minimum of twice daily.
5.Document and respond to messages within 12 hours of receipt.
C.Maintain a logbook.
1.Communication information.
a.Date, time
b.Contact information
1) Name, phone number, address, and e-mail address
c.Description of inquiry or request
d.Response
e.Subsequent responses or actions taken during construction
2.Follow up all inquires with a phone call, in writing, or with a meeting
as required.
3.Document discussions, resolutions, and actions.
a.Provide weekly copies of logbook documentation to the
Engineer and Region Public Involvement Manager.
D.Develop and maintain database of stakeholders and stakeholder contact
information including name, address, phone number, e-mail address, and fax number.
1.Make database available for review by the Engineer and Region
Public Involvement Manager at all times during the project
2.Deliver to the Region Communications Manager upon completion
of the project.
E.Respond to questions concerning project activities and schedules.
Public Information Services
F.Organize, participate, and document meetings held with affected
individuals and organizations.
1.Provides meeting minutes to Engineer and Region Public
Involvement Manager in a weekly report.
G.Maintain and document weekly communication and project updates with
the following:
1.Department, Region, and Public Involvement Manager
2.Affected local public agencies
a.Emergency Service Agencies
1) Fire Departments 2) Police Departments and Highway Patrol 3) Ambulance Services
b.Local city offices
c.Public works departments
d.Local transit authorities
e.Local school districts
f.Local U.S. Post Office
3.Affected businesses
4.Affected trucking and carrier associations
5.Local organizations interested in the project
6.Private citizens when requested
7.Engineer and Region Public Involvement Manager, providing
copies of logbook documentation
8.Other stakeholders as required
H.Prepare and distribute information to all stakeholders within one block of
the construction zone in flier format or through documented personal contact one week before beginning construction and subsequently each week until the end of the project.
1.Provide copies of all fliers, e-mail, or other materials containing
project information to the Engineer and the Region Communications Manager for review before distribution.
2.Include the following information in the flier:
a.Project name
b.Description of work to be done including completion dates
c.Work locations
d.Lane restrictions and directions
e.Traffic management plans or detours
f.Work times and days of the week
g.Impacts to access
h.Schedule for coming week
i.Name of the Contractor’s Public Information Coordinator,
telephone number, and office hours of the Public Information Office.
Public Information Services
3.Communicate construction changes to established weekly schedule
to all affected stakeholders. Provide draft copy of changes to Engineer before distribution.
I.Provide telephone number to sign manufacturer or Traffic Control
Maintainer for placement on Construction Zone Information Sign. Refer to TC Series Standard Drawings and Section 01554.
J.Provide telephone number to sign manufacturer or Traffic Control
Maintainer for placement on a “Project Notification Sign” according to TC Series Standard Drawings with legend (text) determined in coordination with Region Public Involvement Manager.
K.Provide updates to the Engineer and Region Public Involvement Manager
on project activities that affect traffic and access.
L.Forward all media inquires, written and verbal, regarding the project or
project activities to the Region Public Involvement Manager or the Department Communications Office.
END OF SECTION
Public Information Services
Utah revises spec sections through supplementals and new editions. We check this one every week and email you the day it changes. Free, no account.
Source: Utah Standard Specifications for Road and Bridge Construction, 2026 Edition. Pages 172–176 of 1,331.
View official source ↗