RFP605CO24001723_Nov_25_24_solicitation_doc.pdf

Solicitation Number: RFP605CO24001723

MoDOT Advertising and Marketing Services

MODOT Request for Proposal (RFPR)

MoDOT - Dept of Transportation

March 22, 2024 - April 19, 2024

Page:2

General Header Information

RFP605CO24001723

No. RFP605CO24001723 Title: MoDOT Advertising and Marketing Services Start Date: March 22, 2024 at 3:00:00 PM CDT End Date: April 19, 2024 at 2:00:00 PM CDT Vendor Q&A Start Date:

Vendor Q&A End Date:

Estimated Total Value:

Who can respond to this bid? : All Vendors Description: This Request For Proposals (RFP) seeks proposals from prospective qualified organizations (Offeror) to provide full-scale advertising and marketing services for highway safety campaigns, including project management, creative/design, production, ad and media placement, and other related services to the Missouri Highways and Transportation Commission (MHTC). The contract period for the performance of the services described in this RFP is from the date of the fully executed Resulting Agreement through one (1) year, with four (4) one-year renewal options. MoDOT will receive proposals electronically through MissouriBUYS, via mail, UPS, or FEDEX. It is required the Offeror contact the buyer of record by email at Lori.Tackett@modot.mo.gov if the Offeror intends to submit a hard copy proposal. Proposals will not be accepted by email.

Delivery Terms: Free On Board Destination Payment Terms: Net 30 Days Contact Information: MoDOT - Dept of Transportation

Lori Tackett 830 MoDOT Drive Jefferson City MO, 65109 United States Tel: 573-522-9481 Fax: 573-526-1218 Lori.Tackett@modot.mo.gov

Contact Details: If you have any questions, please contact:

Lori Tackett 830 MoDOT Drive Jefferson City MO, 65109 United States Tel: 573-522-9481 Fax: 573-526-1218 Lori.Tackett@modot.mo.gov

Selected Categories:

Page:3

Header Custom Fields:

RFP605CO24001723

NOTICE

Vendor Responsibility

The vendor is solely responsible for ensuring timely submission of their solicitation response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

The State of Missouri's Privacy Policy can be accessed here.

MODOT Section Numbering

Section Numbering All section numbering contained in this solicitation is for the convenience of reference only and is not intended to define or limit the scope of any provision of this solicitation and may not be sequential.

ADDENDA

ADDENDUM 001

The Offerors should acknowledge receipt of Addendum 001 (ONE) by signing and including it with the original response. The due date for receipt of the proposal has not been changed by this

Addendum. The clarification in the attached document of this RFP is believed to be of general interest to all potential Offerors for this solicitation. All other terms and conditions remain unchanged and in full force.

http://www.mo.gov/privacy-policy/

Page:4

Solicitation Requirements:

RFP605CO24001723

MoDOT Instructions for Submitting a Response

Instructions for Submitting a Response

Page:5

The Missouri Department of Transportation advertises all bid solicitation documents on the

MissouriBUYS Bid Board (https://www.missouribuys.mo.gov). MissouriBUYS is the State of

Missouri’s web-based statewide eProcurement system which is powered by WebProcure, through our partner, Perfect Commerce.

IMPORTANT NOTICE TO ALL VENDORS:

The Missouri Department of Transportation prefers receipt of all bid responses as electronic submissions. Hard copy submissions may be permitted based on the circumstances and content of the relevant solicitation with the approval of the buyer five (5) business days prior to the solicitation close date.

The solicitation as it appears digitally on the MissouriBUYS website is the official document of record. It is incumbent on the Vendor to inspect and ensure any downloaded or printed version of the solicitation that it contains all information, terms and conditions contained in the solicitation as it appears digitally on the MissouriBUYS website. In the event of any dispute regarding the contents of the solicitation, the solicitation as it appears digitally on the MissouriBUYS website shall take precedence and priority over any other downloaded or printed version of the solicitation.

The vendor is solely responsible for ensuring timely submission of their solicitation response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

To respond electronically to a solicitation, the vendor must first register with MissouriBUYS by going to the MissouriBUYS Home Page (https://missouribuys.mo.gov), clicking the “Register” button at the top of the page, and completing the Vendor Registration. Once registered the vendor should log back into MissouriBUYS and edit their profile by selecting the organizational contact(s) that should receive an automated confirmation of the vendor’s electronic bid responses successfully submitted to the state.

