Addendum_2_95A0082.pdf

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

DEPARTMENT OF TRANSPORTATION

ADMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS

1727 30th STREET, MS-65

SACRAMENTO, CA 95816

PHONE (916) 227-6000

TTY 711

https://dot.ca.gov/programs/procurement-and-contracts/

November 26, 2024

ADDENDUM No. 2 Request for Proposal (RFP) 95A0082

Traffic Safety Campaign

NOTICE TO ALL PROSPECTIVE BIDDERS:

Addendum No. 2 is being issued for the above-referenced RFP. Proposals for this work shall be submitted with the full understanding of this Addendum.

The following changes have been made for this RFP:

C. Proposal Requirements and information, 1. Time Schedule.

Event Date Time

(Pacific Time)

RFP available to prospective proposers 11/01/2024 Pre-Proposal Conference/Teleconference 11/07/2024 10:00 a.m.

Written Question Submittal 11/14/2024

Final Date for Proposal Submission 12/03/2024

12/17/2024 2:00 PM

Oral Interviews (estimate) Week of 12/16/2024 Week of 12/30/2024

Posting of Notice of Intent to Award (estimate) Week of 12/23/2024 Week of 01/06/2025

Proposed Agreement Award Date (estimate) Week of 12/30/2024 Week of 1/13/2025

The following represents questions submitted for this RFP and the Department’s responses:

Question 1:

Regarding the Pre-Proposal Conference for RFP No. 95A0082, will the transcript, notes, and/or recording of the Pre-Proposal Conference be released as an addendum?

Answer 1:

Only the teleconference attendees are listed in the addendum (1).

http://www.dot.ca.gov/dpac/ http://www.dot.ca.gov/dpac/

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 2:

Is there any incumbent contractor that supported this work (or related services) previously?

Answer 2:

The prior RFP was awarded to Prosio Communications Inc.

However, for the current RFP (95A0082), all interested bidders must meet the minimum qualifications and adhere to the guidelines specified in the solicitation. This ensures that all proposals are evaluated based on the criteria outlined in the RFP, regardless of past performance or prior engagement.

Question 3:

Is there an incumbent or local preference regarding the current RFP?

Answer 3:

The current RFP will not have an incumbent; the local preference must have their physical office in the State of California as outlined in the minimum qualifications Section B Minimum Qualifications for proposers 5. The Proposer (Prime Contractor) must have an office location in the State of California.

Question 4:

If a bidder is currently certified as both a Small Business Enterprise (SBE) and a Minority Business Enterprise (MBE) in California, does this fulfill the 25% small business requirement and make us eligible for the 5% small business preference?

Answer 4:

Caltrans and OTS encourage the use of SB and DVBE participation but must meet the minimum DBE participation of 5%. See, Section 18 Standards Conditions of Service, section D. Special Program(s) Disadvantage Business Enterprise Program.

Subsection 1.

“This solicitation and resultant Agreement are financed in whole or in part with Federal funds and therefore subject to Title 49, Code of Federal Regulations, Part 26 (49 CFR 26) entitled "Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs." In compliance with 49 CFR 26, Caltrans set an overall annual DBE goal comprising both race neutral and race conscious elements. To ensure equal participation for DBE groups specified in 49 CFR 26.5, Caltrans specifies a contract goal for DBE participation. The required goal for DBE participation in this solicitation is Five percent (5%).”

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 5:

Would Caltrans and OTS consider revising the 10% withhold requirement, at a minimum, to exclude hardship costs such as media buys, sports sponsorships, and the like?

Answer 5:

Attachment 9, Proposed Form of Agreement, Exhibit B is final and binding to any awardee. Caltrans and OTS will not alter or negotiate the terms and conditions of the agreement.

Question 6:

Regarding the prior contract, was the incumbent for this campaign through the Office of Traffic Safety held to a full 10% withholding for the three years of the last contract?

Answer 6:

The previous contract stipulated that the OTS and/or Caltrans shall retain 10% of each invoice until satisfactory completion of all work under the agreement as determined by the OTS and/or Caltrans Contract Manager. However, for the current RFP (95A0082), all interested bidders must meet the minimum qualifications and adhere to the guidelines specified in the solicitation (95A0082). This ensures that all proposals are evaluated based on the criteria outlined in the RFP, regardless of past performance or prior engagement.

Question 7:

Page 4, item c) Please confirm what other languages, in addition to English, the campaign materials and campaign outreach have been carried out in previously.

Answer 7:

Spanish, Mandarin, and Cantonese.

Question 8:

(Exhibit A, Page 4, item 8.E.) What type of shared project file program was used previously and made available to OTS and Caltrans’ Contract Managers during the workdays? Do you prefer the same or a different program moving forward?

Answer 8:

There was no shared project file program used jointly by the OTS and Caltrans. Files were shared via Egnyte and WeTransfer downloadable links. We are open to any project management system, such as SmartSheets, that helps the OTS and Caltrans’ contract managers and prospective bidder track progress on tasks and deliverables.

