RFP Completed Packet.pdf

DOT-RFP-27-7005-:LV

State of Florida Department of Transportation

REQUEST FOR PROPOSAL

TARGET ZERO OUTREACH AND PUBLIC AWARENESS

FOR DISTRICT SEVEN

DOT-RFP-27-7005-LV

CONTACT FOR QUESTIONS:

Lori Vicari, Purchasing Agent lori.vicari@dot.state.fl.us

Fax: (813) 975-6473 Phone: (813) 975-6199 or (800) 226-7220 x6199

Florida Department of Transportation Procurement Office, MS 7-700

11201 N. McKinley Drive Tampa, Florida 33612-6456 mailto:lori.vicari@dot.state.fl.us

State of Florida

Department of Transportation Procurement Office, MS 7-700

11201 N. McKinley Drive Tampa, Florida 33612-6456

REQUEST FOR PROPOSAL (RFP) REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO D7-PURCHQUESTIONS@DOT.STATE.FL.US

RFP Number: DOT-RFP-27-7005-LV

Title: Target Zero Outreach and Public Awareness for District Seven

Proposal Due Date & Time (On or Before): See “TIMELINE” in INTRODUCTION SECTION

Potential proposers should notify our office by returning this registration form as soon as possible after downloading. Complete the information below and e-mail to D7- PurchQuestions@dot.state.fl.us.

THE RFP DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE. Notice of changes (Addenda), will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/, under this bid number, click on “Search Advertisements”, click on the drop-down arrow beside the box under Advertisement Type, select Request for Proposal, click on the drop-down arrow beside the box for Organization, select FLORIDA DEPARTMENT OF TRANSPORTATION, then go to the bottom of the same page and click on Advertisement Search. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: ( )

Contact Person:

E-Mail Address: __________________________________________________

For further information on this process, e-mail or telephone: Lori Vicari, (813) 975-6199 or (800) 226-7220 x6199, e-mail: D7-PurchQuestions@dot.state.fl.us.

mailto:D7-PURCHQUESTIONS@DOT.STATE.FL.US mailto:D7-PurchQuestions@dot.state.fl.us mailto:D7-PurchQuestions@dot.state.fl.us https://vendor.myfloridamarketplace.com/

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation, hereinafter referred to as the “Department”, requests written proposals from qualified Proposers to provide Target Zero Outreach and Public Awareness for District Seven. It is anticipated that the term of the contract will begin on February 1, 2027, and be effective until January 31, 2029.

The Department intends to award this contract to the responsive and responsible Proposer, whose proposal is determined to be the most advantageous to the Department. After the award, said Proposer will be referred to as the “Vendor”. For this document, the term "Proposer" means the prime Vendor acting on its own behalf and those individuals, partnerships, firms, or corporations comprising the Proposer team. The term "proposal" means the complete response of the Proposer to the RFP, including properly completed forms and supporting documentation.

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change.

Notices of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/(click on “Search Advertisements”) under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting your proposal.

All meetings will be held at Florida Department of Transportation (FDOT), District Seven Headquarters building located at 11201 North McKinley Drive, Tampa, Florida 33612-6456.

All meetings will start on time no exceptions.

ACTION / LOCATION DATE LOCAL TIME

DEADLINE FOR TECHNICAL QUESTIONS 10-26-2026 10:00 AM

(There is no deadline for administrative questions)

PROPOSALS DUE, ON OR BEFORE 11-2-2026 9:00 AM

(Technical and Price Proposal)

ELECTONIC SUBMISSION OF PROPOSALS – PLEASE SEE #3 BELOW

PUBLIC OPENING TECHNICAL PROPOSAL 11-2-2026 10:30 AM

Flamingo Conference Room

PUBLIC OPENING PRICE PROPOSAL/INTENDED AWARD 11-30-2026 10:00 AM

Flamingo Conference Room

POSTING OF INTENDED AWARD 12-1-2026 4:00 PM

3) ELECTRONIC SUBMISSION OF PROPOSALS

Please follow the instructions below for the submittal of electronic proposals, failure to do so will result in your proposal being found non-responsive. Non-responsive replies will not be evaluated.

a) Subject line must show: DOT-RFP-27-7005-LV – Vendors Name

b) All proposals submitted electronically shall contain two file attachments and be marked as follows:

