SALEM AREA MASS TRANSIT DISTRICT REQUEST FOR PROPOSAL (RFP) FOR TRANSIT SYSTEM MARKETING AND BRANDING CONSULTING SERVICES RFP #

Transcription

1 SALEM AREA MASS TRANSIT DISTRICT REQUEST FOR PROPOSAL (RFP) FOR TRANSIT SYSTEM MARKETING AND BRANDING CONSULTING SERVICES RFP # Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Phone: FAX: URL: Release Date: July 1, 2014 Requests for changes/clarification: July 19, 2014 Closing: July 30, 2014 Time: 2:00 p.m. PST Opening: July 30, 2014 Time: 2:00 p.m. PST Project Completion: Not later than November 30, 2014 DESCRIPTION OF WORK: Salem Area Mass Transit District ( SAMTD or District ) is requesting proposals from qualified, responsible individuals or firms to provide a Marketing and Branding Plan ( MBP ). Responsible is defined in ORS 279B.005. The District intends to award one contract for MBP Consulting Services as described in this RFP. The MBP Services consultant shall be licensed by the State of Oregon to do the work required under this contract, will keep current and maintain all applicable registrations, licenses, insurance and professional affiliations necessary for the work. If a Proposer is not registered with the Oregon Secretary of State and the Oregon Department of Revenue at the time of proposal, it must be registered before contract award. All services to be furnished hereunder shall meet all applicable state and federal requirements. Inquiries must be made in writing and directed to Jeri F. McGinnis, Procurement and Contracts, via e- mail at jeri.mcginnis@cherriots.org.

2 INDEX: SECTION I.0 SECTION 2.0 SECTION 3.0 SECTION 4.0 SECTION 5.0 SECTION 6.0 BACKGROUND PROPOSAL REQUIREMENTS EVALUATION PROCEDURE AND CRITERIA SCOPE OF WORK RESERVED REQUIRED SUBMITTAL FORMS INFORMATIONAL ATTACHMENTS: ATTACHMENT I Exhibit A Exhibit B Exhibit C PERSONAL SERVICES SAMPLE AGREEMENT GENERAL TERMS AND CONDITIONS DETAILED SCOPE OF WORK REQUIRED SUBMITTAL FORMS: ATTACHMENT II PROPOSAL, BUDGET AND REFERENCE FORMS Page 2

3 1.0 BACKGROUND Salem Area Mass Transit District is a public transportation agency operating buses and public transportation services within the urban growth boundary of the Cities of Salem and Keizer, and portions of rural Marion, Yamhill and Polk Counties, Oregon. It is the District's goal to make a positive difference by enhancing community livability through innovative, sustainable regional transportation. This Marketing and Branding Plan ( MBP ) services solicitation is made under authority of ORS and all applicable laws, statutes, rules, regulations and policies. 2.0 PROPOSAL REQUIREMENTS: Proposals shall provide a detailed and clear description of the qualifications to satisfy the requirements of the RFP. Proposers are cautioned not to minimize the importance of an adequate response in any area. 2.1 PRE-PROPOSAL CONFERENCE A pre-proposal conference has not been scheduled. 2.2 REQUEST FOR CHANGES/CLARIFICATION Requests for changes and clarification must be submitted in writing to Jeri F. McGinnis, Procurement and Contracts, via at jeri.mcginnis@cherriots.org. Submission of requests for changes or clarifications shall be marked RFP Marketing and Branding Plan Services Proposal in the subject line of any correspondence or . Requests for clarifications received by the deadline will be answered in a written addendum. The District reserves the right to combine similar questions or not respond to any question. All addenda issued for this RFP will be posted on the State of Oregon Procurement Information (ORPIN) website: It is the proposer s responsibility to check the website to obtain copies of all issued addenda until the close of the RFP. It is highly recommended that Proposers check the website on a daily basis during the final week prior to the RFP closing date. Proposer is required to acknowledge receipt and acceptance of all addenda with its proposal. 2.3 CLOSING DATE, TIME AND PROCEDURES Proposal must be received at the District prior to closing date and time, at the address below, no later than the date and time required in this RFP. Proposal must be addressed as follows: RFP Marketing and Branding Plan Services Proposal Attn: Jeri F. McGinnis, Procurement & Contracts Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Salem, Oregon All proposals received by closing date and time will be opened and recorded. Proposals received after the designated closing date and time may not be considered. The District reserves the right to extend the closing by written addenda in the event that the District determines that additional time is needed to consider and respond to a protest or that additional time is needed by proposers to review and respond to the RFP and any Addenda. Proposals will not be accepted via , fax, or means other than described above. Page 3

