DOT-RFP-26-6198LS - Addendum #1.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: October 20, 2025

TO: PROPOSERS

FROM: Lester Silva Procurement Agent District Six

RE: Project & Proposal No.: DOT-RFP-26-6198LS

FIN No.: 431868-8-62-01 Counties: Miami-Dade & Monroe Proposals Due Date: October 27, 2025, at 10:00 AM Via email to D6.Purch@dot.state.fl.us

WORK DESCRIPTION: Districtwide Public Strategic Communications Consulting Services on Miscellaneous Construction Projects 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. Just to clarify there is one Project Manager position called the Consultant Strategic

Communications Project Manager, correct? In other words, wherever we see Consultant

Project Manager it is the same position?

1. Yes.

2. If the Crisis Communications Manager and

Senior Community Outreach Specialist are one and the same as allowed in the RFP, can that position use the Crisis Communications

Manager rate or would that person have two rates depending on the work assigned?

2. It is the same rate.

3. Is there any other position besides the Strategic

Communications PM that cannot be a subconsultant position?

3. Strategic Communications Project Manager, Crisis Construction Communications Manager, Senior Community Outreach Specialist and Community need to be prime.

4. Has the TRC been selected for this project, and if so, can you share the names and their positions?

4. Maria Rosa Higgens Fallon, Manny Espinal & Dru Badri

5. What position addresses the Special Projects and Miscellaneous job description on Page 8 of

Exhibit A Scope of Services?

5. Yes, page eight addresses this question. The Strategic Communications Manager Project Manager, Senior COS and COS may take on these activities as needed.

6. Are the only two forms to be included in the submittal the Vendor Certification Regarding

Scrutinized Companies Lists and the E-Verify? If so, should these be added to the Price Proposal document or a tab in the Technical?

6. Those are the only two forms required and should be submitted with the Technical Proposal.

DOT-RFP-26-6198LS Addendum #1 - October 20, 2025, Page 2 of 3

7. For the February 2026–February 2029 contract term, may hourly rates be adjusted annually for inflation or cost-of-living increases, or must they remain fixed throughout the full term and renewals?

7. Fixed.

8. May proposers subcontract specialized services (e.g., video production, translation, community engagement), and if so, are there limits or pre-qualification requirements for subconsultants?

8. Yes, they can subcontract services, but it is up to the Project Manager to negotiate and approve the subcontractor.

9. Who within District Six is responsible for authorizing and approving deliverables for payment—the Procurement Office or the Project

Manager—and will written task authorizations precede each assignment?

9. Yes, the Project Manager.

10. If a key staff member leaves mid-contract, is prior written FDOT approval required for a replacement, or is notification sufficient if the substitute meets the same qualifications?

10. Yes, needs pre-approval from the Project Manager.

11. Can vendors bill for in-state travel related to outreach or site visits outside the Miami-

Dade/Monroe area, and should such travel be included in hourly rates or billed separately under Section 112.061, F.S.?

11. No, travel expenses.

12. Will assignments be distributed evenly across

Miami-Dade and Monroe Counties, or primarily concentrated in one?

12. Distribution will be based on a as needed basis.

13. Under the Standard Written Agreement, can the awarded vendor retain rights to reference or repurpose creative materials (e.g., graphics, videos, case studies) for internal portfolio use, provided no confidential data is shared?

13. All work is owned by the FDOT.

14. What metrics or criteria will FDOT use to evaluate performance for renewal consideration under Section 31?

14. Based on the discretion of the Project Manager.

15. Section 28.1 requires a minimum technical score of 70 points. Is this threshold based on the average of all evaluators or the lowest individual score?

15. Lowest individual score.

16. If a designated team member becomes unavailable for the oral presentation, may an alternate with equivalent qualifications attend without penalty?

16. No.

17. Section 10 lists liability coverage requirements.

Can FDOT confirm whether Professional Liability insurance is also required and, if so, whether coverage limits must match those specified for

General Liability?

17. Professional Liability is not required. Just General Liability.

18. Is there a Disadvantaged Business Enterprise

(DBE) participation goal or reporting requirement for this contract, in addition to the listed FDOT forms (E-Verify, PUR 1355, etc.)?

18. No, there is no DBE participation goal for this contract.

19. Section 3-J notes that FDOT cannot expend funds beyond the current fiscal appropriation.

What is the initial encumbered amount for the

19. $350,000

DOT-RFP-26-6198LS Addendum #1 - October 20, 2025, Page 3 of 3 first contract year, and will subsequent years require new task authorizations?

20. Given the communications focus, will FDOT’s evaluation criteria place measurable weight on creativity and public engagement strategy, or will scoring primarily emphasize administrative compliance and experience?

20. The score will be based on creativity, public engagement strategy and experience.

21. Given that the scope includes digital marketing, emerging technologies, and brand management, could the Department clarify why there is no dedicated position (e.g., Webmaster, Web/Digital Specialist, or Technology Expert) listed among the classifications? This contract does not have a webmaster position.

21. The COS should have knowledge on social media, video shooting and editing and script writing. The Audio/Technician/Videographer/Editor/Social Media Specialist may assist the COS with video, shooting and editing and script writing on a as needed basis.

This position can also be assigned drone filming or special projects which will consists of several hours of editing and filming.

22. Since digital and technology-related responsibilities are not tied to a specific role, could the Department clarify which position is expected to assume tasks related to web content management, digital campaign analytics, online tool maintenance and online presence in general?

22. No web content is needed. The other items mentioned may be handled by the Audio/Technician/Videographer/Editor/Social Media Specialist.

23. In the scope documents, it describes the

Technical Proposal sections as including the

Executive Summary, Proposer’s Management

Plan, Staff Experience, and Prior Relevant

Experience. In the past on similar PI scopes, there’s a Technical Approach section. Want to confirm this contract’s Technical Proposal does not require a Technical Approach section.

23. There is an overall technical proposal worth 10 points. This is under Technical Proposal Criteria.

Please read carefully.

24. To clarify, the Strategic Communications Project

Manager must have the qualifications on page 4 of the scope of services and also be able to execute the tasks laid out on page 7 and 8 of the scope?

24. Full description is on page seven with one bullet carrying it on at the top of page eight. Read the Strategic Communications Project Manager description which starts at the bottom of page seven.

25. At the top of page 8 of the scope, it says the PM will be responsible for "creative graphic design for all collaterals..." Is that correct or will that be the job of the Graphic Designer?

25. Clarification, the Project Manager shall manage the creativity, Quality Assurance and Quality Control all graphic design, collaterals, videos, etc.

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.