Addendum #1 8-18-2025 for DOT-RFP-26-6197SD.pdf

Florida Department of Transportation

RON DESANTIS

GOVERNOR

1000 NW 111 Avenue

Miami, FL 33172

JARED W. PERDUE, P.E.

SECRETARY

ADDENDUM NO. 1

DATE: August 18, 2025

TO: PROPOSERS

FROM: Suzanne Diaz Procurement Agent District Six

RE: Project & Proposal No.: DOT-RFP-26-6197SD

FIN No.: 250673-5-32-01 Counties: Miami-Dade Proposals Due Date: August 25, 2025, at 10:00 AM Via email to D6.Purch@dot.state.fl.us

WORK DESCRIPTION: Districtwide Strategic Communications Consultant Services for Miscellaneous Projects in Miami- Dade and Monroe County for The Florida Department of Transportation (FDOT)

I. Below please find the answers to questions received from prospective proposers on this project.

Questions Response

1. Could we staff the Emergency Communications Manager position with a member of our subconsultant team who specializes in crisis management?

1. Yes

2. Our agency currently operates from a home office.

However, we are fully prepared to secure a secondary commercial office space to meet any contractual requirements if we are awarded the contract. Would this arrangement be acceptable under the terms of the RFP?

2. Yes

3. According to the Florida Department of Business and Professional Regulation, public relations and communications services are not regulated and do not require a professional license. Can you please confirm if this complies with the licensing requirements outlined in the RFP?

3. Professional Business license is not required.

4. What is the expected hourly demand per position

(e.g., Strategic Communications PM, Graphic

Designer, etc.)?

We seek to confirm whether these roles are expected to be available full-time or part-time, or if availability will vary based on TWOs.

Referenced in: Exhibit A, p. 3, 5, and 13

(Position Descriptions & Staffing)

4. One in-house COS is required at least 40 hours/week.

Rest of personnel are on a need-basis.

5. Is it acceptable to propose more than one qualified candidate per role to ensure availability during surge events or coverage for absences?

This would help us maintain continuity of service.

Referenced in: Exhibit A, p. 5

(Staffing Requirements)

5. We need one consistent in-house COS for continuity and project awareness purposes.

Rest of personnel can alternate.

DOT-RFP-26-6197SD Addendum #1 - October 18, 2025 Page 2 of 3

6. For the In-House Community Outreach Specialist, is full-time on-site presence at the District 6 office mandatory, or would a hybrid (on-site/remote) arrangement be acceptable?

Referenced in: Exhibit A, p. 3

(In-House Role Requirement)

6. Full-time on-site at D6 headquarters.

7. Will FDOT provide access or licenses to tools referenced in the Scope such as ZenCity, Meltwater, Granicus, or CivicPlus, or should licensing costs be included in our price proposal?

Specifically:

– Who assumes the cost of ZenCity or other platforms?

– Will the awarded consultant be granted user access?

Referenced in: Exhibit A, p. 7

(Emerging Technologies Tools)

7. NO. Cost of software and/or applications need to be secured by the vendor and charged to the client upon prior arrangement and mutual agreement.

8. Will FDOT provide historical baseline data for KPIs to the awarded consultant such as:

Public engagement Social media growth Email open/click-through rates Website traffic Sentiment tracking This would help establish accurate measurement frameworks.

Referenced in: Exhibit A, p. 7–8 (Deliverables, KPI Planning)

8. Once awarded, FDOT can provide limited insight and data, as it has only been tracked in the last 12 months.

9. Does FDOT have standard templates or platforms for KPI/ROE reporting, or is the consultant expected to propose and design these formats?

Referenced in: Exhibit A, p. 8

(Consultant Responsibilities)

9. Consultant is expected to propose KPI/ROE reporting.

10. On average, how many Task Work Orders (TWOs) are issued per month following a Letter of

Authorization (LOA)?

Understanding this cadence will help us plan staff availability and delivery schedules.

Referenced in: Exhibit A, p. 2; Exhibit B, p. 2–3

(Assignment of Work / TWOs)

10. Depends on the workload. On average, a TWO can last between 3 to 6 months.

11. Can FDOT confirm whether travel and toll costs are considered reimbursable, or if they must be absorbed within the fully loaded hourly rate?

Referenced in: Exhibit B, Section 5.0; Exhibit C

Instructions

11. Travel and tolls are not reimbursable.

12. Award Intent – Will this solicitation result in the selection of one primary Agency of Record, or will

FDOT maintain a pool of pre-qualified agencies for project-specific assignments?

12. FDOT will award one Consultant for the length of time of the contract.

13. Budget Disclosure – Is there an established budget range or annual allocation for the scope of services in this RFP? If so, can you provide the breakdown?

If a budget can be provided, does it include agency fees, production, paid media, and all scope of work outlined in Exhibit A?

13. Total contract amount is $1.5 million for 3 years, all inclusive of cost. Expected allocation annually is $500K.

DOT-RFP-26-6197SD Addendum #1 - October 18, 2025 Page 3 of 3

14. Previous Work – Can FDOT provide historical data on the number and type of campaigns or deliverables produced annually under previous contracts?

14. Once awarded, FDOT can provide.

15. Will FDOT accept a prime consultant with a satellite presence in Miami-Dade, Monroe, or Broward, or must the office be the firm’s main office?

Reference: Exhibit A – Scope of Services, “Prerequisite

Qualifications”

15. Yes, we can accept a prime consultant with appropriate satellite presence.

16. Can an individual serve in two personnel roles if they meet the qualifications for each?

Reference: Exhibit A – Scope of Services, “Position

Classifications and Descriptions”

16. Yes

17. For the oral presentations outlined in the RFP, will

FDOT permit some team members to attend virtually?

Reference: DOT-RFP-26-6197SD, Section 30.2 Oral

Presentations

17. No

18. Section C - References - “Proposer shall provide references from previous clients/employers.”

Is this to be added as a column to the excel spreadsheet or provided on a separate sheet as part of the 4 page description?

18. Does not matter as long as it is presented.

19. Is the proposer able to submit more than one per position to fulfill the scope of services or is it a maximum of one? Exhibit A Scope of services states –

‘”CONSULTANT must identify at least one ASSISTANT

COMMUNITY OUTREACH SPECIALIST, WEBMASTER

AND EMERGENCY TECHNOLOGIES SPECIALIST,

GRAPHIC DESIGNER and MULTIMEDIA AND

AUDIOVISUAL TECH PRODUCER.”

19. Maximum of one.

20. For the Strategic Communications Project Manager, Emergency Communications Manager, Senior Community

Outreach Specialist – Is the proposer only allowed to propose a maximum of one or has the ability to submit more than one staff member to fulfill the scope of services?

20. Submit one staff member per position.

21. What is the expectation on ROE and can you spell out the acronym?

21. Return on Engagement: the measurement of strategies to create successful campaigns.

22. Can one sample be multiple pages? 22. Yes

23. Can you share the website and social media guidelines from Central Office?

23. We don’t have written policy from CO, as they are updated constantly. You may visit www.fdot.gov for additional information.

24. Does the contractor need to be physically located in

South Florida in order to be considered for award, or are agencies located elsewhere within the state of

Florida also eligible?

24. Please refer to the Exhibit A Scope of Services, page 6, CONSULTANT RESPONSIBILITIES, Location of the CONSULTANT.

Revised documents are posted on VIP. All other documents of the subject project remain unchanged.

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.