4 District reserves the right, in its sole discretion, to cancel this procurement or to reject any or all Proposals if it is in the best interest of the District to do so. District reserves the right to waive informalities. 2.4 PROPOSAL FORMATTING INSTRUCTIONS Proposer shall submit a total of seven (7) complete sets of its proposal in a clearly marked, sealed envelope or package. This shall include one set marked as original, (5) complete copies, and one electronic set (flash drive or cd). Proposals shall be submitted on the forms provided in the attachments and delivered to the address identified in paragraph 2.3 above. Font should be a minimum of 11 point and margins should be a minimum of 1 on all sides. The proposal must be marked RFP Marketing and Branding Plan Services Proposal. Proposer may submit (2) full sets and (1) electronic set of the Sample Documents described in Section 2.6.2, if samples are voluminous. 2.5 PROPOSAL SUBMISSION Proposals and any required submittal forms in response to the RFP must be signed by an authorized representative of the firm. A primary contact person for solicitation purposes with phone number, address and fax number must be included. Proposals must be properly marked, and will be accepted only in the format specified in paragraph 2.4. The District will not be responsible for timely delivery. The District will not be responsible for accidental opening prior to closing of any proposals not properly marked. 2.6 PROPOSAL CONTENTS Proposals shall be organized, information submitted and questions answered in order of Attachment I Scope of Work and any additional information in response to interrogatories shall be substantially in the form provided References Proposer must provide at least three (3) references for similar services, from separate firms or clients that may be contacted to verify Proposer s specific experience. References shall be from projects completed by the Proposer within the last seven (7) years that are comparable in size and scope described in this RFP. Information shall be substantially in the form provided and must include dates, company name, contact information, and specific work performed. Contact information for each reference must include names, addresses, telephone numbers and addresses. Reference will be evaluated on the quality of work provided, accuracy and thoroughness of documentation, and relevance to the work needed by the District Sample Documents Proposal shall include a minimum of one (1) sample plan, and not more than three (3) samples developed by the proposer or in which the proposer was instrumental in the development. If instrumental, describe proposer s role in the project. If samples are voluminous (over 15 pages each), Proposer may, at its option, submit one printed and one electronic set with the original, and one printed set to be shared by the evaluators. Page 4

5 Cost Proposal Proposers must submit a complete and detailed cost proposal substantially in the form provided. The Proposal electronic copy (as described in 2.4 above) of the cost proposal shall be separate from other proposal files within the electronic media. Consultant agrees to perform all services reasonably necessary to provide to District a Marketing and Branding Plan ( MBP ) with recommendations that encompasses 1. market research, 2. needs assessments, 3. identification of gaps in current marketing services, 4. recommendations for brand refreshment, 5. style guide review, and 6. recommendations for measurable and achievable goals and milestones that are based on outcomes. Fees, commissions, travel, advertising, promotion, meetings, overhead, ancillary or other hidden costs not disclosed in the proposal, will not be considered during negotiations, at or after contract award. 2.7 REVIEW OF SOLICITATION DOCUMENTS Solicitation documents may be reviewed at the District main office located at 555 Court Street NE, Suite 5230, Salem, Oregon or reviewed and retrieved at the State s Procurement website: All inquiries shall be directed to Jeri McGinnis, Procurement and Contracts via at jeri.mcginnis@cherrots.org. Proposers shall promptly notify the District Procurement Office of any ambiguity, inconsistency, or error, which they discover upon examination of the solicitation and contract documents. 2.8 DATE, TIME AND PLACE OF OPENING Proposals will be opened on the date and at the time set for opening, or as promptly as reasonable after the RFP closing. The place of opening is: Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Salem, Oregon District reserves the right to modify the place of opening by written notice to Proposers. 2.9 ADDENDA District reserves the right to change this procurement by written addenda. Addenda will be posted for review online at Addenda will be provided within a reasonable time, not less than 72 hours (except for countervailing public interest) prior to closing to allow Proposers to consider the addenda. Addenda making a modification of the evaluation criteria shall be issued no fewer than 2 days prior to closing. Proposers may submit a written request for change or a protest by the close of business the next day after issuance of an addendum or until close of the protest period, whichever is later. Page 5