FILE I – TECHNICAL PROPOSAL - Vendor’s Name

FILE II – PRICE PROPOSAL - Vendor’s Name

c) Documents shall be submitted in portable document format (PDF) and have an email size limit of 25MB.

d) The body of the email shall not contain any information.

e) Email limit is 25MB per message. That total includes all attachments, email body and if you use stationary backgrounds, artwork, etc.

f) Proposals shall be submitted ONLY to: D7.Purch@dot.state.fl.us

NOTE: It is the proposer’s responsibility to ensure that the proposals are delivered to the email address above, on or before the proposal due date and time (See Introduction Section 2 Timeline). Proposals that for ANY REASON are not so delivered will not be considered.

4) AGENDA FOR PUBLIC MEETINGS

Agenda – Public Opening (Technical Proposals) Agenda for Public Opening of Technical Proposals for DOT-RFP-27-7005-LV:

Starting Time: see “Timeline” in RFP solicitation

• Opening remarks of approximately two minutes by Department Procurement

Office personnel.

• Public input period – To allow a maximum of 15 minutes total for public input related to the RFP solicitation.

• At conclusion of public input or 15 minutes, whichever occurs first, the technical proposals received timely will be opened, with Proposer’s name read aloud. The price proposal will be kept secure and unopened until the price proposal opening.

• Adjourn meeting.

Agenda – Price Proposal Opening and Intended Award Meeting Starting Time: see “Timeline” in RFP solicitation

• Opening remarks of approximately two minutes by Department Procurement Office personnel.

• Public input period – To allow a maximum of 15 minutes total for public input related to the RFP solicitation.

• At conclusion of public input or 15 minutes, whichever occurs first, the evaluation of the oral technical presentation scores will be summarized.

• Calculate price scores and add to technical scores and oral technical presentation scores to arrive at total scores.

• Announce Proposer with highest total score as intended award.

• Announce the time and date the decision will be posted on the VIP.

• Adjourn.

mailto:D7.Purch@dot.state.fl.us

5) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodation at a pre-proposal conference, public meeting, oral presentation and/or opening shall contact the contact person at the phone number, e-mail address on the title page at least five working days prior to the event.

If you are hearing or speech impaired, please contact this office by using Florida Relay Services which can be reached at (800) 955-8771 (TDD).

S P E C I A L C O N D I T I O N S

1) MYFLORIDAMARKETPLACE

PROPOSERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE TECHNICAL

PROPOSAL OPENING OR THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 19). All prospective proposers that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration or call (866) 352-3776 for assisted registration.

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #7d. The Transaction Fees imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES (DFS) W-9 REQUIREMENT

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS & ANSWERS

In accordance with section 287.057(25), Florida Statutes (F.S.), respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this RFP must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected in the timeline. The Department’s written response to written inquiries submitted timely by proposers will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”), under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting their proposal.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com

Lori Vicari at D7-PurchQuestions@dot.state.fl.us

Questions regarding administrative aspects of the proposal process should be directed to the Procurement Agent in writing at the address above or by phone: (813) 975-6199 or (800) 226- 7220 extension 6199.

4) ORAL INSTRUCTIONS / CHANGES TO THE REQUEST FOR PROPOSAL (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a proposer because of any oral discussions with a state employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting your proposal. All Addenda will be acknowledged by signature and subsequent submission of Addenda with proposal when stated in the Addenda.

5) SCOPE OF SERVICES

Details of the services, information and items to be furnished by the Vendor are described in Exhibit "A", Scope of Services, attached hereto and made a part hereof.

6) INTENDED AWARD

The Department intends to award a contract to the responsive and responsible vendor with the highest cumulative total points for the evaluation criteria specified herein (See Section 26, Proposal Evaluation). The intended award decision will be announced after final evaluation and totaling of scores at the price proposal opening specified in the timeline (See Introduction, Section 2, Timeline).

In the event the Department receives identical pricing or scoring from multiple vendors that would tie the awarded vendor; the Department may, at its discretion, award all responsive tied vendors or reject all.

7) PRE-PROPOSAL CONFERENCE: A PRE-PROPOSAL CONFERENCE WILL NOT BE HELD.

