Exhibit A - Scope of Services - Corrected.pdf

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EXHIBIT “A”

SCOPE OF SERVICES

OUTREACH AND PUBLIC AWARENESS FOR DISTRICT SEVEN OFFICE OF

SAFETY

I. BACKGROUND:

The strategic highway safety plan (SHSP) is a statewide safety plan developed by the Florida Department of Transportation (FDOT) and its safety partners as a framework for eliminating fatalities and serious injuries on all public roads. This framework is the guide for how Florida’s traffic safety partners shall move toward the vision of a fatality-free transportation system during the next five years. To achieve this vision, this SHSP affirms the target of zero traffic fatalities and serious injuries. This SHSP deepens our resolve to aggressively reduce fatal and serious injury crashes in Florida. It introduces Florida to a “safe system” approach promoted by the Federal Highway Administration (FHWA) to address all elements of a safe transportation system in an integrated manner. This approach means new priorities and strategies; enhanced and new partnerships; and committing more of our time, talent, and resources. We believe our collective commitment shall help all of us make significant progress toward this vision in the next five years and beyond.

II. INTRODUCTION:

The purpose is to describe the scope of work and the responsibilities of the Vendor and FDOT in connection with the development and implementation of safety outreach and public awareness for the District Seven Office of Safety.

The District Office of Safety shall oversee all work under this contract. The

Department’s Contract Manager reserves the right to approve individuals or sub-consultants proposed by the Vendor for work under this contract. The

Department’s Contract Manager shall manage coordination between the Vendor and other FDOT offices and groups.

When services under this contract are required, the Department’s Contract

Manager shall issue a task work order (TWO) to the Vendor.

III. SERVICES TO BE PROVIDED:

The following are general for all projects. One or more of them may be necessary depending on the scope of the project. The necessary steps shall be identified, and a schedule of safety outreach and awareness activities shall be established in

A-2 conjunction with the Department’s Safety Administrator, Department’s Contract

Manager and their unit.

The Vendor shall perform services required for safety outreach and awareness which may include, but are not limited to, the development of safety action and/or outreach plans, conceptual design production, coordinating and conducting outreach related meetings, events, audio, audiovisual, visual aid preparations, video, presentations, displays, exhibits, media conversion, printing, digital advertising, and providing tangible outreach materials.

The Vendor shall demonstrate good project management practices while working on the contract. This includes communication with the Department’s Contract

Manager and others as necessary, management of time and resources, and documentation. The Vendor shall set up and maintain a contract file in accordance with Department procedures.

The Vendor shall both prepare and participate in all activities. This includes but is not limited to the creation and delivery of safety materials, notification and advertising, provision of support staff for activities, provision of equipment for activities, room set up and take down, meeting/event analysis and documentation.

The following Vendor responsibilities shall apply to various activities such as:

A. Coordination

Relationship building and maintenance between the Office of Safety and all stakeholders is crucial for success.

The Department’s Contract Manager shall provide technical staff members to assist the Vendor at events and meetings as necessary.

It shall be the responsibility of the Vendor to make all arrangements for the location of workshops, meetings, events, and training courses. It is also the responsibility of the Vendor to determine that the location is suitable in seating capacity and properly provides for the disabled. All rental and custodial fees shall be paid by the Vendor. Direct costs are reimbursable with prior authorization.

B. Authorizations

All graphics, visual, digital, branded items and materials must be reviewed and authorized by the Department’s Contract Manager prior to distribution.

C. Communication

The Vendor shall identify a cost-effective method or method of communicating with stakeholders and the public about outreach events and awareness campaigns. This may include traditional or non-traditional

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(TV)/radio/print news stories, social media, and digital media advertising.

The direct costs of these methods are the responsibility of the Vendor. Direct costs are reimbursable with prior authorization from the Department’s

Contract Manager.

The Department’s Contract Manger shall review all outreach and/or awareness communication methods prior to distribution.

D. Methods for Preparing and Presenting Information

The Vendor is responsible for providing graphics to support outreach and awareness campaigns. The graphic(s) format may include but are not limited to the list under number one. The Department’s Contract Manager shall review and approve all graphics. The cost shall be paid by the Vendor.

Direct costs are reimbursable with prior approval from the Department’s

Contract Manager.

Graphics and presentation Information:

• Camera ready display boards

• Video

• Computerized graphics

• Data base maps*

• Flyers

• Newspaper releases

• TV

• Charts

• Graphs

• Renderings

• Conceptual designs

*Database maps shall show the following as necessary: scale (in English);

property lines; parcel numbers; street names; activity centers; lakes; rivers;

hospitals; libraries; schools; north arrow; parks; historic areas;

contamination sites; wetlands; emergency response locations; existing right of way.

E. Presentation Dry Run and Equipment

The Vendor shall be present for a dry run of any presentation prior to producing the final presentation products.

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Set up and take down of events and presentation equipment shall be provided and handled by the Vendor staff familiar with audiovisual equipment and the event site.

F. Conducting outreach and/or awareness campaigns

The Vendor shall develop an outreach and/or awareness campaign that includes but is not limited to the following:

• Outreach that includes one on one interaction. Outreach can be any time of day and night along high injury networks.

• Communications and planning implementation.

• Marketing and advertising services.

• Marketing and media research.

• Media planning and placement.

• Preparation of related media communications and collateral materials.

