35775_QA 1_Final.pdf
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- Solicitation number
- S-73000-00007888
- Issued by
- Marion County, Salem City, Oregon
About this file
This document is a set of Questions and Answers (Q&A) related to a Request for Proposals (RFP) issued by the Oregon Department of Transportation (ODOT) for Toll Program Enrollment Marketing and Communications services. The RFP seeks external support to successfully launch the Oregon Toll Program, which will include all tolling in Oregon, to the public. The awarded firm(s) will be responsible for designing and implementing a public outreach, marketing, and engagement effort to educate the public on the coming tolls, help them enroll smoothly in the Program (and any available discount programs), as well as prepare for any changes to travel patterns tolling may bring. The RFP clarifies requirements around billboards, minimum qualifications, use of subcontractors, proposal format and submission, and project samples.
The RFP does not specify pricing terms or set-asides, but does indicate that the minimum contract value is $2,000,000, which can be at award or over the life of the contract. The RFP is open to all qualified firms, with no mention of an incumbent. Funding sources and amounts are not provided, but the RFP is for the Oregon Toll Program, which is a state-level initiative covering multiple jurisdictions including Marion County and the City of Salem.
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Level 3 - Restricted
Oregon Department of Transportation Questions and Answers No. 1
RFP/Bid Solicitation Number: S-73000-00007888 (PCMS RFP #: 35775)
RFP TITLE: TOLL PROGRAM ENROLLMENT MARKETING AND COMMUNICATIONS
Issued: January 9, 2024
Following are questions, and Agency’s answers, for the above referenced RFP. This document does not change the RFP requirements or otherwise modify the RFP documents. Changes or modifications to this RFP shall be binding on Agency only if in the form of written addenda published on OregonBuys.
Q #1: Will Gard Communications automatically be awarded the billboard portion of work?
Answer: No, billboards may be a part of the project and the awarded firm(s) will be responsible to provide, or obtain, any required services. Firms offering billboard services that are unable to provide the entire Scope of Work (see RFP Section 2.4, Scope of Work/Specifications) are encouraged to explore the possibility of partnering with a proposing firm as a subcontractor.
Q #2: For minimum qualification 3.1.2, do you mean a $2M contract at award, advertisement spend, or $2M contract over time (including amendments)?
Answer: Per Section 3.1.2, the $2,000,000.00 minimum qualification is specified for the “total contract” which would include either $2,000,000.00 at award or over time (including amendments) and is not specific to advertisement spend.
Q #3: Can a subcontractor be listed as key staff for the purposes of completing section 4.10.2.5 Evaluation Item 5 – Project Team Qualifications?
Answer: Yes. Please refer to the following Sections of the RFP:
• Section 2.2 Definition of Terms:
"Key Person" or "Key Staff" means the Project Manager and any person with special qualifications, powers and responsibilities who will be working on this project.
• Section 4.10.2.5, Evaluation Item 5 – Project Team Qualification, which states “Proposers are strongly encouraged to partner with and include key staff from an Oregon small or disadvantaged business.”.
Q #4: Should the proposal be arranged in the order outlined in section 3.2.1 in regard to all the elements of the proposal vs. just the Evaluation Criteria outlined in Section 4.10.2; and should
4.10.2 be considered the “technical proposal” listed in section 3.2.1?
Answer:
It is the preference of the SPC, and not a requirement, that each of the following items be submitted as a separate file uploaded in OregonBuys:
• Disclosure Exemption Certification (Attachment B),
• Proposer Information and Certification Sheet, including References (Attachment C),
• Certified Disadvantaged Business Outreach Plan (Attachment F), and
• Responsibility Inquiry (Attachment G).
Level 3 - Restricted
Per RFP Section 3.3.3, Price Proposal, the Price Proposal is required to be submitted as a separate file in OregonBuys.
Per RFP Section 3.3.9, Technical Proposal: “Proposal must include written responses to Evaluation Items 1 – 5 as shown in Section 4.10.2.”. As the following items are noted in Section 4.10.2, Evaluation Criteria, they are required to be included in the response to the respective Evaluation Items uploaded in OregonBuys:
• Project Samples (see RFP Section 4.10.2.3, Evaluation Item 3 - Experience on Similar Projects).
• Key Persons and Resumes (see RFP Section 4.10.2.5, Evaluation Item 5 – Project Team Qualifications).
The following items may be submitted as separate files or as part of the Technical Proposal.
• Executive Summary.
• Company Overview.
• Cover Page (as noted in Addendum No. 1).
Please refer to RFP Section 4.10.2.6, Evaluation Item 6 – Clarity of Proposal and Conformity with Requirements, for awareness of how this Evaluation Item will be scored.
Q #5: Section 3.3.5 Project Samples: Are there any formatting requirements or parameters for these samples?
Answer: Please refer to the following Sections of the RFP:
• 3.2.3, Proposal Format,
• 4.10.2.3, Evaluation Item 3 - Experience on Similar Projects, and
• 4.10.2.6, Evaluation Item 6 – Clarity of Proposal and Conformity with Requirements.
Q #6: Section 3.3.8 Key Persons and their Resumes: This prompt does not have a specific deliverable noted outside of what is requested in Section 4.10.2.5 Project Team Qualifications.
Confirming that there is no other deliverable other than what is noted in 4.10.2.5?
Answer: Correct.
Q #7: Is the 10 MB limit per file - or all files together?
Answer: RFP Section 3.2.4.1 requires “…the total for all submittal files does not exceed 10 megabytes…”.
Q #8: If we have a project which meets both minimum requirements (toll marketing and contract value), should we add a third project/reference?
Answer: Please refer to the following:
• RFP Section 3.1, Minimum Qualifications,
• RFP Section 4.10.2.3, Evaluation Item 3 - Experience on Similar Projects, and
• Att C, Proposer Information and Certification Sheet – Appendix 1.
| Disclosure Exemption Certification (Attachment B), |
| Proposer Information and Certification Sheet, including References (Attachment C), |
| Certified Disadvantaged Business Outreach Plan (Attachment F), and |
| Responsibility Inquiry (Attachment G). |
| Project Samples (see RFP Section 4.10.2.3, Evaluation Item 3 - Experience on Similar Projects). |
| Key Persons and Resumes (see RFP Section 4.10.2.5, Evaluation Item 5 – Project Team Qualifications). |
| The following items may be submitted as separate files or as part of the Technical Proposal. |
| Executive Summary. |
| Company Overview. |
| Cover Page (as noted in Addendum No. 1). |
| Please refer to RFP Section 4.10.2.6, Evaluation Item 6 – Clarity of Proposal and Conformity with Requirements, for awareness of how this Evaluation Item will be scored. |
| 3.2.3, Proposal Format, |
| 4.10.2.3, Evaluation Item 3 - Experience on Similar Projects, and |
| 4.10.2.6, Evaluation Item 6 – Clarity of Proposal and Conformity with Requirements. |
| RFP Section 3.1, Minimum Qualifications, |
| RFP Section 4.10.2.3, Evaluation Item 3 - Experience on Similar Projects, and |
| Att C, Proposer Information and Certification Sheet – Appendix 1. |
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