6 3.0 EVALUATION PROCEDURE AND CRITERIA 3.1 The District will receive proposals and verify the proposal is responsible and responsive (pass/fail). At closing and RFP opening, the District will not evaluate the content of any proposal. Those proposals determined to be responsive and from responsible proposers will be considered for Evaluation Committee review and award. The responsibility of proposers shall be in accordance with ORS 279B An Evaluation Committee will be appointed to score and rank proposals. The committee will evaluate and score proposals based on the proposal most advantageous to the District after consideration of all non-cost and cost factors. The relative importance of each factor is ranked in Section 3.9 below. 3.3 The committee may request to interview proposers in the competitive range. Interviews may change preliminary scores. 3.4 The committee reserves the right to obtain or prepare a financial analysis of the apparent successful proposal before determining to proceed with a recommendation for award. 3.5 The District reserves the right to make changes to the RFP during discussions and negotiations. Any changes to the RFP shall be distributed to all Proposers remaining as competitive range at the time the change is made. 3.6 The District reserves the right to investigate the qualifications of any Proposers under consideration and to confirm any part of the information furnished by a Proposer, or to require other evidence of managerial, financial or technical capabilities, which are considered necessary for the successful performance of the work. Responses to this RFQ should be concise but complete enough to adequately describe the education, experience, and expertise of the principal members of the organizational team to be engaged on this project. The submittal should contain details of recent projects of similar size and scope including names of satisfied customers. Beyond these recommendations, it is suggested that the submittal include anything else that could further verify that Proposer will be responsive to the District s needs. 3.7 Salem Area Mass Transit General Manager shall have full authority over District source selection and decision to award, subject to applicable District policy. 3.8 In determining the most responsive proposers, District reserves the right to take into consideration any or all information supplied by the proposers or obtained by District in its investigation into the experience and qualification of the proposers. 3.9 The relative importance of each factor is ranked in the following order, from most important to least important. 1. Approach to the Project 2. Cost Proposal and Schedule 3. Consultant Qualifications 4. Experience with similar projects 5. Capacity and ability to complete the work 6. Key Personnel and qualifications 3.10 PROTEST PROCEDURE Proposers or third parties who can demonstrate a substantial economic interest may protest the decision regarding (1) a provision of the Request for Proposals or (2) contract award. All communication concerning a protest shall be in writing, and will be open for public inspection. A copy of the complete protest policy may be obtained by contacting the District. Page 6

7 3.11 ACCEPTANCE, REJECTION, AND RESERVATION OF RIGHTS Selection, if any, will be made by notice of award and the Consultant selected, if any, will promptly enter into a contract with the District. The District reserves the right, in its sole discretion, to cancel this solicitation or reject any or all proposals. In determining the most responsive proposers, District reserves the right to take into consideration any or all information supplied by the Proposers or obtained by District in its investigation into the experience and qualification of the Proposers. District reserves the right to waive informalities if it is in the best interest of the District to do so. 4.0 SCOPE OF WORK The District is accepting proposals from qualified individuals and firms interested in providing a Marketing and Branding Plan Services Proposal. The Scope of Work is detailed in Exhibit C to the proposed contract, which is attached as Attachment I. Tasks, purposes, methodology and deliverables identified in Exhibit C to the proposed contract are illustrative only and Proposers may include, with its proposal, deviations to/from the tasks, purposes, methodology and deliverables identified in Exhibit C to the proposed contract for consideration by the evaluation committee. The District may request that Consultant perform follow-up analysis of the plan or moderate updating during the five year term of the plan s performance as an amendment or as part of negotiations or at a future date,. Work must be completed within the District s current fiscal year (July 1, 2014 June 30, 2015). Proposers may propose an alternative milestone timeline for consideration by the evaluation committee. 5.0 RESERVED 6.0 REQUIRED SUBMITTAL FORMS Attachment II substantially in the form provided must be completed and submitted as part of the proposal along with any supplemental responses requested in the RFP. Page 7

8 ATTACHMENT I EXHIBIT A SAMPLE CONTRACT Date: Parties: SALEM AREA MASS TRANSIT DISTRICT ( District ) 555 Court Street NE, Suite 5230 Salem, OR Tele: (503) CONSULTANT Address: City, State, Zip: Telephone: ( Consultant ) Recitals: The District issued Request for Proposal (RFP) # Marketing and Branding Plan Services Development dated, 2014 to provide goods and services to the District; Consultant submitted a Proposal dated (the Proposal ) in response to the RFP and the District selected Consultant to provide services as described in the RFP. NOW THEREFORE, the District and the Consultant, for the considerations hereinafter named, agree as follows: Agreements: 1. The term of this Contract shall commence on the date of this Contract as cited above, or upon final signature, whichever is later, and shall be completed by November 30, The District may, at its option, extend the term of this Contract if it is in the best interest of the District to do so. 3. Consultant agrees to provide the goods and services as described in this Contract on the terms and conditions contained in this Contract, and to fully and faithfully perform its obligations under this Contract. The detailed statement of work is contained in Exhibit A, attached hereto and incorporated by reference herein. General terms and conditions are contained in Exhibit B, attached hereto and incorporated by reference herein. 4. The terms and conditions set forth herein shall prevail over any conflicting or inconsistent provision of the RFP or Proposal. The order of precedence is the Contract incorporating Contract Addenda (if issued), the RFP known as RFP # Marketing and Branding Plan Services together with any Addenda, and the Proposal. 5. Services performed by Consultant will be performed in comparable manner and with the same degree of care, skill, diligence, competency and knowledge which is ordinarily exhibited and possessed by other professionals in good standing in the same or similar field as Consultant. 6. Provided that Consultant fully and faithfully performs its obligations under this Agreement, District agrees to compensate Consultant in accordance with the terms of this Agreement. The maximum payable to Consultant is $ (Amount in figures) (Amount Written /100 Dollars), unless otherwise amended. The Consultant may make monthly Application for Payment for the services. Applications received by the District by the fifth day of the month following services, if uncontested, will be paid by the last day of the month. Page 8

