Piedmont Authority for Regional Transportation (PART) Business 40 Media Agency and Placement Services

Transcription

1 Request for Proposal No. 150-B40MAP-0718 Piedmont Authority for Regional Transportation (PART) Business 40 Media Agency and Placement Services Piedmont Authority for Regional Transportation (PART) 107 Arrow Road Greensboro, NC Request for Proposal submissions must be in writing and directed to: Supriya Raghav Regulatory Affairs Specialist PART 107 Arrow Road Greensboro, NC Phone: (336) Deadline for Submission August 17, 2018 Page 1 of 12

2 Overview The Piedmont Authority for Regional Transportation (PART) is looking for a full-service agency to provide turn-key marketing and advertising services to create general education and public awareness of PART s Business 40 Mitigation Project programs and services. This program will be funded with Federal and State funds, and all necessary certifications and assurances are applicable. Responses to this Request for Proposal will be received until 5:00 pm (EST) August 17, Please mail One (1) signed, original executed proposal responses, three [3] photocopy to Supriya Raghav, Regulatory Affairs Specialist to 107 Arrow Road, Greensboro NC and a copy to supriyar@partnc.org. PART will not reimburse responding entities for any expenses incurred in preparing or submitting proposals in response to this request. Background Beginning late 2018, NCDOT will begin reconstruction of Business 40 in Winston-Salem. The reconstruction efforts will include the complete closure of a 1.2-mile section for two years. For North Carolina, the complete closure of an interstate grade roadway for a two-year period is unprecedented. The project is anticipated to cause increased traffic and travel delays along numerous streets and highways within Forsyth County. Impact will be felt by commuters and visitors traveling to downtown Winston-Salem. In an effort to respond to these anticipated challenges, PART in coordination with key stakeholders developed a mitigation plan including a variety of Transportation Demand Management (TDM) strategies to reduce and/or redistribute travel demand. These programs and strategies including the promotion of PART Express bus service and Employer Discount Program, the PART vanpool program, NCDOT s Share the Ride NC Ride matching website, PART s Regional Call Center, and other alternative mode services. The purpose of this project is to increase public awareness of the mobility options that are available during this Business 40 road closure, increase ridership with new customer outreach, expand vanpool and carpool participation, increase business and public participation awareness of the mobility options available. Scope of Work The awarded agency will be tasked with developing and executing a strategy for the promotion of PART s programs and services during the two-year roadway closure. As this is a regional campaign, the awarded agency will be required to coordinate all brand development, marketing and advertising efforts with PART s Executive Director, and designated PART staff involved with the Business 40 mitigation efforts. Deadline for Submission August 17, 2018 Page 2 of 12

3 Identified services are listed below; and can be expanded upon your professional opinion: Project Management Plan Development Brand Development and Messaging Graphic Design and Artwork Ad Content Development and Messaging/Copywriting Market Research Videography and Photography Social Media Content Development and Digital Marketing Media Planning and Buying (Including but not limited to: TV, Radio, Traditional, Billboards, Print, Newspapers, Magazines) Other Non-traditional Avenues (Including but not limited to: Kiosks, Digital Displays, Bus Ads) Development of Educational Materials Printing (Including but not limited to: Brochures, Flyers, Posters, Rack Cards, Post Cards, A- Frames, Signage, Ground Decals) Website Content Development Direct Mail Performance Reports and Analytics: Submit quarterly reports that include meeting milestones and measurements that are set forth in the desired goals and outcomes. Campaign Preparation and Scheduling Timelines NO PROMOTIONAL ITEMS, EVENT SPONSORSHIPS, or FOOD Timeline The RFP schedule is summarized below: Issuance of RFP: July 18, 2018 Deadline for Questions: August 1, 2018 Responses to Questions Posted: August 6, 2018 Firm Submittals Due: August 17, 2018 Firm Presentations (if necessary): August 27, 2018 Firm Notification of Award: Sep 14, 2018 Any questions related to the RFP can be ed to Brooke Kochanski at by Aug. 1, Submittal Requirements Responsive proposals should provide straightforward, concise information that satisfies the evaluation criteria noted below. The following information should be included in the proposal: Deadline for Submission August 17, 2018 Page 3 of 12

