CN-550000-BDO82.pdf

EXHIBIT “A” SCOPE OF SERVICES ITN-DOT-09/10-6010DS

State of Florida Department of Transportation

EXHIBIT "A"

SCOPE OF SERVICES FOR SR 826/PALMETTO EXPRESSWAY

PUBLIC COMMUNICATIONS CONSULTING SERVICES

PROJECT/PROPOSAL NUMBER..: ITN-DOT-09/10-6010DS

FINANCIAL PROJECT NUMBER..: 411463-1-62-02

EXHIBIT "A"

SCOPE OF SERVICES

FOR

SR 826/PALMETTO EXPRESSWAY PUBLIC COMMUNICATIONS CONSULTING SERVICES

PURPOSE

The Florida Department of Transportation, hereafter referred to as the Department, requires sealed written Qualifications Submittals from qualified firms to provide SR 826/Palmetto Expressway Public Communications Consulting Services.

This Scope of Services describes and defines activities which may be required by the Florida Department of Transportation for a range of services to include, but not limited to: communications planning and implementation, public relations and community involvement, customer service, general translation and interpreting services, website development and maintenance, marketing and advertising services, marketing and media research, media planning and placement, preparation of related media communications and collateral materials, preparation of audio/video presentations and project planning coordination and implementation, and other services that may be related.

This includes, but is not limited to, those operations necessary for mobilization, the movement of personnel, equipment, supplies, expertise, incidentals, permits, notifications, and fees associated with such notifications, if any. The Department shall request consultant services on an as-needed basis. There is no guarantee that any or all of the services described in this Agreement will be assigned during the term of this Agreement. Further, the Consultant is providing these services on a nonexclusive basis. The Department, at its option, may elect to have any of the services set forth herein performed by other consultants or Department staff.

This is an indefinite quantity contract where the Contractor agrees to furnish services during a prescribed period of time. The specific period of time completes such a contract, unless services are terminated.

This Contract shall begin on the date the Notice to Proceed is given and shall continue for a period of four (4) years. This agreement may be renewed, not to exceed four (4) one-year renewals. If a renewal is desired, it must be executed by the Department and the Contractor prior to the expiration of this agreement. This contract may be renewed on a yearly basis for a period of up to four (4) years after the initial contract or for a period no longer than the term of the original contract.

DEFINITIONS

Contractor

The Contractor retained by the Department to perform SR 826/Palmetto Expressway Public Communications Consulting Services described in this Scope of Services.

Department

The Florida Department of Transportation (FDOT)

Letter of Authorization

A letter issued by the Project Manager (or his/her designee) authorizing the Contractor to commence work on a specific task. Completion due dates and fees are specified in this document.

Project Manager

The Department’s staff member(s), manager(s) or consultant(s) with overall responsibility and authority to oversee the SR 826/Palmetto Expressway Public Communication Consulting Services in Miami-Dade County.

Task Assignment

One or more tasks assigned under this contract in connection with the SR 826/Palmetto Expressway Public Communications Consulting Services Miami-Dade.

Job Classifications and Descriptions:

Project Manager: Primary point of contact with the Department’s Project Manager (or his/her designee) on overall activities of the contract; ensures contract compliance; manages budget and executes special projects. Responsible for entire Marketing and Advertising group and Public Relations group to include staff supervision and work production.

Creative Executive: Develops creative marketing and advertising concepts, campaigns and collateral materials; provide creative materials for use in broadcast and print; preparation of audio/visual presentations; insures timely development and execution of plan, campaign and projects.

Graphic Designer: Responsible for print advertising, collateral material, logo development and typography. Designs and produces art and copy layouts.

Media Buyer: Develops overall media strategy, preparation of media recommendations and authorizations, media negotiations and media buying.

Public Information Specialist: Writes Community Awareness Plans for projects in the construction phase; identifies potential impacts to the public as a result of construction; acts as the source for project related information; prepares and disseminates collateral materials to the public; develops strategic alliances and corporate partnerships; prepares and presents project information for meetings; coordinates resolution of issues; maintains database of stakeholders; prepares information for updating website;

performs media responses by interview or in writing as needed; coordinates and staffs formal and informal public meetings; and executes other duties relevant to the position.

Assistant Public Information Specialist: Performs customer satisfaction surveys; supports the activities of the Public Information Specialist as needed and approved; executes other duties relevant to the position.