9 7. Consultant shall indemnify and hold the District and their directors, officers, representatives, agents and employees harmless from all claims, liability, losses, and causes of action that may arise out of the performance of the contract. The Consultant shall pay all claims and losses of any nature whatsoever, in connection therewith, and shall defend all suits, in the name of the District, when applicable, and shall pay all costs and judgments that may issue thereon. 8. Consultant shall comply with all applicable Federal, State, and local laws, rules and regulations. 9. Consultant waives all rights to intellectual property, copyright and visual arts that it creates or produces arising under any copyright or visual artist s laws and waives any attribution, integrity, and moral rights with respect to the work. District asserts copyright and visual arts rights on all intellectual property produced in the performance of work under this agreement. 10. Consultant hereby certifies, under penalty of perjury, that Consultant is, to the best of its knowledge, not in violation of any tax laws described in ORS (4). 11. In performing its obligations under this Agreement, Consultant agrees to comply with all applicable state laws, including, without limitation, ORS 279B.020, 279B B.240 and 279C.540. each of which is incorporated herein by reference. SALEM AREA MASS TRANSIT DISTRICT CONSULTANT By: Allan Pollock, General Manager Date: APPROVED AS TO LEGAL FORM: By: Signature Printed Name and Title Date: District Legal Counsel Page 9