4 1. Table of Contents The table of contents should outline in sequential order the major areas of the submittal, including enclosures. All pages must be consecutively numbered and correspond to the Table of Contents. 2. Proposal Cover Letter / Planned Approach Provide a Letter of Interest indicating the specific project for which the firm is applying. Provide a detailed narrative which addresses the scope of services, the proposed brand development, outreach strategy and any other information called for by the RFP including the submittal of prior portfolio examples of similar scope and nature. 3. Firm Details Point of contact (name, title, phone number, mailing address, and address) and number of employees 4. Qualifications of the Firm A description of your organization, including a brief history, and an organizational chart. If your organization is part of a larger entity, show its relationship to the parent organization and other components. Also include list of any designated sub-contracting firm (If the firm retains any sub-contractor to perform work on this project sub-contractor (s) are required to adhere to contract as signed by agency). Indicate the firm s number of years of experience in providing services and length of time in this market. Licenses and any other pertinent information shall be submitted. A brief summary of other projects including 3 references (Government/Transit/Local References preferred), with similar scope of services that have been successfully completed for public agencies in North Carolina. A listing of personnel who would be assigned to work on this project, and their resumes. Evidence of your organization s financial stability. This may be satisfied by showing your organization s audited financial statements for the past three years including tax ID. A listing of the different types of media television, radio, print, out of home, internet, mobile, other (specify) -- that your organization has ability to purchase. If DBE/MBE/WBE/HUB participation is identified then firm must be listed on NCDOT directory of certified firms. The current list of active DBE/MBE/WBE/HUB firms is available on: 5. Cost Structure and Media Plan Please provide Agency Rate Sheet Deadline for Submission August 17, 2018 Page 4 of 12

5 Please include an example media plan and budget from a past client (government agency preferred) to cover a six-month period with a break out costs required to complete the assignments. This should include details for any administrative and/or overhead costs associated with media purchases. 6. Completed and Signed Federal and other Contract Clause Documents (Exhibit A) This project is funded with federal, state, and local government funds. The required federal/state contract clauses must be signed and returned for any project to be considered a responsive and responsible submittal. Failure to submit the enclosed federal compliance documents is immediate dismissal of the project proposal to be considered. Evaluation Criteria All proposals received will first be reviewed for completeness and inclusion of the information specified in this RFP document. The absence of any required information may result in the submitted proposal as being non-responsive and non-responsible for further analysis. All proposals containing complete information will be evaluated based on the following criteria by an Evaluation Committee which will evaluate each proposal that is properly submitted: Experience/Qualifications of Project Team Understanding of Scope of Work/Project Management Plan Cost Allocation for proposed work Quality, Innovation, and Clarity of Submittal DBE/MBE/WBE/HUB participation 30 Points 30 Points 15 Points 15 Points 10 Points Budget The entire project budget will be $250,000 for 2 years with an option to extend for up to 1 additional year. Extensions will be based on the status of the project. Payment Payments to the Successful Proposer shall be made in arrears, and based on work performed to the satisfaction of PART. The Successful Proposer shall submit fully documented monthly invoices within thirty (30) calendar days after the services have been rendered. These invoices shall be submitted to PART, Attn: Scott W. Rhine, PART Executive Director, 107 Arrow Road, Greensboro, NC All invoices shall reference the appropriate Contract number, the dates the service was provided, and the type of service (s) provided to PART in the prior month. Deadline for Submission August 17, 2018 Page 5 of 12

6 Proposal Submission The deadline for RFP responses is August 17, 2018 at 5:00 PM EST. One (1) signed and duly executed original, three (3) copies of proposal responses with the subject line Request for Proposals # 150- B40MAP-0530 should be submitted in a sealed box or opaque envelope and mailed to: Attention: Supriya Raghav Regulatory Affairs Specialist PART 107 Arrow Road Greensboro, NC Phone: (336) A copy of proposal should also be ed to supriyar@partnc.org. Submittals that are not received on or before the specified deadline will not be accepted (no exceptions). PART reserves the right to request follow-up information or clarification from vendors in consideration. Vendor is responsible to ensure delivery by the date and time included. PART reserves the right to reject any or all submittals, to compare the relative merits of the respective responses, and to choose a vendor, which will best serve the interests of the company. PART is an Equal Opportunity/Affirmative Action Employer that does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services. Incomplete proposals will not be considered. Special Conditions General The Successful proposer shall comply with all applicable laws, PART Licenses, and code provisions. The Agreement shall include certain clauses which will safeguard the interests of the PART including, without limitations, cancellation for convenience, hold harmless/indemnity, no damages for delay and no adverse interest to PART s clauses. The Agreement shall address, but not be limited to, the following terms and conditions: Amendments to the Agreement The PART Executive Director or his authorized designee shall have sole authority to amend the Agreement on behalf of the PART. Termination for Cause Either Party may cause cancel this Agreement by notifying the other Party in writing thirty (30) days prior to the proposed termination date, specifying the other Party s failure to perform under this agreement. If the failure to perform is curable, the defaulting party shall be given an opportunity to cure the default Deadline for Submission August 17, 2018 Page 6 of 12