Webmaster: Designs and maintains website(s) for SR 826/836 Interchange Project and future SR 826/Palmetto Expressway projects as needed. Updates website(s) with information provided by the Public Information Specialist and the Department’s Project Manager. Coordinates with webmaster from other project websites to ensure all sites link together.

CONTRACTOR RESPONSIBILITIES

Coordination with the Department

All aspects of each task shall be coordinated through the Department’s Project Manager (or his/her designee). All authorizations and approvals shall be in writing and executed by the Project Manager (or his/her designee) prior to the commencement of work.

The Project Manager is Kathy McLendon and is located at:

Florida Department of Transportation District Construction Department 1000 Northwest 111th Avenue Miami, Florida 33172

Services to be Provided

The following procedures are general for all projects. One (1) or more of them may be necessary depending on the scope of the project. The necessary steps will be identified and a schedule of marketing and advertising and public relations activities will be established by the DEPARTMENT’s Project Manager.

If the procedural regulations referenced herein are revised or superceded before the services by the CONTRACTOR are rendered, compliance with the most up-to-date version and/or amendments/statutes will be required.

The CONTRACTOR will provide any one or more of the following services as required by the

DEPARTMENT.

Marketing and Advertising

a. Communications planning and implementation

b. Marketing and advertising services

c. Marketing and media research

d. Media planning and placement

e. Preparation of related media communications and collateral materials

f. Preparation of audio/video presentation

g. Project planning coordination and implementation

h. Other related activities

Public Relations, Community Involvement and Customer Service

a. Public Relations Campaigns

b. Development of Community Awareness Plans

c. Crisis communications

d. Media Spokesperson

e. Develop speeches and talking points

f. Special Event planning and participation

g. Elected Official Notification

h. Website development and maintenance

i. Newsletter and feature story writing

j. Development of collateral materials

k. Translation and printing services

l. Communicate project information and addressing concerns

m. Perform Customer Surveys

CONTRACT ADMINISTRATION

The CONTRACTOR shall be responsible for SR 826/Palmetto Expressway Public Communications Consulting Services as described in this Scope of Services. These responsibilities shall be carried out through planning, assignment, coordination, inspections, quality control, field operations, reporting, and other forms of administrative management required optimizing services and support in compliance with terms specified herein.

STAFFING

The CONTRACTOR shall provide the DEPARTMENT with a Project Manager for the life of the contract. Any changes to the Project Manager or any other personnel submitted in their proposal must first be approved by the DEPARTMENT’s Project Manager.

The CONTRACTOR shall keep a staff of adequate size to respond to the requirements of this Contract at all times during the term of the Contract.

The CONTRACTOR shall supply competent and committed staff to the DEPARTMENT at appropriate levels of skill and utilization.

DIRECTION OF WORK

The CONTRACTOR's work shall be performed and/or directed by the key personnel identified in the Invitation to Negotiate (ITN) submitted by the CONTRACTOR.

MONITORING OF PERSONNEL

The CONTRACTOR will continuously monitor personnel performance as part of its own management activity.

CHANGES IN PERSONNEL

Any changes in the indicated personnel in charge of the work shall be subject to review and approval by the DEPARTMENT in writing before performing any billable services.

AUTHORIZATION OF WORK

No work shall be undertaken by the CONTRACTOR unless it has been authorized in writing by the DEPARTMENT. The DEPARTMENT shall issue a formal Notice to Proceed authorizing the CONTRACTOR to begin work on a specific date.

INSURANCE

The CONTRACTOR shall be required to submit proof of current general liability and workman’s compensation insurance for the life of this contract and any subsequent renewals.

REVIEWS

Throughout the term of the Contract, the DEPARTMENT may conduct reviews of the work performed by the CONTRACTOR. The CONTRACTOR shall cooperate and assist the DEPARTMENT throughout these review processes.

PROJECT RECORDS

The CONTRACTOR shall maintain complete and accurate project records, in hard copy of all activities and any other events relating to the Contract.

STATUS REPORT

The CONTRACTOR shall supply a status report consisting of all completed activities to the DEPARTMENT bi-weekly during the entire Contract commencing with the Contract Notice-to- Proceed. The report shall include a detailed description of the services performed including all special requirements. The report shall also include plans of action to correct present and anticipated problems, and the status services to be required.

ADDITIONAL WORK

The CONTRACTOR shall work closely with the DEPARTMENT’s “Project Manager” or each location’s “Facility Representative” or his designee in developing services for any additional work.

