Bus and Para Advertising RFP QA_9-4-26.pdf

RESPONSES TO REQUESTS FOR CLARIFICATION FOR REQUEST FOR PROPOSALS WESTCHESTER

COUNTY BEE-LINE BUS AND PARATRANSIT VEHICLE ADVERTISING SERVICES

September 4, 2026

Question 1. We have seen the response due date referenced as both September 18, 2026 and September 25, 2026 in different postings of this opportunity. Could you please confirm the official due date and time?

Response: The due date is September 25, 2026 by 4PM EST. Any proposals physically received by County after 4P EST will be deemed non-responsive. See Addendum 1.

Question 2. Does this solicitation require the selling of advertising space (e.g. its revenue shared / revenue-based contract)?

Response: Yes.

Question 3. May companies from outside USA apply for this? Can firms conduct work from outside the USA?

Response: No.

Question 4. Do firms need to come over there for meetings?

Response: As per the RFP, proposers may be asked to respond to questions regarding their submissions in person at the discretion of the County. Chosen firm’s representatives will also be required to work with the County project manager and other County/bus operator personnel as necessary to implement contract requirements.

Question 5. Can firms submit proposals via email?

Response: No, as per the RFP, proposers must submit hard- and electronic copies of the required documents.

Question 6. Could you please direct us to where Schedule "B" (the Revenue Proposal template) can be obtained?

Response: The Schedule B Revenue Proposal form can be found on page 32 of the RFP.

Question 7. Regarding the five-year tri-state area experience requirement referenced in the evaluation criteria, could you clarify whether this experience must be specific to transit/bus advertising, or whether relevant out-of-home and large-scale advertising program management experience within the tri-state area would also be considered?

Response: As per the RFP, proposer should have experience with transit/bus advertising.

Question 8. Would the Authority consider increasing the percentage of the fleet available for King Kong and full-wrap advertising to better support revenue maximization and overlapping campaign demand?

Response: The County will allow a 10% allocation for the use of Kong wraps and another 10% allocation for full-wrap advertising. This is in addition to the 10% for “full back” treatment. See Addendum 1.

Question 9. Can you confirm whether the 10% allocation for Kong and full wraps is combined, or whether each product can have its own separate 10% allocation?

Response: See Question 8 response.

Question 10. Would the County consider allowing the option years to be up on mutual consent of both parties?

Question 11. We noticed that advertising on bus shelters is not included in the scope of this procurement. However, points are awarded to the proposer and its staff for demonstrating knowledge of the County’s relevant bus shelter equipment, operations, and maintenance.

May we ask the relevance of this being part of the scoring criteria? Will the successful bidder have the responsibility to maintain the bus shelters in any way? Would the agency consider removing this criterion from the scoring evaluation?

Response: Proposers do not need to demonstrate knowledge of the County’s relevant bus shelter equipment, operations, and maintenance. Proposers will not be scored on their knowledge of shelter equipment, operations, and maintenance. See Addendum 1.

Question 12. Is shelter advertising included in this RFP? If so, how many shelter panels are included, and can the County please provide a list of the locations with latitudes and longitudes?

Response: No. This scope does not include shelter advertising. See Question 11 response.

Question 13. May we ask the County to consider 60 or 90 days regarding termination for the County’s own convenience? This would allow the selected vendor to construct an exit plan with advertisers and present it to the County for approval.

Response: County License agreement will provide for 60 days’ notice regarding termination for convenience. See Addendum 1.

Question 14. Can the County confirm that Headliners are an approved product within the portfolio of accepted advertising offerings?

Response: As per the RFP, proposers may use Kong, full wrap, full back and car cards for advertising.

Question 15. May we ask the County to please release a copy of the current advertising contract?

Response: The current contract is provided in Addendum 2.

Question 16. Could you please provide the annual sales history for each of the last five years?

Response: Sales histories are not provided.

Question 17. Please provide a summary of payments made to the County for each of the last five years of the current contract.

Response: See chart below:

Question 18. Can you provide photograph examples and / or print schematics or templates showing the allowed coverage area and sizes of the approved King Kong and full wrap advertisement formats?

Response: Kong, full-wrap and full-back wraps should be appropriate to New Flyer XDE 35’, 40’ and articulated buses.

Question 19. For paratransit vehicles, is there a defined maximum ad area/placement spec (similar to the bus exterior rules), or is "windows not substantially obstructed" the only constraint?

Response: The Licensee may propose paratransit vehicle advertising specifications though windows may not be substantially obstructed. The County will have final approval of the size and type of any paratransit advertising.

Year Payments to County 2022 560,800.32$ 2023 620,240.96$ 2024 710,799.96$ 2025 798,299.98$

(YTD) 2026 207,950.01$

Question 20. Can you provide a list of all currently approved and offered advertising formats, including photos and or dimensions of each format?

Response: As per the RFP, proposers may use Kong, full wrap, full back and car cards for advertising. Kong, full-wrap and full-back wraps should be appropriate to New Flyer XDE 35’, 40’ and articulated buses.

Question 21. Can you confirm the garage location(s) where the fleet is housed and provide access protocols and hours of access for the purposes of installing, removing and maintaining advertising graphics?

Response: Bus garages are at 475 Saw Mill River Road in Yonkers, NY (243 vehicles), 5 Walker Road in Valhalla, NY (77 vehicles), and 7 Dogwood Rd, Cortlandt Manor, NY (5 vehicles). Paratransit facility is located at 14 Fisher Lane in White Plains, NY (123 vehicles).

Access hours and protocols will be determined with County operators.

Question 22. Will the incoming vendor be responsible for removing/replacing existing advertising installations, and at whose cost?

Response: Should they be remaining, the incoming Licensee shall be responsible for removing existing installations.

Question 23. Will the current operator be entitled to any commission or compensation for future booked campaigns after the expiration date? If so, how much are they owed and can the County provide the amount of revenues contracted that will run after the current contract expires?

Question 24. Are the fleet counts in Exhibit 1 (325 fixed-route buses, 123 paratransit vehicles) expected to remain stable through the 5-year term, or are there known fleet expansion/replacement plans that would affect available ad inventory?

Response: The fleet size shall stay stable throughout the full term of the contract.