To respond electronically to a solicitation, the vendor must login to MissouriBUYS and locate the desired solicitation on the Bid Board. The vendor must read and accept the current Solicitation

Documents and any subsequent addendums, as well as complete pricing and any other identified requirements. Vendors should upload their completed response to these accepted documents

(including exhibits, forms, and other information concerning the solicitation) as an attachment to the electronic solicitation response. Step-by-step instructions for how a registered vendor responds to a solicitation electronically are available on the MissouriBUYS system at:

https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf https://www.missouribuys.mo.gov https://missouribuys.mo.gov https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Page:6

Addendum Document: If an addendum document is subsequently issued, please follow these steps to accept the addendum document(s).

1. If you have not accepted the original solicitation document go to the Overview page, find the section titled, Original Solicitation Documents, review the solicitation document(s) then click on the box under Select, and then click on the Accept button.

2. To accept the addendum document, on the Overview page find the section titled Addendum

Document, review the addendum document(s) then click on the box under Select, and then click on the Accept button.

Note: If you submitted an electronic response prior to the addendum date and time, you should review your solicitation response to ensure that it is still valid by taking into consideration the revisions addressed in the addendum document. If a revision is needed to your solicitation response and/or to indicate your acceptance of the addendum document, you will need to retract your response and re-submit your response by following these steps:

1. Log into MissouriBUYS.

2. Select the Solicitations tab.

3. Select View Current Solicitations.

4. Select My List.

5. Select the correct Opportunity Number (Opportunity No); the Overview page will display.

6. Click on Review Response from the navigation bar.

7. Click on Retract if your response needs to be revised.

8. A message will come up asking, “Are you sure you want to retract the Bid”. Click on Continue to confirm.

9. Click on Respond and revise as applicable.

10. Click on Review Response from the navigation bar and then click on Submit to submit your response.

1. MODOT RFP STANDARD PROPOSAL PROVISIONS

1.1. Solicitation Authority

The solicitation for the procurement of services referenced therein, is being issued under, and governed by, the provisions of Title 7 Missouri Department of Transportation, Division 10 Missouri Highways and

Transportation Commission, Chapter 11 Procurement of Supplies, of the Code of State Regulations. The

Missouri Highways and Transportation Commission (MHTC/Commission), acting by and through its operating arm, the Missouri Department of Transportation (MoDOT), draws the Offeror's attention to said 7

CSR 10-11 for all the provisions governing solicitation and receipt of proposals and the award of the contract pursuant to this solicitation.

1.2. Proposals to be Submitted by Officer or Employee

Page:7

All proposals must be submitted by a responsible officer or employee of the firm. Obligations assumed by such submission must be fulfilled.

1.3. MHTC Rights Reserved

MHTC reserves the right to reject any and all proposals for any reason whatsoever. Time is of the essence for responding to the RFP within the submission deadlines.

1.4 Personal Privacy Protection Act Notification

MHTC and MoDOT comply with all provisions in the Personal Privacy Protection Act found in section 105.1500, RSMo, and follow practices to keep confidential and sensitive information secure. Bidders acknowledge that submission of information is voluntary and that MHTC is not asking or requiring the submission of “personal information” as defined in the act. By submitting a bid, Bidders and Contractors agree to not to bring a suit against MHTC, or any employees, under section 105.1500, RSMo.

2. MODOT RFP PROPOSAL CERTIFICATION

2.1. Fee Proposal

The Offeror shall provide a fee proposal to MHTC in accordance with the terms of this Request for Proposal

(RFP). All services shall be performed at the fees offered and in accordance with the terms of this RFP.

2.2. Offeror's Certifications

By submission of the proposal, each Offeror, and in the case of a joint proposal, each party thereto as to its own organization, under penalty of perjury, certifies to the best of its knowledge and belief:

2.2.1. The prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other Offeror or any competitor.

2.2.2. Unless otherwise required by law, the proposed prices have not been knowingly disclosed by the

Offeror prior to the opening, directly or indirectly, to any other Offeror or to any competitor.

2.2.3. No attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition.

2.2.4. The Offeror certifies this proposal is made without any connection with any other person, firm, organization or business entity making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other member, officer or employee or person whose salary is payable in whole or in part from the MHTC/MoDOT is directly or indirectly interested therein, or in any portion of the profits thereof.

3. MODOT RFP GENERAL DESCRIPTION AND BACKGROUND

3.1. General Description

Page:8

This document constitutes a RFP from prospective qualified Offerors to provide full-scale advertising and marketing services to MHTC, as set forth in this RFP. It is the intent of this RFP to have the successful Offeror enter into an Agreement with MHTC (hereinafter Resulting

Agreement), to supply said services as outlined herein.