Any excess exceeding the total contract amount shall require a supplemental agreement supplied by the Department and signed by both parties prior to the work being performed. Supplemental agreements may extend the contract price beyond the original contract limit if approved by the Department. Execution of this Supplemental Agreement does not guarantee that the work will be authorized.

The CONTRACTOR shall work closely with the DEPARTMENT’s “Project Manager” (or his/her designee) in developing services for any additional work. The original contract may be amended to include any additional services required within the intent of the original contract.

Before making any additions or deletion to the work described in this agreement, and before undertaking any changes or revisions to such work, the parties shall negotiate any necessary cost changes and shall enter into a supplemental agreement covering such work and compensation. Reference herein to this Agreement shall be considered to include any Supplemental Agreement.

The DEPARTMENT may authorize any unforeseen work which is essential to the satisfactory completion of the completion within the intent of the original scope of work. No unforeseen work shall be performed by the contract vendor without prior authorization.

CONTACT NUMBERS

The DEPARTMENT requests that the CONTRACTOR provide cell phone numbers for all key personnel responsible for answering and responding to the needs of the DEPARTMENT.

LOCATION OF THE CONTRACTOR

The CONTRACTOR shall be stationed locally to work directly with the DEPARTMENT during the term of the Contract. The CONTRACTOR must have a full-service operational office in Miami-Dade or Broward Counties, Florida.

FURNISHING OF SERVICES

The CONTRACTOR shall furnish all materials, equipment machinery, tools, apparatus, means of transportation, labor, services and supplies required to perform the services as outlined in this Scope of Services.

SUBCONTRACTING

It may be necessary for the CONTRACTOR to subcontract portions of the work. The subcontracted firm(s) must be approved and qualified by the DEPARTMENT prior to the initiation of any work.

The CONTRACTOR shall be fully responsible for the satisfactory completion of all subcontracted work.

The Contractor shall provide the DEPARTMENT and/or the DEPARTMENT’S Project Manager (or his/her designee) with copies of the names for all the Sub-Consultants/Sub-Contractors or employees who shall be performing the work as required.

DEPARTMENT RESPONSIBILITIES

CONTRACT ADMINISTRATION

The DEPARTMENT shall provide a Project Manager who shall administer the terms of the Contract.

The DEPARTMENT’s designated Project Manager is Kathy McLendon.

In Ms. McLendon’s temporary absence from the office, the Department shall authorize another individual to perform the Project Manager duties.

The Department may replace Ms. McLendon as the Project Manager during the term of this agreement.

The “Project Manager” or her designee shall administer this contract to assure the CONTRACTOR is complying with the work described in this Scope of Services.

The DEPARTMENT will be responsible for enforcing the terms of the Contract.

The DEPARTMENT will maintain close contact with CONTRACTOR to ensure that major expenses are not incurred for materials, goods and services that can be provided by the DEPARTMENT.

The District Six Project Manager will supply the necessary form letters, agreements, plans and any other documents that would be needed.

The DEPARTMENT shall issue a “Letter of Authorization”for services under this contract. Contracts to this agreement shall be defined as “Letters of Authorizations”.

The DEPARTMENT shall issue a formal Notice to Proceed authorizing the CONTRACTOR to begin work on a specific date.

The DEPARTMENT shall provide the CONTRACTOR with written correspondence at random intervals indicating progress and/or deficiencies in performance.

PRE-WORK CONFERENCE

The DEPARTMENT shall conduct a pre-work conference prior to the start of the work to discuss and review the proposed work and the CONTRACTOR's plan of action for training their personnel and preparing and submitting work schedules.

METHOD OF COMPENSATION

The Department agrees to compensate the Contractor for services performed under this Agreement in the following manner.

The Department and/or the Department’s Project Manager (or his/her designee) and the Contractor shall agree on the services to be performed for each work authorization, the work item and quantities required for the performance of the services, and the performance period and the compensation to be paid.

The CONTRACTOR shall be paid in accordance with Exhibit “C”, Method of Compensation for providing the Public Involvement Consultant Services described in this Scope of Services and defined in Exhibit “B”, Contract Price Proposal. The contract billing rates shall include the costs of salaries, overhead, fringe benefits and operating margin.

The DEPARTMENT does not guarantee any minimums or maximums under this contract.

The DEPARTMENT agrees to pay the CONTRACTOR monthly based on the units of work accepted and described in Exhibit “B”, Contract Price Proposal which are hereby attached and made part of this contract. Payment shall be made upon receipt and approval of an invoice detailing the services performed.