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 9:

(Exhibit A, Page 9, item B. Task 2 Multicultural Outreach Strategy) Why must collaborative multicultural partnerships be non-paid as described in this section? For the size and reach of the partner groups noted, experience has shown us that oftentimes some underwriting is needed.

Answer 9:

There are other opportunities for paid partnerships in the consulting services agreement.

This task focuses on connecting with partners who can provide feedback and input on messages developed, not paying for a partner to put out a traffic safety message. Per Exhibit A, “The partner organization and the target audience they serve shall have a role in the design and application of traffic safety content developed.”

Question 10:

(Exhibit A, Page 9, item B Task 2): it says contractor shall establish a minimum of 6 and a maximum of 25 new earned partnerships. Is the partnership number for the entire contract period? Is a partner required to be retained for the entire campaign period?

Answer 10:

The minimum and maximum numbers are for the contract period. It is not a requirement to retain the partnership for the entire campaign period. However, there is acceptance criteria associated with the task where certain deliverables should be attained during the duration of the partnership.

Question 11:

(Exhibit A, Page 10, item B Task 2B and 2C). Is 2 C part of 2B?

Answer 11:

No, 2B and 2C are two separate subtasks with different deliverables.

Question 12:

(Exhibit A, Page 12, task 3B). Why is Vietnamese not listed as one of the top languages as it is the 4th biggest subsegment of AANHPI?

Answer 12:

We intended to list the top five non-English languages spoken in California, which includes Vietnamese. They are Spanish, Chinese (including Cantonese and Mandarin), Vietnamese, Tagalog (including Filipino) and Korean. This comes from the U.S. Census Bureau American Community Survey 2018-2022 estimates.

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 13:

(Exhibit A, Page 14). The paid campaign lists general market, Hispanic, African American and targeted teenage and young adult as targets. Is it flexible to expand the target considering the population makeup in CA?

Answer 13:

There is flexibility to expand or refine paid media campaigns to maximize exposure.

Question 14:

(Page 80) “Corridor Safety” is listed as a campaign in the Task 10 Deliverables table but not in the description of Task 10A Focus Groups. Are focus groups to be conducted for Caltrans

(1) Highway Work Zone Safety, (2) Wrong-Way Driving, (3) Corridor Safety, or (4) “Move Over” Law campaigns?

Answer 14:

Yes. This is to specify that at least one focus group or survey every contract year shall be for new or existing/previous Caltrans media campaigns listed. Other focus groups shall be conducted as well, which may include “Corridor Safety.”

Question 15:

(Page 80, J. Task 10A. Focus Groups) The requested research is 2-5 “focus groups or surveys every Contract Year.” If surveys are proposed, should they be scoped for a smaller sample size than the pre-, post-market research for each paid media campaign as outlined in Task 10B. Market Research?

Answer 15:

It should be a statistically significant sample size that represents the target population accurately, and indicates a relationship between variables.

Question 16:

(Page 21, Attachment 1 Sample Cost Proposal) What is the expected range of budget for market research costs (Task 10)? Or can you provide the portion of the budget that was put towards market research during the previous contract?

Answer 16:

There is no expected range. The statewide advertising and paid media plan may be evaluated and adjusted for the most exposure that maximizes the budget, but that must be balanced with understanding and measuring the effectiveness of different types of messages for target audiences.

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 17:

Regarding Attachment 5 – Criteria for Evaluation of Technical Proposal (pg 4 of 6) Section 5 Item 2: Media Outreach & Engagement Communications Plan Letter C states: Partnership plan clearly describes tactics, and goals for executing partnerships with industry groups, and other state local, and regional agencies on joint traffic safety campaigns or traffic safety education initiatives. Can you provide an example of a partnership with an industry group?

Answer 18:

Construction, manufacturing, retail, finance, trade, transportation, trade/professional occupational health and workplace safety associations.

Question 19:

Is the information provided in Attachment 5 – Criteria for Evaluation of Technical Proposal (pg 4 of 6) Section 5 Item 2: Media Outreach & Engagement Communications Plan Letter C states: Partnership plan clearly describes tactics, and goals for executing partnerships with industry groups, and other state local, and regional agencies on joint traffic safety campaigns or traffic safety education initiatives a paid partnership?

Answer 19:

It can be paid or earned (unpaid).

Question 20:

Can you provide an example of a partnership with an industry group as described in Attachment 5 – Criteria for Evaluation of Technical Proposal (pg 4 of 6) Section 5 Item 3:

Local, Regional, State, and National Partnership Plan?

Answer 20:

Specific partners are outlined but may include construction, manufacturing, retail, finance, trade, transportation, trade/professional, occupational health and workplace safety associations.

Question 21:

Is the provided information identified in Attachment 5 – Criteria for Evaluation of Technical Proposal (pg 4 of 6) Section 5 Item 3: Local, Regional, State and National Partnership Plan a paid partnership?

Answer 21:

It can be paid or earned (unpaid).

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 22:

What type of post-campaign research is required as identified in the information provided in Attachment 9, Exhibit A Consulting Services Contract (pg 21 of 26) Task 10 B Market Research?