3.2. Background

MoDOT operates as a customer focused and results driven, state agency under a decentralized organization structure with headquarters in Jefferson City, Missouri and is governed by the MHTC, a six (6) member Commission appointed by the Governor. The Central Office provides oversight and support to seven (7) geographical districts primarily responsible for delivery of MoDOT's mission and tangible results.

Each district contains approximately fifteen percent (15%) of the total road mileage in the state highway system. MoDOT employs approximately five thousand one hundred (5,100) full-time employees. About eighty percent (80%) of those employees work in the seven (7) districts with the remainder working in the various divisions within the Central Office facility.

3.3. Contract Period

The Contract Period for the performance of the services described in this RFP is from the date of the fully executed Resulting Agreement through one (1) year. The successful Offeror shall perform any and all the services listed herein as often as requested by MHTC for the entire duration of the

Contract Period as defined herein at the Guaranteed-Not-To-Exceed Prices submitted by the successful Offeror in response to this RFP.

3.4. Renewal Period

The contract shall not bind, not purport to bind, the MHTC for any contractual commitment in excess of the original contract period. The Commission shall have the right, at its sole option, to extend the contract for up to four (4) one-year renewal options, or any portion thereof. In the event the Commission exercises its options to extend the contract, such extension must be accomplished by a formal contract amendment approved and signed by representatives of the Offeror and

Commission, respectively, each of whom being duly authorized to execute the contract amendment on behalf of the Offeror and Commission, respectively.

3.5. Schedule of Events

Page:9

Below is the schedule that will be followed. Unless otherwise specified, the time of day will be 7:30 a.m. to 4:00 p.m. Central Time. MHTC reserves the right at its sole discretion to expand this schedule, as deemed necessary, without any notification except for the deadline date for submitting a proposal.

3.5.1. March 22, 2024 - Issuance of RFP

3.5.2 April 5, 2024 - Deadline for Offerors to submit written questions and requests for clarification to the RFP Buyer of Record, Lori.Tackett@modot.mo.gov

3.5.3. April 10, 2024 - Issuance of Amendment with resolution to any questions submitted.

3.5.4. April 19, 2024 at 2:00 PM, Central Time - Deadline for submission of proposals and scheduled public reading of firm names of proposals received.

4. MODOT RFP SCOPE OF WORK AND SPECIFIC SERVICES

4.1 Scope of Work

Page:10

The successful Offeror agrees to provide to MHTC the following services:

4.1.1. The Offeror shall provide advertising and marketing services to assist MHTC in fulfilling their goals related to highway safety and traffic awareness, in accordance with the provisions and requirements herein and to the sole satisfaction of MHTC.

4.1.2. The Offeror shall provide full-scale Advertising and Marketing Services including:

4.1.2.1. Project management;

4.1.2.2. Creative services;

4.1.2.3. Media planning/placement services;

4.1.2.4. Media production, including television, radio, and print services;

4.1.2.5. Non-traditional media and high-tech marketing services;

4.1.2.6. Promotional /collateral material development and fulfillment services;

4.1.2.7. Public relations, image building, and publicity services; and

4.1.2.8. Research and market analysis services.

4.1.3. The Offeror shall have a minimum of 5 years’ experience and shall be a modern, professional, marketing/advertising/public relations organization.

4.1.4. Point of Contact – The Offeror must function as the single point of contact for MHTC, regardless of any subcontracting arrangements for products or services, which shall include assuming responsibility and liability for all services provided. The Offeror must provide MHTC with the name, address, phone number, and email contact information in the Offeror’s proposal response and within five (5) business days of any change in Offeror's point of contact.

4.1.5. Coordination of Services - The Offeror shall cooperate and coordinate services with MHTC and any designees of MHTC for a coordinated message to be presented. The Offeror shall understand MHTC may have additional contracts with other entities for similar or related services.

The Offeror shall work with any such other entity to the extent required by MHTC. The Offeror shall provide all services with the coordinated input of MHTC staff and designees including research information obtained by MHTC or its various programs/contracts.

4.1.6. Unless otherwise specified herein, the Offeror shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the required services.

4.1.7. Upon execution of a contract, MHTC will coordinate with the Offeror to identify, plan, and coordinate various campaigns related to highway safety and traffic issues. MHTC retains sole discretion and authority in determining which campaigns are necessary the content of such campaigns, and any variable related to the extent of the campaign such as budget, duration, audience, and media platforms. MHTC will develop a schedule of planned campaign activities to assist the Offeror in preparing detailed media plans.