7 within a reasonable period, by notifying the non-defaulting party within ten (10) business days of receiving notice of cancellation. As necessary, the cure period shall be extended; provided that, the defaulting party has initiated the process and is utilizing commercially reasonable efforts to cure the default. Termination for Convenience Either Party may terminate this agreement upon 30 days written notice to the other party for any reason. Assignment of Agreement The Successful Proposer shall not assign any portions of the Agreement, or any part of his/her operations, without written permission granted by the PART through the Executive Director, in PART s sole discretion. Compliance with Orders, Laws and Cancellation The Successful Proposer shall comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to this RFP. Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds for termination of the Agreement. Conflict of Interest If any individual member of the Successful Proposer, or an employee of a Proposer, or an immediate family member of the same is also a member of any board, commission, or agency affiliated with PART, that individual is subject to PART s conflict of interest policy. Successful Proposer Contact Successful Proposer shall include the name, office address and mobile number of the firm s intended Contact. In the event an Agreement is signed with Proposer, the Contact shall be available at one of these contact numbers on a daily basis for purposes of addressing complaints and receiving information as to Agreement performance. Indemnification The Successful Proposer(s) shall agree to indemnify, defend and hold harmless PART and its officials, employees and agents (collectively referred to as Indemnitees ) and each of them from and against all losses, costs, penalties, fines, damages, claims, expenses (including attorney s fees), liabilities (collectively referred to as Liabilities ) by reason of any injury to or death of any person or damage to or destruction or loss of any property arising out of, resulting from, or in connection with the performance or non-performance of the services contemplated by the Agreement which is or is alleged to be (1) directly or indirectly caused, in whole or in part, by any act, omission, default or negligence (whether active or passive) of the Indemnities, or any of them or (2) the failure of the Successful Proposer to comply with any of the requirements specified within the Agreement, or the failure of the Successful Proposer to conform to statutes, ordinances, or other regulations or requirements of any governmental authority, federal or state, in connection with the performance under the Agreement. Successful Proposer expressly agrees to indemnify and hold harmless the Indemnitees, or any of them, from and against all liabilities which may be asserted by an employee or former employee of Successful Proposer, or any of its subcontractors, if applicable and as provided above, for which the Successful Proposer s Deadline for Submission August 17, 2018 Page 7 of 12

8 liability to such employee or former employee would otherwise be limited to payments under state Workers Compensation or similar laws. The Indemnifications will be interpreted to comply with North Carolina Statutes. Insurance Within ten (10) business days after notification of award, the Successful Proposer shall furnish Certificate of General Liability Insurance and Workers Compensation Insurance to PART. Execution of an Agreement is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame, but not in the manner prescribed in this RFP, the Successful Proposer shall be verbally notified of such deficiency and shall have an additional five (5) business days to submit a corrected certificate to PART. If the Successful Proposer fails to submit the required insurance documents in the manner prescribed in this RFP, within fifteen (15) business days after the Successful Proposer has been awarded project, the Proposer may be in default of the Agreement s terms and conditions. Under such circumstances, the Successful Proposer may be prohibited from submitting future responses to PART. Information regarding any insurance requirements shall be directed to the Agreement s Administrator, Supriya Raghav at ext Additionally, Successful Proposer may be liable to PART for the cost of re-procuring the services, caused by Successful Proposer s failure to submit the required documents. Hold harmless The Successful Proposer shall hold harmless and indemnify PART for any errors in the provision of services and for any fines which may result from the fault of the Successful Proposer. Audit Rights and Records Retention The Successful Proposer agrees to provide access to PART, or to any of its duly authorized representatives, to any books, documents, papers, and records of the Successful Proposer which are directly pertinent to this Agreement, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Proposer shall maintain and retain any and all books, documents, papers and records pertinent to the Agreement for three (3) years after PART makes final payment under the Agreement and all other pending matters are closed. Successful Proposer s failure to adhere to, or refusal to comply with, this condition shall result in the immediate cancellation of the Agreement by PART. Proposer s Warranty Proposer warrants that no one was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services specified herein. Exclusionary or Discriminatory Specifications The Recipient agrees that it will not use any federal assistance under 49 U.S.C. chapter 53 for any procurement based on exclusionary or discriminatory specifications, as provided by 49 U.S.C. 5325(h), unless authorized by other applicable federal laws, regulations, or requirements. Geographic Restrictions Deadline for Submission August 17, 2018 Page 8 of 12