8) QUALIFICATIONS

8.1 General

The Department will determine whether the Proposer is qualified to perform the services being contracted based upon their proposal demonstrating satisfactory experience and capability in the work area. The Proposer shall identify necessary experienced personnel and facilities to support the activities associated with this proposal.

8.2 Qualifications of Key Personnel

Those individuals who will be directly involved in the project should have demonstrated experience in the areas delineated in the scope of work. Individuals whose qualifications are presented will be committed to the project for its duration unless otherwise excepted by the

Department's Contract Manager. Where State of Florida registration or certification is deemed appropriate, a copy of the registration or certificate should be included in the proposal package.

8.3 Authorized to do Business in the State of Florida

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, F.S., out-of-state corporations, out-of-state limited liability companies, and out-of-state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the proposal due date and time, but in any case, must be obtained prior to the award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

8.4 Licensed to Conduct Business in the State of Florida

If the business being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the proposal due date and time, but in any case, must be obtained prior to posting the intended award of the contract. For licensing, contact

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

9) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Transportation, Procurement Office, MS 7-700, Attn. Lori Vicari, Purchasing Agent, lori.vicari@dot.state.fl.us, 11201 N. McKinley Drive, Tampa, Florida 33612-6456 within 10 days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $200,000 minimum per person and $300,000 minimum each occurrence, and property damage insurance of at least $200,000 minimum each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this Agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this Contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, 30 days advance notice shall be given to the Department or as provided in mailto:lori.vicari@dot.state.fl.us accordance with Florida law.

The Department shall be exempt from, and in no way is liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

10) PERFORMANCE BOND

A performance bond is not required for this project.

11) METHOD OF COMPENSATION

The Exhibit “B”, Method of Compensation is attached hereto and made part hereof.

12) CONTRACT DOCUMENT

STANDARD WRITTEN AGREEMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof.

The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a proposal, the Proposer agrees to be legally bound by these terms and conditions.

13) REVIEW OF PROPOSER'S FACILITIES & QUALIFICATIONS

After the proposal’s due date and prior to contract execution, the Department reserves the right to perform or have performed an on-site review of the Proposer's facilities and qualifications. This review will serve to verify data and representations submitted by the Proposer and may be used to determine whether the Proposer has an adequate, qualified, experienced staff, and can provide overall management facilities. The review may also serve to verify whether the Proposer has the financial capability adequate to meet the contract requirements.

Should the Department determine that the proposal has material misrepresentations or that the size or nature of the Proposer's facilities or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the proposal.

14) PROTEST OF REQUEST FOR PROPOSAL SPECIFICATIONS

Any person who is adversely affected by the contents of this RFP must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after the posting of the solicitation, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), F.S., 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, F.S.

15) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

16) SCRUTINIZED COMPANIES LISTS

ALL responses, regardless of dollar value, must include a Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists. The Form should be submitted with the price proposal.

A Vendor is ineligible to enter into a contract with the Department for goods or services of any amount if, at the time of entering such contract, the Vendor is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., or is engaged in a boycott of Israel.

Section 287.135, F.S., also prohibits companies from entering into a contract for goods or services of $1 million or more that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, F.S.

If the Department determines the Vendor submitted a false certification under Section 287.135 F.S., the Department shall either terminate the Contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135 F.S. or maintain the Contract if the conditions of Section 287.135 F.S. are met.

17) RESERVATIONS

The Department reserves the right to accept or reject any or all proposals received and reserves the right to make an award without further discussion of the proposals submitted.

Therefore, the proposals should be submitted initially in the most favorable manner. It is understood that the proposal will become a part of the Department’s official file, without obligation to the Department.

18) ADDITIONAL TERMS & CONDITIONS

No conditions may be applied to any aspect of the RFP by the proposer. Any conditions placed on any aspect of the proposal documents by the proposer may result in the proposal being rejected as a conditional proposal (see “RESPONSIVENESS OF PROPOSALS”). DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to the proposal opening will be a written Addenda issued by the Department.