Answer 22:

Measurements of success and other evaluation methods. This may include key performance indicators that evaluate the impact of a campaign, and strategies implemented such as reach, engagement, message recall, whether it resulted in different perception or attitude/behavior change.

Question 23

Is Caltrans and OTS expecting post focus groups and/or surveys to be conducted post campaign based on Attachment 9, Exhibit A Consulting Services Contract (pg. 21 of 26) Task 10 B Market Research?

Answer 23:

Focus groups and surveys can be for past or new campaigns.

Question 24:

Requesting clarification on Progress Payments for Large-Scale Contract: Exhibit B of the Consulting Services Contract (Federal) on page 6 of 8, the contract states that progress payments will be made based on services provided and actual costs incurred, with a retention of no less than 10% pending final completion of the Agreement. Additionally, the cost worksheet states: **Other Direct costs shall only be reimbursed if justified with prior approval from the OTS and Caltrans in a preapproved work order as necessary to provide the deliverables of the associated task.

Given that the contract budget exceeds $10 million and the project duration is over three years, could you please confirm if the State will permit progress payments for work performed and costs incurred by a Small Business, under the provisions of Public Contract Code (PCC), Sections 12112 and 10314 California Department of General Services?

Specifically, we are interested in whether such payments can be made for transactions that are unique to State business and for distinct, separate tasks, pending satisfactory completion or through a pre-approved work order for hard costs, i.e. paid media.

Answer 24:

PCC 112112 pertains to Acquisition of Information Technology Goods and Services; this Agreement is considered a "Non-IT" service and is therefore not applicable. PCC 10314 is also specific to "goods" and therefore does not apply in this case as this is a "service" contract.

https://urldefense.com/v3/__https:/www.dgs.ca.gov/PD/Resources/SCM/TOC/19/19-01-3__;!!LWi6xHDyrA!6AtpD9p1CbXn_UoM3Uf_iEc1oDKODZPkDd3-0oWAVC4L_G5cjtp0XJGhcrlWE1Yz3IwzU0hXtz58wq7YHLu31_S7-6jD$

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Attachment 9, Proposed Form of Agreement states that not less than 10% of the Agreement amount shall be withheld pending final completion of the Agreement. This is in compliance with the State Contracting Manual and Public Contract Code 10346.

Question 25:

Technical Proposal Requirements A. page 2 of 16, 1) Section 1. Introduction and Minimum Qualifications states, “The following personnel are required for the duration of the contract:

Project Manager, Account Manager, Media Buyer, and Support Staff/Interim.” Additionally, Section 3 states, a. Identify all key personnel of the prime contractor who will be working under the Agreement. To clarify, is it permissible for proposers to list any of the required personnel at a $0 hourly rate in Attachment 1 (Direct Labor Cost) as part of the cost breakdown, or must all personnel have a non-zero hourly rate listed?

Answer 25:

No, it is not permissible to list required personnel without a rate by which they will be billed for work performed. All personnel must have an hourly rate they will be billed at for contract work.

Question 26:

Prior Go Safely, CA campaigns ran through OTS and this one is now a Caltrans contract.

Why has the contract administration of this program changed?

Answer 26:

This is a joint public relations contract. See Exhibit A, Scope of Work, Section 7A for background information on change to contract administration of the program.

Question 27:

There is a budget listed of $39M but the scoring for this RFP indicates that a bidder will get a higher score for submitting a low-cost bid. Given that at least part of this budget comes from federal funds, can you explain why Caltrans and OTS wouldn’t want to spend all of those federal grant dollars?

Answer 27:

There is a combination of federal and state funds that are being used for this consulting services contract.

Question 28:

Is there a minimum amount of the $39M budget that must be spent by bidders as part of their proposals?

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Answer 28:

No. The budget reflects the not-to-exceed amount of work performed over the three-year consulting services agreement.

Question 29:

How will OTS and Caltrans determine which bidders will be invited to participate in an interview?

Answer 29:

Any responsive proposer will be given the opportunity to provide an oral presentation. See Item C. Section 14. Evaluation Process.

Question 30:

Will a certain number be invited and/or will a minimum number of points be required in the technical proposal to be invited to be interviewed?

Answer 30:

Any responsive proposer will be given the opportunity to provide an oral presentation. See Item C. Section 14. Evaluation Process.

Question 31:

Will interviews be in person or virtual?

Answer 31:

The oral presentations/interviews will be held virtually.

Question 32:

Will cost proposals be scored prior to oral interviews or after interviews have taken place?

Meaning, will the evaluation committee who is reviewing technical proposals and conducting interviews know a bidder’s cost score prior to being selected for an interview?

Answer 32:

See Item C. Section 14.B. Evaluation of Proposals for the phases of the evaluation.

Question 33:

Where should we account for a hard cost mark ups on Attachment 1? Should it be shown as an “other direct cost”?

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Answer 33:

There is a media buy markup line item. Any other mark up costs shall be part of the indirect costs included in the personnel labor rates.

Question 34:

Do sponsorship costs have to be paid for before they are reimbursed, or can they be billed in advance of payment due dates to vendors to avoid contractors having to unnecessarily carry those significant costs?