10 ATTACHMENT 1 - EXHIBIT B SALEM AREA MASS TRANSIT DISTRICT ( SAMTD or District ) GENERAL TERMS AND CONDITIONS 1. DELIVERY: Deliveries will be F.O.B destination, FFA. Contractor, Consultant or Vendor (collectively or individually Contractor ) shall pay all transportation and handling charges. Contractor is responsible and liable for loss or damage until final inspection and acceptance of the Goods. Contractor remains liable for latent defects, fraud, and warranties. 2. INSPECTIONS: District may inspect and test the Goods and related Services (collectively, Goods ). District may reject non-conforming Goods and require Contractor to correct them without charge or deliver them at a reduced price, as negotiated. If Contractor does not cure any defects within a reasonable time, District may reject the Goods and cancel the PO in whole or in part. This paragraph does not affect or limit District's rights, including its rights under the Uniform Commercial Code, ORS chapter 72 (UCC). 3. PAYMENT: District shall pay Contractor within 30 days from (i) the date the Goods are delivered and accepted or (ii) the date the invoice is received, whichever is later. If District fails to pay within 45 days of such date, Contractor may assess overdue account charges up to a rate of 2/3% per month (8% APR) or the maximum rate allowed by law on the outstanding balance. 4. DISTRICT PAYMENT OF CONTRACTOR CLAIMS: If Contractor does not pay promptly any claim that is due for Goods or Services furnished to the Contractor by any subcontractor, supplier or manufacturer in connection with this Contract, District may pay such claim and charge that payment against any payment due to the Contractor under this Contract. The District s payment of a claim does not relieve the Contractor or its surety, if any, from their obligations for any unpaid claims. 5. WARRANTIES: Contractor represents and warrants that the Goods are new, current, and fully warranted by the manufacturer. Delivered Goods will comply with specifications and be free from defects in labor, material and manufacture. All UCC implied and expressed warranties are incorporated in this Contract. Contractor shall transfer all warranties to the District. 6. TERMINATION: (i) The parties may terminate this Contract by mutual agreement. (ii) District may terminate this Contract at any time with written notice to Contractor. Upon receipt of the written notice, Contractor shall stop performance, and District shall pay Contractor for Goods delivered and accepted. (iii) District may terminate this Contract at any time if District fails to receive funding, appropriations, or other expenditure authority. (iv) If Contractor breaches any Contract provision or is declared insolvent, District may terminate this Contract for cause with written notice to Contractor, and Contractor shall be liable for all incidental and consequential damages resulting from its breach, including all damages as provided in the UCC. 7. HOLD HARMLESS: Contractor shall indemnify, defend and hold harmless the District, their divisions, officers, employees, and agents, from all claims, suits or actions of any nature arising out of or related to the activities of Contractor or Goods furnished, its officers, subcontractors, agents or employees under this Contract. 8. GOVERNING LAW, JURISDICTION, VENUE: This Contract is governed by Oregon law, without resort to any other jurisdiction's laws. Any claim, action, suit, or proceeding between the District and the Contractor that relates to this Contract (Claim) must be heard exclusively in the Circuit Court of Marion County for the State of Oregon. If the Claim must be brought in a federal forum, then it must be heard exclusively in the US District Court for the District of Oregon. Contractor consents to the in personam jurisdiction of these courts. Neither this Section nor any other provision of this Contract is a waiver by the District of any form of defense, sovereign immunity, governmental immunity, immunity based on the Eleventh Amendment to the US Constitution, or other immunity, from any Claim or from the jurisdiction of any court. 9. FORCE MAJEURE: Neither party is responsible for delay or default caused by an event beyond its reasonable control. District may terminate this Contract without liability to Contractor upon written notice after determining the delay or default reasonably prevents performance of this Contract. 10. ASSIGNMENT/SUBCONTRACT/SUCCESSORS: Contractor shall not assign, transfer, or subcontract rights (Subcontract) or delegate responsibilities under this Contract in whole or in part, without the prior written approval of District. This Contract s provisions are binding upon and inure to the benefit of the parties to the Contract and their respective successors and assigns. 11. ACCESS TO RECORDS: Contractor shall maintain all accounting records relating to this Contract according to GAAP and any other records relating to Contractor s performance ( Records ) for six (6) years from termination, the last date of any transaction or action, or as otherwise required. Contractor shall grant the District, the Secretary of State Audits Division, the federal government, and their duly authorized representatives access to the Records, including reviewing, auditing, copying, and making transcripts. 12. COMPLIANCE WITH APPLICABLE LAWS: Contractor shall comply with all applicable federal, state and local laws, regulations, executive orders, and ordinances, as amended (Rules) which are incorporated by reference herein, including: (i) Titles VI and VII of Civil Rights Act of 1964; (ii) Sections 503 and 504 of the Rehabilitation Act of 1973; (iii) the Americans with Disabilities Act of 1990; (iv) Executive Order 11246; (v) The Age Discrimination in Employment Act of 1967, and the Age Discrimination Act of 1975; (vi) The Vietnam Era Veterans Readjustment Assistance Act of 1974; (vii) ORS Chapter 659; (viii) ORS 279C.020, 279C.200, 279C.240, 279C.540; (ix) all other applicable requirements of federal and state civil rights and rehabilitation statues, rules and regulations; (x) all federal and state laws governing the handling, processing, packaging, storage, labeling, and delivery of food products; and (xi) all regulations and administrative rules established pursuant to the foregoing laws, including debarment, suspension and other ineligibility and voluntary exclusion, non-collusion, and lobbying. District s performance is conditioned upon Contractor s compliance with, 279B.220, 279B.225, 279B.230, and 279B.235, In the event of any conflict between the provisions of this Agreement and the foregoing state statutes, the state statutes shall control. The nature of the obligations of a party under this Agreement will determine which requirements of state law will apply. Requirements that do not apply will not be enforced. All applicable Rules are incorporated by reference in this Contract. Agreement is based on public funds available. 13. WORKERS' COMPENSATION: Contractor shall comply with ORS and provide the required workers compensation coverage, unless exempt under ORS (2). Contractor shall ensure that its Subcontractors, if any, comply with these requirements. 14. SAFETY AND HEALTH REQUIREMENTS: Contractor represents and warrants that the Goods comply with all federal and Oregon safety and health requirements. 15. MATERIAL SAFETY DATA SHEET: Contractor shall provide District with a Material Safety Data Sheet for any Goods which may release, or otherwise result in exposure to, a hazardous chemical under normal conditions of use (OAR and 29 CFR ). Contractor shall label, tag or mark such Goods. Page 10