19) RESPONSIVENESS OF PROPOSALS

19.1 Responsiveness of Proposals

Proposals will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All proposals must be typed or printed in ink. A https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists responsive proposal is an offer to perform the scope of services called for in this RFP in accordance with all requirements of this RFP and receive 80 points or more on the technical proposal. Proposals found to be non-responsive shall not be considered. Proposals may be rejected if they are found to be irregular or not in conformance with the requirements and instructions herein contained. A proposal may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, conditional proposals, incomplete proposals, indefinite or ambiguous proposals, and improper and/or undated signatures. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

19.2 Multiple Proposals

Proposals may be rejected if more than one proposal is received from a Proposer. Such duplicate interest may cause the rejection of all proposals in which such Proposer has participated. Subcontractors may appear in more than one proposal.

19.3 Other Conditions

Other conditions which may cause rejection of proposals include, but are not limited to, evidence of collusion among Proposers, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the General Services Administration Excluded Parties List. Proposers whose proposals, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the contract may be rejected as non-responsible. The Department reserves the right to determine which proposals meet the requirements of this solicitation, and which Proposers are responsive and responsible.

20) PROPOSAL FORMAT INSTRUCTIONS

20.1 General Information

This section contains instructions that describe the required format for the proposals. All proposals submitted shall follow Introduction Section 3, Electronic Submission of Proposals.

PART I TECHNICAL PROPOSAL NUMBER DOT-RFP-27-7005-LV – Vendor’s Name (One Document for Technical)

PART II PRICE PROPOSAL NUMBER DOT-RFP-27-7005-LV – Vendor’s Name (One Separate Document for Prices)

THE SEPARATE DOCUMENTS MAY BE E-MAILED TOGETHER.

20.2 Technical Proposal (Part I)

(Do not include price information in Part I)

The Proposer must submit one electronic technical proposal which is to be divided into the sections described below. Since the Department will expect all technical proposals to be in this format, failure of the Proposer to follow this outline may result in the rejection of the proposal.

The technical proposal must be submitted in one separate document marked "TECHNICAL PROPOSAL NUMBER DOT-RFP-27-7005-LV – Vendor’s Name".

1. EXECUTIVE SUMMARY (one page single-sided)

The Proposer shall provide an executive summary to be written in nontechnical language to summarize the Proposer's overall capabilities and approaches for accomplishing the services specified herein.

2. PROPOSER'S MANAGEMENT PLAN (up to three pages single-sided)

The Proposer shall provide a management plan which describes administration, management and key personnel.

a. Administration and Management

The Proposer should include a description of the organizational structure and management style established and the methodology to be used to control costs, services reliability and to maintain schedules, as well as the means of coordination and communication between the organization and the Department.

b. Identification of Key Personnel

The Proposer should provide the names of key personnel on the Proposer's team, as well as a resume for each individual proposed and a description of the functions and responsibilities of each key person relating to the task to be performed. The approximate percentage of time to be devoted exclusively to this project and to the assigned tasks should also be indicated. (resumes excluded from the three-page limit)

3. PROGRAM SPECIFIC QUESTIONS (15 pages single-sided)

1. Explain the proposed staff direct experience with managing outreach and education programs including events. Please provide at least one example.

2. Understanding that this contract’s initiative is both performance and data driven:

a) Is the Vendor centrally located and able to attend all community outreach functions?

b) Explain how your team will be able to provide measured outcomes for the

Department.

3. Describe your team's experience with digital advertising as it relates to promoting safe practices and state laws with tailored messages for influencing roadway safety.

Provide at least two detailed examples.

4. If the Vendor does not offer a service requested by the Department, are they willing to subcontract at the discretion of the Department? Provide an example of a time that your firm has used a sub-contractor to help achieve a project’s goal.

5. Share a lesson learned related to educating and engaging with the public to change unsafe traffic behaviors.

6. Target Zero takes a data-driven approach to addressing fatal and serious injury crashes in specific emphasis areas. One form of data frequently utilized is crash data, please describe the ways that crash data can be used to inform decisions about outreach strategies, and any potential downsides to using this form of data.

7. Your firm has been assigned the task of attending a public outreach event. Please describe the specific steps that you would take to prepare for the event and how you would approach providing education and engagement to a large, diverse audience on a wide range of topics.

8. Many of the most vulnerable road users in our district can be difficult to reach through traditional outreach methods. Provide one example of an innovative approach to ensure that our message reaches these road users

9. The District is facing an increasing number of fatal crashes involving aging road users. Please describe the specific steps that you would take to target, develop, and execute an outreach campaign to address the issue.