9 The Recipient agrees that it will not use any state or local geographic preference, except as permitted by federal law, regulation or guidance. Proposal Protest Procedures This section describes the policies and procedures governing the receipt and resolution of vendor protests in connection with this Request for Proposal (RFP). The procedure shall be as follows: a. Pre-Proposal Protests All protests concerning solicitation specifications, criteria and/or procedures shall be submitted in writing (defined as being sent or received via letter or facsimile on official firm/agency letterhead or by electronic mail) to the PART Executive Director as specified below not later than 10 business days prior to the deadline for submission of bids/proposals. The PART Executive Director may, within his or her discretion, postpone the deadline for submission of bids/proposals, but in any case, shall provide a written response to all protests not later than five (5) business days prior to the deadline for submission of bids/proposals. If the deadline for submission of bids/proposals is postponed by the PART Executive Director as the result of a protest the postponement will be announced through an addendum to the solicitation. The decision by the PART Executive Director shall be the final agency decision on the matter but shall be subject to judicial review as set forth by FTA below. b. Pre-Award Protests With respect to protests made after the deadline for submission of bids/proposals but before contract award by PART, protests shall be limited to those protests alleging a violation of Federal or State law, a challenge to the bids/proposals evaluation and award process, PART s failure to have or follow its protest procedures or its failure to review a complaint or protest. Such protests shall be submitted in writing (defined as being sent or received via letter or facsimile on official firm/agency letterhead or by electronic mail) to the PART Executive Director as specified below not later than five (5) business days after the Recommendation for Contract Award announcement by PART. The PART Executive Director may, within his or her discretion, postpone the award of the contract, but in any case, shall provide a written response to all protests not later than three (3) business days prior to the date that PART shall announce the contract award. The decision by the PART Executive Director shall be the final agency decision on the matter but shall be subject to judicial review as set forth or review by FTA as specified below. c. Requirements for Protests All protests must be submitted to PART in writing (defined as being sent or received via letter or facsimile on official firm/agency letterhead or by electronic mail), with sufficient documentation, evidence and legal authority to demonstrate that the Protestor is entitled to the relief requested. The protest must be certified as being true and correct to the best knowledge and Deadline for Submission August 17, 2018 Page 9 of 12

10 information of the Protestor, be signed by the Protestor, and be notarized. The protest must also include a mailing address to which a response should be sent. Protests received after the deadlines for receipt of protests specified above are subject to denial without any requirement for review or action by PART. All protests must be directed in writing (defined as being sent or received via letter or facsimile 0on official firm/agency letterhead or by electronic mail) to: PART Executive Director Piedmont Authority for Regional Transportation 107 Arrow Road, Greensboro, NC scottr@partnc.org Fax: d. Protest Response - The PART Executive Director shall issue written responses to all protests received by the required protest response dates. All protest responses shall be transmitted by first-class U.S. Postal Service to the address indicated in the protest letter. For convenience, PART will also send a copy of the response to a protest to the Protester by facsimile and/or electronic mail if a facsimile number and/or electronic mail address are indicated in the protest letter. The protest response transmitted by U.S. Postal Service shall be the official PART response to the protest and PART will not be responsible for the failure of the Protester to receive the protest response by either facsimile or electronic mail. e. Review of Protests by FTA All protests involving contracts financed with federal assistance shall be disclosed to the FTA in accordance with FTA Circular F. Protesters shall exhaust all administrative remedies with PART prior to pursuing protests with FTA. FTA limits its reviews of protests to: a grantee s failure to have or follow its protest procedures; a grantee s failure to review a complaint or protest when presented an opportunity to do so; or violations of Federal law or regulation. Appeals to FTA must be received by the cognizant FTA regional or headquarters office within five (5) working days of the date the Protester has received actual or constructive notice of PART s final decision or within five (5) working days of the date the Protester has identified other grounds for appeal to FTA. Deadline for Submission August 17, 2018 Page 10 of 12

11 EXHIBIT A The requirements of the Federal and State Certifications and Assurances are non-negotiable. All forms must be signed and returned in order for a contractual agreement to be executed. The Piedmont Authority for Regional Transportation, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted Programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders/proposers that it will affirmatively insure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to the invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. Federally Required and Other Model Contract Clauses Energy Conservation 2. Clean Water Requirements 3. Access to Records and Reports 4. Federal Changes 5. Clean Air 6. No Government Obligation to Third Parties 7. Program Fraud and False or Fraudulent Statements and Related Acts 8. Termination 9. Privacy Act 10. Breaches and Dispute Resolution 11. Fly America Signature Page for all of the above 12. Government-wide Debarment and Suspension (Signature Required) 13. Civil Rights Requirements (Signature Required) 14. Lobbying (Signature Required) 15. Disadvantaged Business Enterprises (DBE) (Signature Required) 16. Incorporation of FTA terms (Signature Required) 17. NC E-Verify (Signature Required) 18. Iran Divestment Act (Signature Required) Deadline for Submission August 17, 2018 Page 11 of 12

12 RFP Checklist Please ensure that the vendors responding to this RFP have included all of the required documents and completed all of the responses in the actual RFP. Questions concerning this RFP should be directed to: Below is a list of the required documents: Table of Contents Proposal Cover Letter / Planned Approach Firm Details Qualification of the Firm Cost Structure and Media Plan Exhibit A- Federally Required and Other Model Contract Clauses Deadline for Submission August 17, 2018 Page 12 of 12