Page:11

4.1.8. For each campaign/project, the Offeror shall provide a detailed media plan that is designed to further the goals of MHTC. As instructed by MHTC, the Offeror shall consider the integration of non-traditional media, social/new-age media, and high-tech marketing activities in the media plan.

For purposes of this document, media shall be deemed to include advertising media, broadcast media, digital media, electronic media, hypermedia, multi-media, new media, news media, print media, published media, social media, etc., and may also minimally include the following:

4.1.8.1. Television, film, video, radio, movies, CDs, DVDs, etc.;

4.1.8.2. Newspapers, magazines, brochures, direct mail, newsletters, books, pamphlets, photography, etc.;

4.1.8.3. Email, text messages, websites, blogs, etc.; and

4.1.8.4. Billboards, transit signs, placards inside and outside buildings or vehicles, flying billboards, blimps, etc.

4.1.9. The Offeror shall include recommendations for appropriate media vehicles, market/Designated Marketing Area (DMA) support, product support, flighting, programming, and a guaranteed not-to-exceed price for each campaign/project.

4.1.10. If requested by MHTC, the Offeror shall also provide a proposed annual media flow chart that includes a calendar of support by campaign, by medium, by market, and by week in a given fiscal year with flighting, rating points, and costs by campaign/project, and guaranteed not-to-exceed total.

4.1.11. The media plan and proposed media buys for each campaign/project should reflect trends and research consistent with MHTC goals and objectives.

4.1.12. As appropriate for the type of media included in the media plan, the Offeror must include all necessary scheduling, markets, stations, programming and/or daypart, time period, target rating points estimated for the project, number of spots, cost per spot, cost per rating point, and total buy costs.

4.2 Specific Services

Page:12

4.2.1. The Offerors agree to perform specific services within the above stated scope of work to include, but not be limited to the following:

4.2.1.1. Full-scale project management for each campaign/project undertaken;

4.2.1.2. Design and creative services necessary for each campaign/project;

4.2.1.3. Media production of any content (video, audio, image/graphic) necessary for each campaign/project;

4.2.1.4. Planning and placement of media buys, including but not limited to, television, radio, streaming services, social media, connected and digital TV, out-of-home venues, etc.;

4.2.1.5. Research and market analysis for each campaign/project as deemed necessary by MHTC;

4.2.1.6. Distribution of created content to MHTC and media providers;

4.2.1.7. Other advertising and marketing services identified by MHTC such as website design, informational handouts/flyers, t-shirt designs, logos, etc.

4.2.2. For media planning and placement purchases, the Offeror shall perform such services as follows:

4.2.2.1. After authorization by MHTC to proceed with services, the Offeror shall order space, time, or other approved media and shall endeavor to secure the most advantageous rates available.

4.2.2.1.1. The Offeror shall negotiate for the lowest possible rate(s) on any media placement(s)/purchase(s) on behalf of MHTC and must include negotiated maximum added value/promotional opportunities and bonus spots (if available) with appropriate written information for MHTC approval prior to any purchase. The Offeror shall meet with media representatives on behalf of MHTC and shall have, if and when requested by MHTC, a written evaluation of each proposal submitted by media representatives.

4.2.2.1.2. In making media placement(s)/purchase(s), the Offeror shall understand and agree that the Offeror shall not be acting as an agent of MHTC and shall not represent itself to be acting as an agent of MHTC. The Offeror shall inform each media representative supplying space, time, or other advertising means that the Offeror is not acting as an agent for MHTC, and that the Offeror shall be solely liable for payment to the media representative.

4.2.2.1.3. The Offeror shall invoice MHTC for all media placement(s)/purchases(s) in accordance with the invoicing requirements herein. The Offeror shall only be permitted to invoice MHTC for media placement(s)/purchase(s) after advertising has occurred.

4.2.2.1.4. The Offeror shall provide appropriate traffic instructions to each media entity.

Page:13

4.2.2.2. The Offeror shall properly incorporate approved messages in mechanical or other necessary form and shall forward such with instructions for the fulfillment of the advertising order, and shall check and verify instructions, displays, broadcasts, or other media to be utilized to such a degree as is normally performed by advertising/marketing agencies and as regarded as good practice. Although MHTC approval has been received by this time, the Offeror shall be responsible for ensuring that there are no typographical errors or omissions in the final advertisements.

4.2.2.3. The Offeror shall audit and verify the accuracy of all invoices from media outlets to ensure all advertisements were run and correctly billed. For advertisements not run as requested, the

Offeror shall either schedule a make good or give credit. The Offeror must maintain and keep all records regarding make goods and credits.