20.3 Price Proposal (Part II)

The price proposal information is to be electronically submitted. See Section 3, Electronic Submission of Proposals. The price proposal information shall be submitted on the forms provided in the RFP marked "PRICE PROPOSAL NUMBER DOT-RFP-27-7005-LV – Vendor’s Name". The Price Proposal information shall be submitted on the forms provided in the RFP.

20.4 Presenting the Proposal

The proposal shall be limited to a page size of eight and one-half by eleven inches (8½" x 11").

Foldout pages may be used, where appropriate, but should not exceed five percent of the total number of pages comprising the proposal. Type size shall not be less than 10-point font. The proposals should be indexed and all pages sequentially numbered. Bindings and covers will be at the Proposer's discretion.

Unnecessarily elaborate special brochures, artwork, expensive paper and expensive visual and other presentation aids are neither necessary nor desired.

It is recognized that existing financial reports, documents, or brochures, such as those that delineate the Proposer's general capabilities and experience, may not comply with the prescribed format. It is not the intent to have these documents reformatted, and they will be acceptable in their existing form.

21) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a technical proposal only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, F.S. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

22) ATTACHMENT TO RFP SUBMITTAL - CONFIDENTIAL MATERIAL

The Proposer must include any materials it asserts to be exempted from public disclosure under Chapter 119, F.S., in a separate document labeled "Attachment to Request for Proposals, Number DOT- RFP-27-7005-LV - Confidential Material". The Proposer must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Proposer asserts are to be exempt from public disclosure and placed elsewhere in the proposal will be considered waived by the Proposer upon submission, effective after opening.

23) COSTS INCURRED IN RESPONDING

This RFP does not commit the Department or any other public agency to pay any costs incurred by an individual firm, partnership, or corporation in the submission of a proposal or to make necessary studies or designs for the preparation thereof, nor to procure, or contract for any articles or services.

24) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Proposers may modify submitted proposals at any time prior to the proposal due date.

Requests for modification of a submitted proposal shall be in writing and must be signed by an authorized signatory of the proposer. Upon receipt and acceptance of such a request, the entire proposal will be removed from the electronic file and not considered unless resubmitted by the due date and time.

25) PROPOSAL OPENING

All proposal openings are open to the public. Technical proposals will be opened by the Department at the date, time and location in the timeline (See Introduction Section 2 Timeline).

Price proposals, which have a corresponding responsive technical proposal, will be opened by the Department at the date, time and location in the timeline (See Introduction Section 2 Timeline).

26) PROPOSAL EVALUATION

26.1 Evaluation Process:

A Technical Review Committee (TRC) will be established to review and evaluate each proposal submitted in response to this RFP. The TRC will be composed of at least three people who collectively have experience and knowledge in the program areas and service requirements for which the commodities and/or contractual services are sought.

The Procurement Office will distribute to each member of the TRC a copy of each technical proposal. The TRC members will independently evaluate the proposals on the criteria and point system established in the section below entitled "Criteria for Evaluation" to assure that proposals are uniformly rated. Due to the complexity of certain procurements, the TRC members are authorized to consult with subject matter experts for the purpose of gathering information, if needed. The independent evaluations will be sent to the Procurement Office and averaged for each vendor. Proposing firms must attain an average score of 80 points or higher on the Technical Proposal to be considered responsive. Should a Proposer receive fewer than 80 points for their average technical proposal score, the price proposal will not be opened.

During the process of evaluation, the Procurement Office will conduct examinations of proposals for responsiveness to requirements of the RFP. Those determined to be non-responsive will be automatically rejected.

26.2 Price Proposal

The Proposer shall complete the price proposal form and submit as part of the price proposal package. Any proposal in which this form is not used or in which the form is improperly executed may be considered non-responsive and the proposal will be subject to rejection. The vendor's completed form shall become a part of the contract upon award of the contract.

The Procurement Office will open price proposals in accordance with Section 25, Proposal Openings. The Procurement Office and/or the Department’s Contract Manager/TRC will review and evaluate the price proposals and prepare a summary of its price evaluation. The Procurement Office and/or the Department’s Contract Manager/TRC will assign points based on price evaluation criteria identified herein.