Answer 34:

Payments for reimbursement cannot be made until services are rendered. Specific payment due dates may be established with vendors to reduce the time between contractor payment and reimbursements.

Question 35:

If cost proposal information is not allowed in the technical proposal, how will a paid media plan be evaluated as part of the workplan, with no associated paid media budgets shown?

Answer 35:

There is a technical evaluation for the Work Plan.

Question 36:

How should printed proposals be submitted: bound, 3-ring binder or looseleaf with a binder clip?

Answer 36:

Bidders may submit their printed proposals on standard 8.5 x 11-inch paper.

Question 37:

May bidders use OTS and/or Caltrans as references for Attachment 2B for previous work performed with these departments?

Answer 37:

Yes, bidders may use the Office of Traffic Safety or the Department of Transportation as references for Attachment 2B.

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 38:

This contract is for three years. Is there a possibility of any additional annual extensions, even for time only? None are listed in the RFP or sample contract.

Answer 38:

Attachment 9, Proposed Form of Agreement, Exhibit A provides the terms of the Agreement that the Contractor will be required to complete the work in. It is understood that any proposer that submits a proposal will be required to complete the work with the 3-year time frame.

Question 39:

Are “wet” signatures required, or can we use time-stamped signatures generated through Adobe or DocuSign?

Answer 39:

To protect the security and integrity of Caltrans’ electronic signatures, Caltrans has selected Adobe Sign as the exclusive means to facilitate eSignatures on Caltrans forms and other documents. Caltrans has implemented eSignatures on forms found in the Caltrans Electronic Forms System; these are the forms that have links provided in the Required Attachment Checklist (RFP Attachment 4A & 4B). The only form that Caltrans will need a wet signature on is the Proposal/Proposer Certification Sheet, RFP Attachment 3.

Question 40:

Regarding page 9 B. Task 2 – Multicultural Outreach Strategy and events, it is our understanding that OTS regularly routinely supports events like bike rodeos and car seat checks, etc. Can the State clarify if the cost for these events are covered by another budget or does it have to be included in Task 2 or another task i.e. Task 4C. Media Relations and Event Support?

Answer 40:

Hard costs for the events listed such as bicycles or car seats do not have to be included.

This task would be supporting existing events held by other organizations. The events are examples that are put on by other organizations we could support either through promotion of the event or attending/participating in event.

Question 41:

DVBE participation: The cover letter states. " Prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses..." however only a DBE incentive has been included in this solicitation. Per the California State Contracting Manual – Volume I, "8.12 WHEN TO APPLY THE DVBE GOAL TO A CONTRACT (Rev

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

04/22)" Section B states, Unless statutorily exempt, all contracts, regardless of amount, are subject to the DVBE requirement. Will OTS and Caltrans be reissuing an addendum that satisfies the California Disabled Veteran Business Enterprise Program that requires that agencies take all practical actions necessary to meet or exceed a Disabled Veteran Business Enterprise (DVBE) participation goal of 3% of the agency’s overall contract dollars.

(See Mil & Vet Code § 999, et seq.; PCC § 10115; Tit. 2 CCR § 1896.60, et seq.)

Answer 41:

The current RFP has federal and state funding, and the State must adhere to Federal Regulations (CFR) 26.5 for Agreements financed in whole or in part with Federal funds.

Question 42:

Can agencies with experience working with OTS and Caltrans on other contracts use those contract managers as references?

Answer 42:

Yes, Agencies with experience working with OTS and Caltrans have the opportunity to use those contract managers as references.

Question 43:

The solicitation is requesting to identify key personnel in Section 3, however, cost sheets ask us to identify all personnel by task and hours for anyone who will be utilized for the contract. For purposes of the proposal, is the requirement to submit a resume for any staff who has been assigned hours on the cost proposal?

Answer 43:

The proposal must identify the key personnel of the prime contractor assigned to work under the agreement and include a brief résumé for each, limited to two pages per résumé. Please see Section 4, Technical Proposal Requirements, Section 3. Personnel, subsection a.

The Cost Proposal requires listing all personnel but does not specify the need to provide two-page résumés for non-key personnel involved in the agreement.

Question 44:

In Section 4b Matrix, should "requested services" be the same as Tasks 1-12 as identified in the consulting agreement? Or what “requested services” must be shown in the matrix?

Answer 44:

Provide a table or matrix of relevant, previous contracts or projects cross-referenced with the requested services as outlined in the solicitation.

Question 45:

Under Task 2A please confirm that bidders will not be permitted to develop more than 25 unpaid partnerships with relevant organizations each year. Why is there a limit on free/no cost partnerships?

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Answer 45:

Task 2A states “The Contractor shall, on an ongoing basis, continue to build strategic public and private partnerships that will help maximize resources, or added value (free).” The minimum and maximum is intended to establish an expectation for work product deliverables associated with a specific task, including resource allocation, value perception, encouraging commitment and ensuring quality.

Question 46:

Regarding Task 2A, 7 is the 25 unpaid partnerships with relevant organizations each an annual number?