• Preparation of audio / visual presentations, public service announcements, educational videos.

• Post analysis, focus groups, and surveys.

• Recruitment, training, and management of outreach volunteers.

The Vendor shall develop a multilingual outreach plan based on the results of market research performed by the Vendor. Vendor responsibilities may include, but are not limited to the following:

• Translation and production

G. Identification, Evaluation, and Solutions

The Vendor shall identify strategies, evaluate the reach and effectiveness of outreach events and/or awareness campaigns and offer innovative solutions to reduce traffic fatalities and serious injuries.

H. Outreach Event and/or Meeting Minutes and Summaries

The Vendor shall provide meeting minutes and event summaries as needed.

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I. Identifying Interested Groups / Individuals

The Vendor shall identify stakeholders, including demographics, and characteristics of potential stakeholders to better target outreach materials and efforts.

J. Branded Tangible Educational Outreach Materials

The Vendor shall provide branded tangible educational outreach materials.

The materials may include but are not limited to safety vests, bicycle lights, keychain lights, hats, backpacks, water bottles with branded labels, slap bracelets, lighted arm bands, t-shirts, first aid kits.

The Department’s Contract Manager shall review and approve all graphics.

The cost shall be paid by the Vendor. Direct costs are reimbursable with prior approval from the Department’s Contract Manager.

IV. PROJECT REQUIREMENTS AND PROVISIONS FOR WORK:

A. Schedule

Within 10 days after each TWO, the Vendor shall provide a schedule of calendar deadlines addressing all components of the task.

B. Staffing

The Vendor must maintain a staff of personnel qualified to perform the work listed in the above sections. The Department has identified job classes which fit the needs of this project.

Staff Position

Classification

Description of Duties

Marketing and

Outreach

Manager (Key

Person)

Responsible for the administration, planning, outreach, communication, and management of the program; ensuring the attainment of program goals, work plan development and implementation.

Marketing and

Outreach

Coordinator (Key

Person)

Responsible for the day-to-day outreach and coordination activities of the program. This will entail community contacts, meetings, presentations, staffing events, building, and maintaining relationships with community members/leaders.

Marketing and Outreach

Development Research

Assistants

Responsible for supporting the program by conducting literature research, data management, and market research.

Outreach Event Staffers Staffing events, setting up and breakdown of event materials, building, and maintaining relationships with community members/leaders.

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Administrative Assistant Responsible for inputting and maintaining accurate data for the outreach program, maintaining the list of and ordering tangible education items. This includes contacting vendors for quotes.

Website

Operator/Designer

Responsible for creating the design and layout of a website or web pages. Plan, create, and code Internet sites and web pages, many of which combine text with sounds, pictures, graphics and video clips.

Videographer Sets up and operates audio/visual (A/V) equipment/technology for live, hybrid or virtual meetings and events, produces videos and multi-media presentations, oversees video production, troubleshoots technical issues.

Digital Media/Video

Editor

Assembling raw footage into a polished video product, collaborating with the Department and team to understand project requirements and objectives, optimizing videos for different platforms or formats as needed.

Still Photography /

Photographer

Capture high-quality still images that accurately reflect the intended theme and message, archive and manage digital assets using appropriate software and hardware, collaborate with the Department and team to conceptualize and execute photo shoots, edit and retouch photos to achieve the desired look and feel.

Graphic Artist Designs collateral materials; creates templates and newsletter layouts and project information fliers; develops project logo and branding materials; develops graphics, charts, graphs, maps as needed; and performs other duties relevant to the position.

On Air Talent Providing voiceovers to support the program.

Project Manager Responsible for overall project and contract management, sub-consultant oversight.

Geographic Information

System (GIS) Analyst

Responsible for data analysis, programming, and cartography, analyzing spatial data through mapping software and designing digital maps with geographic data and various other data sets.

Deputy Project

Manager

Responsible for overall back up project and contract management, sub-consultant oversight.

Digital Marketing/Target

Ads

Responsible for the development and management of digital marketing campaign strategies; ensuring the attainment of program goals, work plan development and implementation.

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Digital Storyteller Responsible for the strategic approach for telling the FDOT story through comprehensive, multi-faceted, and innovative methods; ensuring the attainment of program goals, work plan development and implementation.

Planner II Responsible for data analysis, programming, and safe systems planning.

Senior Planner Responsible for specialized data analysis, programming, and safe systems planning.

Public Outreach

Specialist

Responsible for the communications development for marketing and outreach campaigns; ensuring the attainment of program goals, work plan development and implementation.

Senior Public Outreach

Specialist

Responsible for the strategic approach for marketing and outreach campaigns; ensuring the attainment of program goals, work plan development and implementation.

C. Progress Reporting

The Vendor shall meet with the Department’s Contract Manager and provide written progress reports which describe the work performed on each task. The frequency shall be determined by the Department’s Contract

Manager.

D. Quality Assurance

The Vendor shall be responsible for the professional quality, technical assurance, and the coordination of all materials and services furnished under this contract.

V. BEGINNING AND LENGTH OF SERVICES

The performance period of this contract shall be for a period of two years, beginning upon execution.

VI. TERMINATION ACTION

Reference is made to Paragraph 6 of the Standard Written Agreement. Any necessary default action shall be processed in accordance with Department Management Services Rule 60A-1.006(3).