26.3 Criteria for Evaluation

Proposals will be evaluated and graded in accordance with the criteria detailed below.

a. Technical Proposal (100 Points)

Technical evaluation is the process of reviewing the Proposer's response to evaluate the experience, qualifications, and capabilities of the proposers to provide the desired services and assure a quality product.

The following point system is established for scoring the technical proposals:

Point Value

1. Executive Summary 10

2. Management Plan 25

3. Program Specific Questions 65

b. Price Proposal (10 Points)

Price evaluation is the process of examining a prospective price without evaluation of the separate cost elements and proposed profit of the potential provider. Price analysis is conducted through the comparison of price quotations submitted.

The criteria for price evaluation shall be based upon the following formula:

(Low Price / Proposer's Price) x Price Points = Proposer’s Awarded Points

27) POSTING OF INTENDED DECISION/AWARD

27.1 The Department’s decision will be posted on the Florida Vendor Information Portal, at https://vendor.myfloridamarketplace.com/, on the date in the Timeline, and will remain posted for a period of seventy-two (72) hours. Any proposer who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399- 0450:

1. A written notice of protest within 72 hours after posting of the intended award, the notice of protest may be faxed to 850-414-5264, and

2. A formal written protest and protest bond in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to one percent of the estimated contract amount based on the contract price submitted by the protestor.

Failure to file a protest within the time prescribed in Section 120.57(3), F.S. 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, F.S.

27.2 - Inability to Post:

If the Department is unable to post as defined above, the Department will notify all proposers by electronic notification on the Florida VIP (see special condition, above) and/or telephone. The Department will provide notification of any future posting in a timely manner.

27.3 - Request to Withdraw Proposal:

Requests for withdrawal will be considered if received by the Department, in writing, within 72 hours of the price proposal, opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the proposer.

28) AWARD OF THE CONTRACT

Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

Standard Written Agreement executed by both parties and task work order is issued.

29) RENEWAL

Upon mutual agreement, the Department and the Contract Vendor may renew the Contract for a period that may not exceed three years or the term of the original contract, whichever is longer. The renewal must be in writing and signed by both parties and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response, except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

30) ATTACHED FORMS

Exhibit “C”, Price Proposal Form Affidavit Regarding Labor and Services E-Verify Form Foreign Country of Concern Attestation Vendor Certification Regarding Scrutinized Companies Lists

31) TERMS AND CONDITIONS

31.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this solicitation:

Paragraph 8(a), Dispute Resolution - PUR 1000 Paragraph 5(l), PRIDE – PUR 1000, when federal funds are utilized.

31.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this solicitation:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001

31.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found on the Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplac e/mfmp_agency_customers/po_terms_conditions.

Section 8(B), PRIDE, is not applicable when using federal funds.

32) ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Exhibit “A”, Scope of Services Exhibit “B”, Method of Compensation

Exhibit “C”, Price Proposal http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditions https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditions

Standard Written Agreement Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

33) ANTITRUST VIOLATOR VENDOR LIST

Pursuant to Section 287.137(2)(a), F.S., a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

34) PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, F.S., an awarding body may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor, and an awarding body may not give preference to a vendor based on the vendor’s social, political, or ideological interest.

35) CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN

PROHIBITED

The Proposer must submit, with its Proposal, a completed Foreign Country of Concern Attestation (PUR 1355) (Form 6). Form 6 must be completed by an officer or representative of the Bidder on behalf of the Bidder.

36) AFFIDAVIT REGARDING LABOR AND SERVICES

Prior to contract execution, extension or renewal, the Department shall notify the contract awardee of the need to download, complete, and submit the FDOT form, Affidavit Regarding Labor and Services, No. 375-030-31. Please have the form signed and notarized and send a scanned copy to the Department. The nongovernmental entity (contract awardee) must maintain the original copy in accordance with other provisions of this contract, and in accordance with Florida law.

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EXHIBIT “A”

SCOPE OF SERVICES

TARGET ZERO OUTREACH AND PUBLIC AWARENESS FOR DISTRICT SEVEN

I. BACKGROUND:

It is the policy of the Florida Department of Transportation (FDOT) to implement Target Zero, a performance driven statewide safety initiative. Target Zero is a proactive, bold, and systematic approach toward eliminating all fatalities and serious injuries across Florida’s transportation system.

