1-Q&A No. 1.pdf

DOT-RFP-27-4002-AN

Q&A No. 1 Page 1 of 3

FLORIDA DEPARTMENT OF TRANSPORTATION

9/3/2026

Q&A No. 1

RE: RFP#: DOT-RFP-27-4002-AN

RFP TITLE: DISTRICTWIDE OFFICE OF MODAL DEVELOPMENT SPECIAL PROJECTS

COMMUNICATION & OUTREACH – FLORIDA DEPARTMENT OF TRANSPORTATION –

DISTRICT 4

OPENING DATE: 09-14-2026

Notice is hereby given of the following answers to questions listed below:

Questions Answers

1.

Are electronic signatures acceptable where not specified (for example notarized forms), or are wet signatures required throughout?

Please use wet signatures that can be scanned and included in your proposal.

2.

Do any of the following NOT count toward the page limit: cover, table of contents, divider pages.

Yes these do not count towards the technical proposal page limit.

3.

For the sample campaign video, how can respondents provide a video to review? Should the video be a link (URL)? And can it be confirmed the placement of this video URL link does not count against the 15 page limit?

The video can be in MP4 format or a link and does not count against the 15-page limit. The duration of the video is to be 1 minute.

4.

In addition to the samples, may respondents provide a link to additional work samples?

No, the RFP does not allow for additional work sample. You must adhere to the limits included in the work sample criteria.

5.

For the printed media work samples – such as multipage brochures – can a link be provided in lieu of a on-page sample?

Sample printed media are limited to one (1) page. No links can be provided.

6.

Please provide the names of the TRC and the Project Manager. We are in a cone of silence and cannot provide this information at this time.

7.

Are cover pages excluded from page limits?

Yes, cover pages are excluded from the 15 pages limit.

8.

Can the price-scoring methodology be amended to either (1) establish reasonable minimum and maximum allowable rates for each labor category in Exhibit C of the price proposal form, or (2) reduce the number of evaluation points allocated to price?

No, this is not allowable.

Q&A No. 1 Page 2 of 3

Questions Answers

9.

What major modal development programs, projects, or campaigns should be accounted for in year one, and would the selected agency be expected to proactively propose and develop new programs/campaigns, or primarily support FDOT in a reactive capacity?

The office of modal development represents:

Passenger operation (Transit, Complete streets, trail, bicycles, and pedestrian) freight and logistics (Aviation seaports and freight) and Rail Administration. Projects, campaigns, or outreach in any of the areas represented can be requested in any given year. The successful candidate can be expected to propose and developer or support FDOT depending on need in any of the program areas.

10.

Can you please clarify which direct/out-of-pocket expenses — including printing, paid media, translation/interpreting, video production, event expenses, photography, specialty production, and other third-party costs — are expected to be built into proposed hourly labor rates versus treated as separately reimbursable, pass-through expenses under individual LOAs?

The contract billing rates shall include all costs associated with providing goods/services under this contract including but not limited to costs of salaries;

overhead; fringe benefits; operating margin; labor;

equipment; supplies; tools; travel; mobilization;

demobilization; transportation; permits; notifications and fees associated with such notifications; general, administrative, and incidental expenses; and subcontractor costs (if any).

Payment for expenses shall be made on the basis of actual allowable cost incurred as authorized and approved by the Department. Allowable costs should be task related and not include items normally associated with overhead which is part of the billable rates.

11.

How frequently should the agency anticipate meeting with FDOT in person, including weekdays as well as evening, weekend, or other activities outside normal business hours — for example, weekly, monthly, quarterly, or only as needed for major public meetings, events, or time-sensitive initiatives?

See scope of services Exhibit A. Meetings will be determined as needed.

12.

For events, what logistics is the vendor expected to own — venue coordination, AV/production, catering, signage/materials, RSVP management, on-site staffing — versus what FDOT handles internally or through other vendors? Additionally, does the $1.5M ceiling (or the $200K IT-reimbursement allowance) include these logistics/events costs, in addition to paid/sponsored content and media buying, or is third-party media and advertising spend funded and managed outside this contract?

The contract billing rates shall include all costs associated with providing goods/services under this contract including but not limited to costs of salaries;

overhead; fringe benefits; operating margin; labor;

equipment; supplies; tools; travel; mobilization;

demobilization; transportation; permits; notifications and fees associated with such notifications; general, administrative, and incidental expenses; and subcontractor costs (if any).

Payment for expenses shall be made on the basis of actual allowable cost incurred as authorized and approved by the Department. Allowable costs should be task related and not include items normally associated with overhead which is part of the billable rates.

13.

We have always led with availability and agility for client needs, but can you provide additional detail on the emergency/after-hours response requirement — specifically, how frequently the incumbent has historically been called on for after-hours or emergency response, and the types of situations that have triggered it? Additionally, does the two-hour on-site response requirement apply universally to all key personnel, assignments, and locations, or is it reserved for designated emergency/critical-response scenarios with appropriate personnel?

See scope of services Exhibit A. By nature of the events, frequency or emergencies cannot be predetermined.

Q&A No. 1 Page 3 of 3

Questions Answers

14.

Will more than one firm be selected? If yes, how many firms will the Department select? No, there will only be one firm selected.

15.

Please confirm that the proposal can include hyperlinks in Section

3a. ‘Prior Relevant Experience’ and/or Section ‘Work Sample’?

There should be no hyperlink allowed in section 3a, prior relevant experience. A link is only acceptable for the sample campaign video.

16.

Our team is available locally within District Four, including Broward, Palm Beach, Martin, St. Lucie, and Indian River

Counties, to work directly with the Department throughout the

Contract/Agreement. Will any in-house work be required for this contract? If so, at which FDOT office location(s) would the team be needed?

No, there will be no in-house work.

Bidders must acknowledge receipt of this document by completing and returning to the Procurement Office with their Bid via email at D4.Purch@dot.state.fl.us , by no later than the time and date of the proposal opening. Failure to do so may subject the Bidder to disqualification.

Arnel Normil, FCCM Procurement Agent

_____________________________________Bidder

_____________________________________Address

_____________________________________Submitted by (Signature)

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.