11 Standard Terms and Conditions Continued: 16. RECYCLABLE PRODUCTS: Unless otherwise required, Contractor shall use recycled and recyclable products to the maximum extent economically feasible in the performance of the Contract. These products shall include recycled paper, recycled PETE products, other recycled products (ORS 279A.010(1)(gg),(hh),(ii)), and other recycled plastic resin products. 17. AMENDMENTS: All amendments to this Contract must be in writing, signed by District. 18. SEVERABILITY: If a court of competent jurisdiction declares any provision of this Contract to be invalid, the other provisions and the rights and obligations of the parties remain in effect. 19. WAIVER: District s failure to enforce any provision of this Contract is not a waiver or relinquishment by District of its rights to such performance in the future or to enforce any other provisions. 20. AWARD TO FOREIGN CONTRACTOR: If Contractor is not registered to do business or has no office in the State of Oregon, Contractor shall promptly provide to the Oregon Department of Revenue and the Secretary of State Corporation Division all information required by those agencies relative to this Contract. District may withhold final payment under this Contract until Contractor has met this requirement. 21. TAX CERTIFICATION: Contractor hereby certifies under penalty of perjury: (a) the number shown on this form is the correct Federal Employer Identification Number; (b) it is not subject to backup withholding because (i) it is exempt from backup withholding, (ii) it has not been notified by the IRS that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified Contractor that it is no longer subject to backup withholding; and (c) that Contractor is, to the best of its knowledge, not in violation of any tax laws described in ORS (4). 22. INDEPENDENT CONTRACTOR: As used in various provisions of ORS Chapters 316, 656, 657, and 701, Contractor is an individual or business entity that performs labor or services for remuneration independently of District. The Contractor is engaged as an independent contractor and will be responsible for any State or Federal taxes applicable to payment under this Agreement; and the Contractor shall not be eligible for any benefit of Federal Social Security, State Workers' Compensation, unemployment insurance or any public employees retirement system as a result of payment under this Contract. All employees of the Contractor shall be considered to be, at all times, the sole employees of the Contractor, under the Contractor s sole direction, and not an employee of the District. The Contractor shall supply competent and capable employees. The Contractor shall remove an employee it deems careless, incompetent, insubordinate, or otherwise objectionable and whose continued employment is not in the best interest of the District. 23. NON APPROPRIATION If the governing body of the District fails to specifically appropriate sufficient funds to make the payments due in any fiscal year and no such appropriation is legally made, the District may terminate this Agreement at the end of the then-current fiscal year and all obligations of the parties under this Agreement arising thereafter shall terminate. Nothing in this Agreement shall be deemed in any way to obligate the District beyond the current fiscal year. 24. AUTHORITY By submitting its proposal, proposer certifies that it has all requisite authority to bind its organization to the terms and conditions of the agreement and to perform the work. 25. INSURANCE The Contractor shall obtain at Contractor s expense the insurance specified in this section prior to performing under this Agreement and shall maintain it in full force and at its own expense throughout the duration of this Agreement and all warranty periods. Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in the State of Oregon and that are acceptable to the District. A. Workers Compensation Insurance Contractor shall provide evidence of Workers Compensation coverage as described in paragraph 13 above. B. Commercial General Liability Contractor shall maintain a $2,000,000, combined singlelimit, commercial general liability insurance policy covering claims for death, bodily injury, and property damage arising out of Contractor s performance, under this Agreement. Such insurance shall include coverage for completed operations, and shall provide the primary coverage on all claims arising out of the performance of the contract. C. Auto Liability Contractor and any subcontractors and agents shall provide Automobile Bodily Injury and Property Damage Insurance covering all automobiles defined as motor vehicles, whether owned, non-owned, leased, or hired, with not less than the following limits: Limits: $1,000,000 Per Occurrence Per Person $1,000,000 per Occurrence for Bodily Injury $1,000,000 per Occurrence for Property Damages D. Professional Liability (if applicable) Contractor shall maintain Professional Liability errors and omissions - $1,000,000, combined single limit, bodily injury/property damage. E. Additional Insured District shall be named as additional insured on all required liability policies, with an endorsement providing for crossliability coverage. District may require current copies of insurance endorsement. Procuring of such required insurance shall not be construed to limit Contractor s liability hereunder. Notwithstanding said insurance, Consultant shall be obligated for the total amount of any damage, injury or loss caused by Consultant s negligence or neglect connected with this Agreement. F. Cancellation Insurance policies required for this Agreement may not be cancelled without thirty (30) days advance notice to District. Policies must be replaced with comparable coverage prior to lapse of old policy Page 11

12 Attachment I Exhibit C SCOPE OF WORK I. INTRODUCTION A. PURPOSE and OBJECTIVE Salem Area Mass Transit District ( District ) also known as Salem-Keizer Transit ( SKT ) is requesting professional consulting services proposals from individuals or firms with specific experience, knowledge and expertise in the development of marketing and re-branding plans. The purpose of this RFP is to select a consultant that will produce a five year marketing plan for the District. The successful proposal will illustrate that the consultant has a finger on the pulse of the millennial generation. The proposal will include a portfolio of sophisticated graphic design work and marketing messaging. The District wants this project to be a feather in your cap, as well as a timeless new brand for SKT. Objectives include the Who (identify and characterize target markets), What (determine the brand promise being made to the external and internal audiences) and How (determine how the audience touch points will communicate the brand) of the District s plans and goals: Improved community knowledge of all of the District s services, Increased ridership and use of services, Quantify and demonstrate the value of the District s services to the community and the region, Provide the methods and means in which marketing can support District s other departments activities, Provide a conduit for individuals and groups to reach the District and communicate with Marketing outside of the District s complaint process. II. BACKGROUND The District is a public transportation municipal corporation, formed in 1979 with the purpose of providing public transit services. The District s bus services better known as Cherriots and CARTS provide both urban fixed route and rural deviated fixed route bus service to the Salem-Keizer area with connections to nearby and outlying areas in Marion, Polk, Yamhill and Washington Counties. Cherriots and CARTS services operate Monday through Friday. Special services include CherryLift ADA service, Red Line urban demand services, and park and ride lots. Cherriots Rideshare provides carpool and vanpool matching to commuters. The District operates a call center (TripLink), providing scheduling and dispatching services to the public regarding provided transit services, which operates 24/7. The District is evolving from a small-town bus service to a sustainable, effective regional transit system. Our image has not evolved with us. The District seeks a marketing and communication plan and refreshed brand that will help bring its image in-line with the services it provides. The last re-branding for Cherriots was over 30 years ago. The new brand should have messaging and brand refreshment that is both modern and classic, with the ability to be relevant for several decades. The consultant chosen will be familiar with other transit brands, which run the gamut from dated and uninspiring to being so iconic that people put the logo on t-shirts as wearable art. III. SCOPE OF WORK A. The Consultant shall provide the structure and process that will ensure the successful completion of a Marketing and Branding Plan that will proactively define the way people think and feel about the District s services in a positive way. Consultant shall develop a plan for the District s Marketing Page 12

