HANOI URBAN RAILWAY CONSTRUCTION PROJECT LINE 2 PHASE I UNDERGROUND TUNNEL WORKS PRIME CONTRACT

EMPLOYER'S REQUIREMENTS

APPENDIX 20

PUBLICITY AND PUBLIC RELATIONS 1. GENERAL

The responsibilities of the Prime Contractor shall without limitation include: 1) 2) 3) 4) 5) 6) 7) 8) 9) Inform and explain to the public on the background, the need and the development of the Project; Promote the Project to the public and the parties concerned with a positive message; Raise the communitys awareness on the current situation and problems caused by overload of urban traffic and congestion; Educate the public on the importance and the appreciation of how the Project protects the community from the inconvenience and pollution due to traffic congestion; Highlight how the Project improves the environment and transport condition of the people and brings about the benefits to the people; Ensure adequate transparency of the Project to the public and key Stakeholders; Gain support and minimize objections from the community and the parties concerned; Establish a sense of partnership among the Government and stakeholder groups in the development of the Project; Solicit views, comments and suggestions and hence foster community consensus on the Project objectives;

10) Provide proper responses to comments, criticism and complaints during the construction stage; 11) Resolve issues and crises arising during the course of construction; 12) Communicate with the concerned parties and to show them the team is keen to prevent and/or mitigate any nuisance due to the construction of the Project at the earliest possible time; 13) Gain support and minimize objections from the community and the parties concerned; 14) Establish a sense of partnership among the Government and Stakeholder groups in the development of the Project; 15) Solicit views, comments and suggestions and hence foster community consensus on the Project objectives; 16) Gain support and minimize objections from the community and the parties concerned; 17) Establish a sense of partnership among the Government and stakeholder groups in the
MLC Draft Vol 3 ERs Requirements Page ERApp20.- 1 29th September 2011

HANOI URBAN RAILWAY CONSTRUCTION PROJECT LINE 2 PHASE I UNDERGROUND TUNNEL WORKS PRIME CONTRACT development of the Project; 18) Solicit views, comments and suggestions and hence foster community consensus on the Project objectives; 19) Provide proper responses to comments, criticism and complaints during the construction stage; 20) Resolve issues and crises arising during the course of construction; 21) Communicate with the concerned parties and to show them the team is keen to prevent and/or mitigate any nuisance due to the construction of the Project at the earliest possible time; 22) Attend and answer queries for the purpose of public consultation including but not be limited to Hanoi People Committee (HPC), Employer, related competent agencies, NonGovernmental Organizations (NGOs) or individual members of the public, local authorities and people in the affected areas, during or outside normal office hours; 23) Prepare and supply all necessary drawings, photomontages, documents, consultation papers, presentations, display materials for public consultations; 24) Provide assistance and information to facilitate all Public Relations (PR) activities as instructed by the Project Quality Plan;

2.

PUBLIC CONSULTATION

The Prime Contractor shall carry out with the guidance of Engineer, but not be limited to, the following public consultation works: 1) Inform and consult the relevant Government departments concerning the Project, local residents, property management offices, shops, schools and sensitive receivers at least three months prior to the commencement of construction works; Attend all public consultations and at least another one representative of the rank of Site Agent or equivalent; Gain support, ease concerns and minimize objections from the public affected by the construction works during the public consultation; Address public concerns and feedbacks as far as possible to minimize disturbance to the public during construction at the Prime Contractors own expenses; Report and give presentation to the concerned Engineer, Hanoi People Committee (HPC), Employer, related competent agencies, NGOs and local authorities of the affected areas, etc., about the progress of the construction works and other information as requested.

2) 3) 4) 5)

The Prime Contractor shall ensure proper communications to the public by establishing an effective communication channel. The communications shall be open and transparent in the form of an interactive two-way system. Stakeholders and parties concerned shall be updated regularly on the progress of Works and development of the projects in particular during construction stage on matter relating to ground movement, vibration and special traffic arrangement, etc. by an easily accessible system. Queries, feedbacks and comments from the stake holders and parties concerned shall be considered and handled properly in an effective manner. An effective communication system of onMLC Draft Vol 3 ERs Requirements Page ERApp20.- 2 29th September 2011