The “Project Manager” or his designee shall render approval or disapproval of services within five (5) working days of receipt of an invoice.

Bills for fees or other compensation for services and expenses shall be submitted to the Department’s Project Manager (or his/her designee) in detail sufficient for a proper pre-audit and post-audit thereof.

Payment for services provided under this contract shall be in accordance with Exhibit “C”, Method of Compensation. Upon completion, the work may be subject to an inspection by the DEPARTMENT.

Work that is determined to be unacceptable shall be re-performed by the CONTRACTOR at no additional cost to the DEPARTMENT.

REVIEWS

Throughout the term of the Contract, the DEPARTMENT may conduct reviews of the work performed by the CONTRACTOR to verify that the project control and management procedures are assuring project performance with reasonable conformity with DEPARTMENT policies, specifications, and contract provisions. The CONTRACTOR will assist the DEPARTMENT in these reviews.

CORRECTIONS OF DEFICIENCIES

When deficiencies are indicated in a review, the CONTRACTOR will immediately implement remedial action to eliminate the deficiencies. Remedial actions may include further training of the CONTRACTOR’s personnel (in scope and/or frequency), subdivision of staff responsibilities, addition of staff, or replacement of personnel whose performance is considered inadequate.

NON-COMPLIANCE

Failure by the CONTRACTOR to comply with the Rules and Regulations stated in this Scope of Service and those that may later be added in shall result in the immediate suspension of work, CONTRACTOR placement in non-compliance status and/or contract termination.

The parties recognize that timely performance by the CONTRACTOR is of the essence. Should the CONTRACTOR fail to perform the work specified in this Scope of Services and cause the DEPARTMENT to intervene, all costs incurred by the DEPARTMENT shall be charged to the CONTRACTOR and shall result in the immediate suspension of work, CONTRACTOR placement in non-compliance status and/or contract termination.

If the DEPARTMENT determines that the performance of the CONTRACTOR is not satisfactory, the DEPARTMENT may terminate this contract as described in Section 6, of the State of Florida Department of Transportation Contractual Services Standard Agreement. Any necessary default action will be processed in accordance with the Department of Management Services Rule 60A-1.006(3).

In either event, intervention or default, all payment to the CONTRACTOR shall stop during the time involved and the DEPARTMENT shall hold all payment due to the CONTRACTOR until cost to the DEPARTMENT is satisfied. The DEPARTMENT reserves the right to deduct such costs from any payment due to the CONTRACTOR.

If the CONTRACTOR fails to comply with the Contractor Responsibilities section of this Scope of Services and it is not immediately corrected, the DEPARTMENT shall construe that the CONTRACTOR is in non-compliance and shall result in the immediate suspension of work, CONTRACTOR placement in non-compliance status and/or contract termination.

CONTRACTOR'S WARRANTY

The CONTRACTOR warrants to the DEPARTMENT that the services shall be performed in a competent manner.

PROPOSAL SUBMITTAL

A CONTRACTOR's Proposal shall be in the form of a unit price for each services required as described in the Exhibit “B”, Contract Price Proposal.

AWARD OF THIS CONTRACT

The DEPARTMENT shall award this contract to the responsive, responsible PROPOSER with the highest combined score whose references check out and has not been debarred or suspended from any other contract.

The DEPARTMENT does not guarantee any maximum or minimum quantities for this contract.

The DEPARTMENT reserves the right to award this contract in whole or in part.

The DEPARTMENT reserves the right to award this contract to one (1) or more Proposers in the best interest of the State of Florida.

RULES AND REGULATIONS

All work performed by the CONTRACTOR pursuant to this agreement, including, but not limited to the preparation of all tracings, plans, specifications, maps, computer files and/or reports prepared or obtained under this Agreement, as well as all data collected, together with summaries and charts derived therefrom, shall be considered works made for hire and shall become the property of the DEPARTMENT upon completion or termination without restriction or limitation on their use and shall be made available, upon request, to the DEPARTMENT at any time during the performance of such services and/or upon completion or termination of this Agreement. Upon delivery to the DEPARTMENT of said document(s), the DEPARTMENT shall become the custodian thereof in accordance with Chapter 119, Florida Statutes. The CONTRACTOR shall not copyright any material and products or patent any invention developed under this agreement. The DEPARTMENT shall have the right to visit the site for inspection of the work and the products of the CONTRACTOR at any time.

Encumbrances.pdf