Answer 46:

Yes, a maximum number. This is the maximum number for each year of the Contract.

Question 47:

Under Task 2A is the number by location (Northern, Central and Southern California) or by market?

Answer 47:

The number is statewide, but locations should be throughout the state (Northern, Central, Southern).

Question 48:

Regarding Task 2A, Task 2A indicates that the contractor shall “on an ongoing basis continue to build strategic public and private partnerships that will help maximize resources or added value” which would seem to indicate ongoing growth is expected.

Answer 48:

Yes.

Question 49:

For Task 2A, can you please give an example of this type of partnership to identify how it is different than Task 2B?

Answer 49:

Task 2A is associated with establishing partnerships that evaluate informational materials and develop traffic safety messages to serve specific target audiences. Task 2B is associated with outreach and engagement activities at events. The priority target audience is the same for each task, but with different objectives.

Question 50:

For Task 2B, the RFP shows a limit of 36 outreach and engagement activities, however, the next table on page 11/26 of the agreement says that “approximately 6 events should be conducted each quarter of the contract year” which would total 24 per year or 72 over three years. Please confirm the total number of activities that should be planned for the three-year contract.

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Answer 50:

Task 2B is for a maximum of 36 outreach and engagement activities each year of the contract. The six events number is approximate to reflect that the number of outreach and engagement activities should be consistent throughout the contract year.

Question 51:

For Task 2B, if only the minimum number of activities (15) were conducted, and the minimum reach must be 50,000, that would mean that each activity would need to reach at least 3,300 people. However, that section also indicates that the types of events should be held at public facilities such as libraries, community centers or schools, which makes logistics for large audiences difficult.

Answer 51:

Reach can be beyond people physically at the event, and include promotion of event, recap of the event, etc. Reach is a key performance indicator that may be used to measure the size of the audience that have seen or were exposed to the event.

Question 52:

Please clarify that the participation numbers that are listed as required are accurate (min 50k and max 200k). That information appears to have been a carryover from a previous Caltrans RFP, and not specific to this effort.

Answer 52:

Reach can be beyond people physically at the event, and include promotion of event, recap of the event, etc. Reach is a key performance indicator that may be used to measure the size of the audience that have seen or were exposed to the event. All requirements listed are for the current RFP.

Question 53:

For Task 2C, why are contractors limited to a maximum of 12 grassroots community engagement events?

Answer 53:

The minimum and maximum is intended to establish an expectation for work product deliverables associated with a specific task, including resource allocation, value perception, encouraging commitment and ensuring quality.

Question 54:

Regarding Task 2C, is the maximum number of 12 grassroots community engagement events an annual number?

Answer 54:

The maximum number is for each Contract year.

Question 55:

For Task 2C, is the maximum number of 12 grassroots community engagement events a number across all ethnic groups?

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Answer 55:

It is for the identified affected communities, which may include multiple ethnic groups.

Question 56:

For Task 3A, why are contractors limited to a maximum of 16 presentations per year?

Answer 56:

The minimum and maximum is intended to establish an expectation for work product deliverables associated with a specific task to ensure quality and resource allocation.

Question 57:

For Task 3A, should contractors expect that they will make all of the presentations for cost proposal purposes, even though the RFP says that “In some instances, OTS and Caltrans staff of the OTS and Caltrans’ contract managers may be available to conduct presentations and activities.”

Answer 57:

Yes.

Question 58:

For Task 3A, are the educational presentations limited strictly to the topics listed in the RFP or can other traffic safety subjects be recommended?

Answer 58:

They may be on the topics listed. Other traffic safety subjects may be recommended, but it is at the discretion of the Contract Managers.

Question 59:

For Task 3B, will the contractor be responsible for printing informational materials or will OTS or Caltrans print informational materials?

Answer 59:

Any printing costs should be included.

Question 60:

For Task 3B, it states that materials are to be provided in English, Spanish, Chinese, Tagalog and Korean, then task 11B states that materials must be provided in a minimum of three languages beyond English and Spanish.

Answer 60:

Yes. The minimum three languages outside of English and Spanish could be the ones listed in Task 3B: Chinese, Tagalog and Korean.

Question 61:

Please confirm that if translations of materials will only include the minimum three beyond English and Spanish, they must be Chinese, Tagalog, and Korean. Task 11B also states that Vietnamese must be included, which would mean that there are four required

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability” languages (not three) beyond English and Spanish. Please confirm all required languages for materials and digital content.

Answers 61:

Task 11B lists out the most spoken languages in California outside of English and Spanish based on the U.S. Census Bureau American Community Survey 2018-2022 estimates. The minimum three languages translated should be based on the U.S. Census Bureau data.

They are Chinese (including Cantonese and Mandarin), Vietnamese, Tagalog (including Filipino) and Korean.

Question 62:

For Task 3C, why are contractors limited to a maximum of 12 informational graphics or videos?

Answer 62:

The minimum and maximum is intended to establish an expectation for work product deliverables associated with a specific task to ensure quality and resource allocation.

Question 63:

For Task 3C, regarding the maximum number of 12 informational graphics or videos, is this an annual number?

