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(3 Stantec Scope of Services TASK 1- WRITTEN COMMUNICATIONS PLAN A written communications plan is a key component of successful engagement and is the framework from which the project team will operate. The plan has multiple facets, each of which is arrived at through a collaborative effort between the County's project team and Stantec. Due to the shorter engagement period associated with the project, this effort will result in a summary style plan, consisting of 4-5 pages as outlined below: • Stakeholder Mapping (to be provided by the County) • Key Messaging (4-5 key messages that address the 'what, 'why' and 'when' of the rate study) • Outreach strategy, including identifying the tools to be used and the timing of each to maximize reach within budget and time allowed. • Outreach schedule, which will build off the schedule for considering identified rate increases, ensuring that stakeholder touchpoints are in alignment with the key milestone dates. The development of the communications plan in iterative in nature and will require 2 virtual meetings, to develop and review drafts of the items outlined above. TASK 2 - CORE OUTREACH TEAM COORDINATION To best serve the project, a core outreach team should be developed that includes key members of the County staff as well as the Stantec rate study and public engagement specialists. Others may be added or participate periodically, but the core group of 6-8 individuals will typically engage on a one-hour scheduled call every other week for the duration of the effort until rate adjustments are formally considered to coordinate action items, discuss issues/feedback, and evaluate/review progress on the various engagement tools. The estimated hours and fees included herein assume a twice a month calls for a period of 4 months. TASK 3 — WEBSITE DEVELOPMENT The development of a focused website is key to establishing a communication portal with stakeholders for information about the utility and the rate study. Efforts are made to drive as much communication as possible to and through the website for utility information, rate study updates, schedule, and to function as a repository for questions and comments. These questions and comments will be sent to a web -based e-mail address and then forwarded automatically to an e-mail address of the County's choosing for cataloguing and responses. It is recommended that the website utilize a vanity URL that can outlast the project so the site can used if desired as a future reporting tool on the success of the program and proactive communications about Indian River County Utilities Department and future rate reviews/updates. The site will be designed using a service such as Squarespace or GoDaddy and will be hosted on a third -party server. Once created, the URL and the website will belong to the County. Upon initial development, once a month updates to the website are included in the estimated fee for a period of up to 4 months. However, domain name costs and web services costs (estimated at $1,500 / year) will be the responsibility of the County. 777 S Harbour Island Boulevard, Suite 600 • Tampa, Florida 33602-5729 . Phone (904) 631-5109 Purge 2 ® Stantec