13 Division that can act as a guiding document for the next 5 years. The plan shall include external and internal customers, clientele and stakeholders, the multiple transit services the District provides, and incorporate multi-media, communications delivery and other tools to reach all target audiences. B. The Consultant shall identify a project manager who shall be responsible for status meetings, the project schedule, progress reports, and coordination of all project elements and participants. C. Project tasks for the Marketing Plan document to be performed by the consultant include, but are not limited to: Review and assessment of existing program elements; Market research to supplement recent data collection; Needs assessment for internal and external customers; Needs assessment for Latino community; Identification of gaps in current marketing services; Recommendations for brand refreshment to unify the District s services which may include: o Creation of key messages for each service o Creation of key messages for target audiences 1 o Updated visual elements Review Style Guide and make recommendations for revision and/or expansion; and Recommendations for measurable and achievable goals and milestones that are based on outcomes (not workload measures), such as digital analytics, ridership and use of services. D. 1 Target Audiences include: o Existing riders transportation dependent or independent o Millennials o Downtown community o Latinos o Young adults middle school and up o Seniors o Adult commuters/shoppers o Business community (in general) o State and local governments IV. TASKS AND DELIVERABLES Task 1: Meetings with District Staff Consultant shall meet with District staff with a start-up/kick-off meeting then periodically to discuss project details and next steps. Meetings shall be held on a schedule that is sufficient to ensure that the project is staying on schedule, and that clear and ongoing communication is achieved. Deliverables: Consultant shall submit and acquire District approval for a project schedule that accomplishes the project objectives by the project due date. Consultant shall develop, facilitate and participate in a kick-off meeting, additional meetings or forums, provide meeting agenda, meeting materials and meeting summary notes. Page 13

14 Task 2: Stakeholder Engagement Consultant shall engage key stakeholders and gather their input. The following is a partial list of stakeholders who might be engaged: Salem-Keizer Transit Board of Directors Salem-Keizer Transit General Manager Select Salem-Keizer Transit Staff Regional employers (including state offices) Salem Chamber of Commerce Keizer Chamber of Commerce City and County staff Local middle and high schools Latino Business Alliance Local senior groups or service organizations Deliverables: Consultant shall provide preparatory work for stakeholder interviews, conduct interviews and/or forums and workshops and summarize results. Task 3: Review of Best Practices Consultant shall conduct a search for effective strategies, document those findings and develop a tactical plan report of specific strategies targeted to the District and the Willamette Valley Region. Consultant shall specifically address overcoming negative user experiences and make suggestions regarding best practices resolution of customer conflicts. Deliverables: Consultant shall provide a written report developing a five year active District Marketing and Branding Plan which includes an initial one year implementation, and plans for each identified element implementation. Task 4: Guidance related proposed plan, program and activities. The consultant will meet with the District staff to gain knowledge on the history of the District, its mission and the service philosophies. Consultant shall review existing practices, activities, surveys and events and make recommendations for modifications, improvements, changes, additions and deletions. Recommendations shall include internal and external customers perspectives where resistance to change may be evident. Deliverables: Consultant shall provide a written report and make recommendations for modifications, improvements, changes, additions and deletions, consistent with other District programs for the District s review and approval. Task 5: Draft and Final Plan Document Consultant shall utilize and compile all research, recommendations and written reports to provide a draft strategy summary document to be reviewed by the District s marketing staff. The report shall include methods of monitoring metrics, assessment criteria, syncing up the marketing and branding throughout the system, implementation and performance measurements to ensure that the marketing and branding remains relevant and consistent throughout its five year plan. Based on feedback received, several iterations of draft documents may be required. Page 14

15 Deliverables: Consultant shall provide a draft outline of a Marketing and Branding Plan document with feedback incorporated, revised as needed. Based on feedback and revisions, Consultant shall provide a final Marketing and Branding Plan for approval by the District that accomplishes the following: Improves community knowledge of services the District offers; Increases ridership / use of services; Demonstrates the value of the services the District offers; Provides methods and means to support other department activities; Provides a conduit for the community to reach the District talk and communicate outside of the complaint process, encouraging open engagement and feedback. Page 15