Answer 63:

Yes. Every year of contract.

Question 64:

For Task 3C, the contract shows that social media content is due to OTS and Caltrans no later than two months after the notice to proceed. Is a content calendar for all three years of social media content due at that time or does this mean something else?

Answer 64:

This due date is related to the list of contacts the contractor maintains with organizations for teen and older adult presentations and activities associated with Task 3A.

Question 65:

For Task 3D, how does this task differ from Task 2A? Is it focused on just teens and older adults, in which case, should 2A not focus on teens and older adults?

Answer 65:

Task 2A pertains to Multicultural Outreach, while Task 3D pertains to teens and older adults.

Question 66:

Is 2A only for ethnic audiences, and 3D is for the general market, with a special focus on teens and adults?

Answer 66:

Task 2A is for multicultural outreach. Task 3D is for organizations who work specifically with

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability” teens and older adults.

Question 67:

For Task 4A, how do “paid public and private partnerships” as part of the paid media plan differ from other partnerships in other tasks? Please provide an example.

Answer 67:

This is part of statewide advertising campaigns specific to safety messages outlined in Task 4A. An example of a private partnership could be sponsored content on a news or radio station. An example of a public partnership could be working with a non-profit, association or foundation to support paid media messages.

Question 68:

For Task 4b, please confirm that the contractor is expected to only produce a maximum of 30 paid and 36 organic social media posts each contract year.

Answer 68:

Yes.

Question 69:

Regarding Task 4b, does OTS and Caltrans believe that up to three (3) organic posts per month is sufficient to reach its goals?

Answer 69:

This is the requirement associated with this task.

Question 70:

For Task 4b, are these maximum number of posts in addition to or inclusive of the year round earned and paid social media content calendar listed in the same task?

Answer 70:

Inclusive of.

Question 71:

For Task 4b, How is this task (4b) different than task 3C Social Media Content?

Answer 71:

Task 3C is social media content specific to teen and older driver safety. Task 4B is for year-round content related to multiple traffic safety topics and associated awareness days/weeks/months.

Question 72:

Please confirm which languages informational materials must be provided in. Task 3B includes the top five languages, but task 11B references a minimum of 3 and maximum of 12 languages for videos, informational materials and digital content.

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Answer 72:

At least three languages outside of English and Spanish. The listed languages are based on the U.S. Census Bureau American Community Survey 2018-2022 estimates. The languages translated shall be the most common languages spoken in California that are not English or Spanish.

Question 72:

For Task 4C, please confirm that the tracking of media clips by the contractor is limited to press events identified in the same task or will the contractor be responsible for tracking all OTS and Caltrans related earned media?

Answer 73:

Tracking of media clips is associated with campaign activities for Task 4C, which includes social and digital media analytics and all campaign metrics and activities.

Question 74:

For Task 4C, please confirm that the social media graphics listed in this requirement are separate from the social media graphics listed in Task 3C Social Media Content.

Answer 74:

Yes, this is specific to Task 4C and is a separate task requirement from Task 3C.

Question 75:

For Task 5B, can OTS/Caltrans give an example of how it would expect a CBO to place paid media? What is expected of a bidder for this task?

Answer 75:

We think you are referring to Item 5, section b, Strategic Communications Plan. Paid media would be related to CBOs posting co-branded social media content directly on their channels. Examples are outlined in Item 5 of the Work Plan, Strategic Communications Plan.

Question 76:

For Task 6A, will the contractor be responsible for identifying organizations and negotiating deliverables for these partnerships, or only executing and paying for the partnerships and OTS and Caltrans will identify, negotiate deliverables and the agreements?

Answer 76:

Contractor is responsible for identifying organizations and negotiating deliverables.

Question 77:

For Task 6A tabling sessions, a minimum of 3 and maximum of 25, will the contractor be expected to work all of these tabling events?

Answer 77:

No. In some instances, Caltrans and OTS staff or the OTS and Caltrans’ Contract Managers may be available to work tabling events.

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 78:

For Task 6A tabling sessions, a minimum of 3 and a maximum of 25; are those numbers annual or for the duration of the contract?

Answer 78:

Event advertising shall include a minimum of 3 and a maximum of 25 in-person tabling sessions for each vendor.

Question 79:

For Task 7A, should contractors expect to be the guest or keynote speaker for cost proposal development purposes, or will Caltrans/OTS speakers be utilized?

Answer 79:

Caltrans and OTS speakers will be utilized but could also be other subject matter experts at the discretion of the Contract Managers.

Question 80:

For Task 7B, does the $1m limit include production costs for creative ads, or just for graphic design and video production for other purposes?

Answer 80:

Includes any production costs associated with the task.

Question 81:

For Task 8A, the contract document shows that publications and manual are “due to the OTS no later than sixty days after submission of plans.” Can you please explain what this due date refers to?

Answer 81:

This is outlined in the Task 8A Due Date/Timeline table. The due date for remediation of publications is after the publications are submitted. For example, the Triennial Highway Safety Plan (3HSP) is submitted on July 1 so the remediation of the plan would be due 60 days after July 1.