II. INTRODUCTION:

The purpose is to describe the work and the responsibilities of the Vendor and FDOT in connection with the development and implementation of Target Zero outreach and public awareness that are strategically focused on District Seven (Hillsborough, Pasco, Pinellas, Hernando and Citrus County), audiences and behaviors based on data and community needs, messaging to support education campaigns and gathering community feedback.

III. SERVICES TO BE PROVIDED BY VENDOR:

TASK 1: HIGH RISK AUDIENCE ENGAGEMENT

(Minimum of four events per month, two to four staff per event)

1.1 Use local crash data (signal four analytics) to identify and target high-risk groups, such as young drivers, older adults, pedestrians, bicyclists, and motorcyclists.

1.2 Focus on community engagement events; face to face engagement is required. The Vendor must both prepare and participate in all activities to include the set up and take down of each event.

1.3 Engagement events could be scheduled at any time of the day, including but not limited to nights, weekends, and holidays. To reach a broader target audience events are held at several locations throughout the district.

1.4 Events could be scheduled without much notice and locations will vary. Staff availability will be at the discretion of the Department and will be determined by event.

1.5 Purchase branded, tangible, engagement items based on the

Department’s determination. All items will be approved by Contract

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Manager. The Vendor will be responsible for having outreach items on hand.

1.6 Responsible for maintaining an inventory log for all vendor-contracted purchases. Inventory reports will be required quarterly.

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

TASK 2. ALIGNMENT WITH STATEWIDE EMPHASIS AREAS:

2.1 Ensure messaging resonates with target audience through strategic marketing approaches (must be multi-lingual, as needed).

2.2 Be able to create and or produce safety outreach and awareness products which may include, but not limited to, videos, displays, exhibits, tool kits, modules, digital advertising, and outreach plans that focus on high emphasis areas. All items must be reviewed and authorized by the Department’s Contract Manager prior to distribution.

TASK 3 COLLABORATIVE PARTNERSHIPS:

(Minimum of one per month)

1.2 Collaborate with local agencies, law enforcement, schools, non-profits, health care, etc.

3.2 Prepare and attend workshops and webinars as well as training material for staff, partners, or community groups.

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

3.4 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.

TASK 4. INNOVATIVE OPPORTUNITIES AND MEASURABLE CAMPAIGNS:

(Campaigns scheduled monthly)

4.1 Investigating and/or implementing new engagement opportunities within the identified Target Zero emphasis areas that are not currently being reached.

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This effort may involve using an external vendor or partnering with a subconsultant, subject to Department approval.

4.2 Provide quarterly quantitative reports including short summaries of

Department-funded activities, lessons learned, and measurable impacts, without the use of Artificial Intelligence.

4.3 At the Department’s discretion, provide qualitative evaluations and summaries of local campaign outreach and impact, without the use of Artificial Intelligence (A.I.).

IV. 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 Title 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.

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

A-4 pages, many of which combine text with sounds, pictures, graphics and video clips.

Videographer, Digital

Media/Video Editor, Still

Photography /

Photographer, Graphic

Artist

Responsible for creation of visual assets for both print and digital support for the program.

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.

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 programming, analysis 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.

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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.

V. DEPARTMENT RESPONSIBILITIES

The Department shall provide a Contract Manager for administering the terms and conditions of this contract. The Department reserves the right to change the Contract Manager at any time.

The Department’s Contract Manager will be Amanda Dicks, Strategic Transportation Response, Innovation, and Key Engagement Specialist, 11201 North McKinley Drive, Tampa, Florida 33612-6456, telephone number: (813) 975- 3562.

VI. BEGINNING AND LENGTH OF SERVICES

The performance period of this contract shall begin upon execution and continue for a period of two years. Services will begin and be performed as directed by task work order (TWO) issued in accordance with Exhibit "B" of this contract.

VII. TERMINATION ACTION

Reference is made to Paragraph 6 of the Standard Written Agreement.

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EXHIBIT “B”

METHOD OF COMPENSATION

1.0 PURPOSE

This exhibit defines the method and limits of compensation to be paid to the Vendor for the services described in Exhibit “A”, Scope of Services and the method by which payments will be made.

2.0 COMPENSATION

The total funding currently available is $441,063.00. The Department, based on need and availability of budget, may increase or decrease the amount of funding available as the Department determines as appropriate by an amendment.

3.