Based on the Stakeholder Index, the Work Team shall create a formal Stakeholder Communication Plan, (the "Stakeholder Communication Plan"), to be included in the Third File submission. The Stakeholder Communication Plan shall detail specifically, all known Stakeholders that will be impacted by the project, their interests or concerns, and the anticipated process or approach the Work Team will use to engage with them.
Stakeholder communication may include passive information being provided on project related websites, general public announcements, press releases to news organizations, or other means of providing information for the public to access.
Stakeholder communication may also be active engagement and may include plans for consultation and/or stakeholder input into the project, such as project meetings where the Work Team presents the proposed project and gathers feedback; periodic coordination meetings with other impacted Ministries or Entities to align public support or oversite; public meetings to solicit ideas for enhancing the project or reducing impacts on affected communities; surveys to asses public opinion, identify concerns, and help identify potential mitigation plans; and/or developing written arrangements with third parties to further the success of the project. For large projects, messaging through television, radio, print, or social media may be considered. In consultation with NCP, use of professional public relations or communication consultants may be made part of the Stakeholder Engagement Plan.
The Stakeholder Communication Plan will identify the anticipated means of communicating and/or engaging with the Stakeholder and whether it would be passive, active, or through multiple means. It will also identify whether the communication will be internal, external, and/or controlled by the procurement process (bidder conferences, for example), and list the anticipated time frames for such communication (for example, single occurrences, intermittent exchanges as needed, on demand, and/or continuous through life of the project).
The Stakeholders Communication Plan, in consultation with NCP, may include use of professional public relations or communication advisors.
Upon Third File approval, the Work Team shall implement the Stakeholder Communication Plan and engage with Stakeholders as needed over the course of the project. After contract award, the Work Team and/or parties to the contract shall undertake the Stakeholder Communication Plan in accordance with their contractual obligations. The Work Team (and/or parties to the contract after contract award) shall make a record of all communications and communication activities and log any feedback gathered from such communications, in particular, any feedback that may be beneficial to the project and the Entity should consider incorporating into the delivery or operation of the project.