Question 82:

For Task 9A, a minimum of 6 outreach activities reaching a minimum of 50,000 people means that each Safety Sam Presentation would need to reach more than 8,000 people.

This does not align with a presentation format. Please confirm participation numbers. This appears to be a carryover from a prior Caltrans RFP and not related to this effort.

Answer 82:

Reach can be beyond people physically at the event, and include promotion of event, recap of the event, etc. Reach is a key performance indicator that may be used to measure the size of the audience that have seen or were exposed to the event. All requirements listed are for the current RFP.

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 83:

For Task 10A, please confirm that OTS and Caltrans expect focus group will be conducted every year for all creative campaigns, whether new or existing creative is being used?

Answer 83:

Per the Task 10A description: “The Contractor shall conduct a combined minimum of two and maximum of five focus groups or surveys every Contract Year for new or existing/previous advertising concepts of messaging developed.”

Question 84:

For Task 10A, please confirm how many baseline awareness surveys must be conducted per year and for what campaigns?

Answer 84:

This is for each Focus Group conducted, per the Task 10A description: “The Contractor should include a baseline awareness survey of perceptions and knowledge of traffic safety issues within the selected target audiences for the campaign, as well as survey results of perceptions and attitudes of tested messages to track awareness/attitudinal/behavioral changes.”

Question 85:

For Task 10B, please confirm that Caltrans/OTS expects that every paid media campaign must have a pre and post market research activity associated with it, each year.

Answer 85:

Yes. Per the Task 10B description: “Market research conducted should be reflected in each Paid Media plan.”

Question 86:

For Task 10B, is OTS and Caltrans suggesting that formal pre/post market research surveys should be conducted for every paid media campaign on a statewide basis? This will be very expensive, considering that there are multiple campaigns that run every year. Please provide more information for this task.

Answer 86:

Yes, per Task 10B description: “Contractor shall provide pre- and post-market research for each paid media campaign every Contract Year as identified in Task 4.” The OTS and Caltrans are interested in how the contractor would approach completing this task, given the costs that may be involved.

Question 87:

For Task 11A, how is this task different than task 2A that states “Partnerships should include plans to evaluate informational materials and develop new traffic safety messages that are developed specifically to serve the targeted audiences of partnering organizations.”? And how is it different than Task 11E?

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Answer 87:

Task 11A is for specific to the Equity Media Toolkit deliverable, whereas Task 11E is about building a library of resources with culturally appropriate messages that other organizations may utilize, and may include, the Equity Media Toolkit. Task 2A is associated with partnerships with organizations that would look at a variety of safety messages and provide input on the best ways to convey culturally appropriate message.

Question 88:

For Task 11C, how are non-traditional partnerships identified in this task different from other partnerships identified in other tasks? Please provide an example.

Answer 88:

Examples are outlined in the task description: “the National Urban League, Gay & Lesbian Alliance Against Defamation (GLAAD) and other minority-based industry and trade association groups.”

Question 89:

Where do bidders account for Spanish translations in the tasks for cost sheets? As part of Task 3B, since 11B indicates it is for languages other than English and Spanish?

Answer 89:

The proposer shall demonstrate its ability, or the ability of its intended subcontractor, to produce and execute a print, internet, and television broadcast advertising program in Spanish and English. All other translations and services are detailed in separate tasks and subtasks.

Question 90:

For Task 12A, will OTS and Caltrans provide a list of grantees and related events to support, or will the contractor be responsible for identifying grantees and related events to support?

Answer 90:

Yes, we will provide a list of grantees and any related grantee events that could be supported.

Question 91:

Will you give the contractor direct access to collaborate with grantees, or will OTS be the direct contact for all grantee related activities?

Answer 91:

We will provide direct access as appropriate.

Question 92:

For Task 12A, will grantees be responsible for covering all hard costs associated with each event out of their own specific grant? If not, how is a bidder supposed to estimate hard costs for these events in its cost proposal, without knowing anything about the type, location, or goals of these events?

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Answer 92:

This is to support existing events organized by grantees, as outlined in the Task 12A description: “Contractor support may include informational booths, presentations, traffic safety activities and developing materials or promotional content to support events.”

Question 93:

For progress payments listed on page 6 of 8 in Exhibit B, is OTS and Caltrans stating that 10 percent of all labor and hard costs will be withheld for the duration of the three-year contract only to be paid at the end of the three-year contract?

Answer 93:

Attachment 9, Proposed Form of Agreement states that not less than 10% of the Agreement amount shall be withheld pending final completion of the Agreement.

Question 94:

Regarding page 6 of 8 in Exhibit B is this withholding also apply to the $6m in event advertising and any other paid media? Sponsorship and media vendors and hard costs are expected to be paid in full by a bidder in order to conduct business, and this can create an unusual hardship for a business to carry 10 percent of a multi-million-dollar contract for three years, thereby potentially limiting who can submit for this bid.

Answer 94:

Attachment 9, Proposed Form of Agreement states that not less than 10% of the Agreement amount shall be withheld pending final completion of the Agreement. This is in compliance with the State Contracting Manual and Public Contract Code 10346.