16 ATTACHMENT II PROPOSAL FORM RFP # REQUEST FOR PROPOSAL TRANSIT SYSTEM MARKETING & BRANDING CONSULTANT SERVICES Name of Individual, Company or Organization: Type of Organization: (Sole Proprietor, LLC, Corporation, etc.) Address: City, State, Zip: Contact Name: Contact Info: PH: Cell: EM: Oregon Secretary of State #: (If no Oregon SOS, provide SOS# for Proposer s State): Dun & Bradstreet Number (DUNS #): Tax ID Number (TIN#): (If Proposer is providing SSN, SSN shall be listed on original only and not appear on copies or electronic files.) Per Section 3.0 Evaluation, the Committee will evaluate based on 1. Approach to the Project 2. Cost Proposal and Schedule 3. Consultant Qualifications 4. Experience with similar projects 5. Capacity and ability to complete the work 6. Key Personnel and Qualifications Number and attach responses respectively to the Scope of Work. Addenda Received: N/A (None issued) #1 #2 #3 #4 #5 5. Responsible, Responsive Proposal: The following forms and responses must be completed and attached: ATTACHMENT II ATTACHMENT II PROPOSAL FORM, BUDGET & QUALIFICATIONS SUPPLEMENTAL RESPONSES, including sample works, additional information, resumes, brochures, cost proposal breakdown, etc. Yes Yes No No Proposer certifies that the Proposer has not discriminated and will not discriminate, in violation of ORS279A.110(4), against any minority, women or emerging small business enterprise or against a business enterprise that is owned or controlled by or that employs a disabled veteran in obtaining a required subcontract. Proposer certifies under penalty of perjury, that the Proposer is, to the best of the Proposer s knowledge, not in violation of any tax laws described in ORS (4). I certify the information provided in this Proposal is true and correct and that I have authority to bind the organization. By submitting this proposal, I/We will abide by the terms and conditions stated herein. Company Name Signature Date Page 16

17 Page 17 ATTACHMENT II (con t) PROPOSAL FORM BUDGET AND COST BREAKDOWN The Consultant, having become thoroughly familiar with and understanding all of the RFP incorporated herein, agrees to provide a Marketing and Branding Consulting Services for Salem Area Mass Transit District as specified herein as proposed below: ITEM DESCRIPTION AMOUNT 1. a. Completion of Tasks 1 - Meetings $ b. Completion of Task 2 Stakeholder Engagement $ c. Completion of Task 3 Best Practices $ d. Completion of Tasks 4 Guidance and Report $ e. Completion of Task 5 Marketing & Branding Consulting Services Plan $ Submit a spreadsheet attached to the proposal identifying estimated work hours and hourly rate of pay for each task and each discipline of the Proposer s project team 2. Marketing & Branding Plan TOTAL COST/PROPOSAL BUDGET $ 3. Attach a breakdown of the Cost Proposal including: Proposed person hours, estimated by task Price proposal broken down in the following categories: Direct labor, overhead, travel, materials, subcontracts (as a fixed fee) and other additional information deemed necessary Proposer shall provide all of the information as requested herein with its proposal. Failure to do so and/or failure to provide post-proposal requested information may be cause for rejecting the proposal as non-responsive. Guaranteed completion of the project shall be working days after receipt of notification to proceed.

18 ATTACHMENT II (con t) PROPOSAL FORM - QUALIFICATIONS QUESTIONNAIRE Please answer the following questions completely. Proposer is not required to submit answers on this form and additional information (brochures, illustrations, etc.) will be used in determining qualifications. If not using this form, please follow its format and number responses correspondingly. 1. Firm name: 2. Established: Year State 3. Former firm name(s) if any, and year(s) in business: 4. Home office business address and telephone number where work will be performed: 5. Branch office(s) if work will be performed there: 6. Personnel of firm who will be working on this project. Attach resumes of key personnel: NAME AND TITLE SPECIALTY YEARS EXPERIENCE EXPECTED ROLE 7. Total personnel of firm: a. Professional: b. Non-professional:

19 ATTACHMENT II (con t) PROPOSAL FORM - QUALIFICATIONS QUESTIONNAIRE 8. Attach a list of three similar projects performed over the last seven (7) years. Include: project name, owner, contact person and phone number, description of project, professional services provided and size of transit operations. 9. Identify projects in Item 8 which most closely match the work required by the District. 11. Provide Proposer s understanding of the project and any special qualifications it brings to this project. 12. Prepare a time line showing the time allocated to major components of this work. This is for evaluation purposes and a firm time line will be requested at the time of contract award. 13. Identify any additional professional consulting service(s) Proposer will utilize to work on this project, such as subcontractors and sub-consultants, and their expected role(s).