Question 95:

Would Caltrans and OTS consider paying, at a minimum, 100 percent of hard costs and media costs once delivered by the contractor? Otherwise, bidders are essentially serving as a bank/line of credit for the state for three years, which is a major financial burden.

Answer 95:

Attachment 9, Proposed Form of Agreement, Exhibit B is final and binding to any awardee.

Caltrans and OTS will not alter or negotiate the terms and conditions of the agreement.

Question 96 How does the prompt payment clause align with the 10 percent withholding when the RFP states that “OTS and Caltrans will not withhold payment from the contractor when the contract is federally funded”? This seems to contradict the 10 percent withholding. Since this contract is federally funded, does it supersede the withholding clause?

Answer 96:

The contract is a mixture of Federal and State funds. Attachment 9, Proposed Form of Agreement states that not less than 10% of the Agreement amount shall be withheld pending final completion of the Agreement. This is in compliance with the State Contracting Manual and Public Contract Code 10346.

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Question 97:

Which social media profiles will the contractor be posting to? There are at least three social media profiles connected to OTS and Caltrans, across several platforms: OTS, Caltrans and Go Safely (on IG, FB, and X).

Answer 97:

All three media profiles – Caltrans, OTS and Go Safely accounts on IG, FB and X.

Question 98:

Which of the aforementioned social media (on IG, FB, and X) profiles will the contractor be providing content for?

Answer 98:

All of the above.

Question 99:

Do the minimum number of social media posts apply to all platforms or each one?

Answer 99:

All platforms. The minimum number of social media posts includes posting on each platform.

Question 100:

Besides contest prizes and giveaways, what are considered unallowable hard costs in this contract? For example, will OTS and Caltrans allow the purchase of stickers for bicycle safety kids activities, such as helmet decorating, if they are to be used at outreach and engagement activities and events?

Answer 100:

See 2016 National Highway Traffic Safety Administration (NHTSA) Memorandum “Use of NHTSA Highway Safety Grant Funds for Certain Purposes and Governor’s Memo 02-18- 2011. Stickers for helmet decorating are not an allowable expense.

Question 101:

Part of this contract will require a comprehensive statewide event coordination and execution effort. Besides California state travel limitations, which include daily meal and lodging limits, are there any other restrictions to consider when planning events? For example, personal car use versus rental cars. Allowable flight costs, etc.

Answer 101:

Yes, this is outlined in Exhibit B, Section 5 Allowable Costs and Payments, subsection A. This is also outlined on the California Department of Human Resources website.

Question 102:

What are your event staffing expectations, and do you have any guidelines already in place?

If so, can you provide an example of requirements for events?

https://www.nhtsa.gov/sites/nhtsa.gov/files/2023-03/Use%20of%20NHTSA%20Highway%20Safety%20Grant%20Funds%20for%20Certain%20Purchases%2005182016.pdf https://www.nhtsa.gov/sites/nhtsa.gov/files/2023-03/Use%20of%20NHTSA%20Highway%20Safety%20Grant%20Funds%20for%20Certain%20Purchases%2005182016.pdf https://archive.gov.ca.gov/archive/gov39/2011/02/18/news16911/index.html https://archive.gov.ca.gov/archive/gov39/2011/02/18/news16911/index.html https://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx

“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability”

Answer 102:

Events are expected to be staffed accordingly to the event, for the duration of the event, and based on expected event turnout, any staffing from the OTS and/or Caltrans, roles and responsibilities, and what the OTS and Caltrans Contract managers deem reasonable and necessary to successfully conduct the event. There will be a process in place for event staffing.

Question 103:

Many events require fees to attend, even as a government agency. Do you have a cap on allowable attendance fees, or does the contractor have discretion to determine what a reasonable rate may be, so long as it is approved in advance by Caltrans and OTS?

Answer 103:

There is no cap on allowable event fees, but the cost should be reasonable for the type of event. Any direct costs require prior approval from the OTS and Caltrans.

Question 104:

Does Caltrans have someone on staff who will wear the Safety Sam mascot costume for events, or will the contractor need to provide staffing to fill this role for every event?

Answer 104:

Yes, we have staff who will wear the costume, but this depends on the specific event and availability.

Question 105:

Does the OTS have a mascot for any of its campaigns? Do you have someone on staff who wears this/these costume/s at events, or will the contractor need to provide staffing to fill this role?

Answer 105:

The OTS does not have a mascot for its current campaigns. There are people on staff who will wear the costume. In some instances, the OTS staff or the OTS and Caltrans Contract Managers may be available to work events, including someone to wear the costume.

Question 106:

Will you require spokespeople in multiple languages or English only?

Answer 106:

English and Spanish, but this is dependent on the specific event needs.

Question 107:

Will the contractor be responsible for drafting and/or designing the agency HSP and annual reports? If so, given the end-of-year deadlines and holidays, will the contractor be expected to work nights, weekends, and holidays to accomplish these tasks?

Answer 107:

There may be some assistance needed in the design and layout of content.