4.2.2.4. Documentation and Reporting – The Offeror shall prepare and maintain the following media documentation and shall submit reports to MHTC as elsewhere required herein in

Administrative and Reporting Requirements.

4.2.2.4.1. The Offeror must provide MHTC with copies of all insertion orders, change orders, and purchase orders with media/broadcast suppliers.

4.2.2.4.2. Additionally, the Offeror shall regularly evaluate media buys, markets, stations, programming and/or daypart, time period rating points, costs, etc. and shall provide any evaluation recommendations to MHTC.

4.2.2.5. The Offeror shall provide MHTC with a quality master or duplicate of the advertisement that is ready for placement.

4.2.2.6. The Offeror shall ensure that all broadcast advertisements contain: (1) the closed captioning of the verbal contents of the advertisement if required by Section 711 of the

Communications Act, and (2) the sponsorship identification tag required by Section 73.1212 of the

Federal Communication Commission’s (FCCs) Rules and such tag shall be in a format that is understandable/legible to the average listener/viewer. At a minimum, the radio tag shall be aural, and the television tag shall be visual.

4.2.3. For creative services, the Offeror shall provide services necessary for: (1) the creation of branding, tags, and logos, (2) the creation of advertisements produced, (3) the creation of or design for production of premium items and permanent, semi-permanent, and non-permanent point-of sale or other collateral materials, and (4) any other creative services customarily performed by an advertising agency. The Offeror shall perform such services in accordance with any creative services approved by MHTC and as follows:

Page:14

4.2.3.1. Prior to developing and submitting any creative concepts for MHTC, the Offeror must have a creative (brainstorming) meeting, as specified by MHTC, to discuss concepts. In addition, if required by MHTC, the Offeror shall develop a creative strategy document for MHTC approval based on information provided regarding the specific project. The creative strategy document shall be designed to answer specific questions regarding the goals, targets, ideas to be communicated, messaging, current thinking, etc.

4.2.3.2. In the course of creating, developing, and designing materials, advertisements, etc., if such items utilize a theme, the Offeror must receive prior approval from MHTC. If desired and specified by MHTC, the Offeror shall develop a new brand, slogan, tagline, or logo for MHTC.

Such development shall be at the sole direction of MHTC.

4.2.3.3. The Offeror shall provide a minimum of two alternative creative scripts/storyboards, scripts, ads, layouts, etc. to MHTC for review. Once presented to MHTC and as applicable, the

Offeror shall make any MHTC requested changes as quickly as possible.

4.2.3.4. The Offeror shall use images and messages that are at all times commensurate with the dignity of the State of Missouri.

4.2.3.5. Prior to final development, the Offeror must submit all creative concepts to MHTC for review and any comments in the form of rough layouts with written copy. After rough layout, design, and copy is approved by MHTC, the Offeror shall prepare and submit comprehensive layouts to MHTC for final review and comments as requested. The Offeror shall not have a project produced until the Offeror receives final approval of copy and concepts from MHTC.

4.2.3.6. Once print (including point-of-sale materials) layouts are approved, the Offeror’s creative personnel shall take the advertising to a final form for approval including all design, copy, and layout. Upon approval of MHTC, subcontractors can be solicited for illustration or photocopy.

4.2.3.7. Once final-form advertising is approved, the Offeror shall arrange for and/or provide all services necessary to supply the advertising in whatever format is needed for the production process to occur and for the advertising to be printed.

4.2.3.8. If legal services are necessary to confirm appropriate use of a concept, name, or term that the Offeror strongly feels should be used, the Offeror shall be responsible for obtaining and paying for such legal services. However, with prior written approval of MHTC, legal fees connected with telemarketing and copywriting logos, names, or other terms may be reimbursed by MHTC.

4.2.3.9. Work Products/Materials – If required by MHTC, the Offeror shall provide MHTC with electronic files of all finished products or materials created, developed, produced, or designed for use under the contract including text, graphics, products, or other materials.

4.2.3.10. The electronic files must be submitted in pdf format or other format mutually agreed upon between MHTC and the Offeror that is viewable on personal computers.

Page:15

4.2.3.11. A copy of the text, graphics, products, or other materials shall also be presented to

MHTC in paper format, if requested.

4.2.4. For media production services, the Offeror shall either provide or sub-contract the services required for production of final form approved advertisements within required deadlines as follows:

4.2.4.1. If television media production is approved, MHTC may request the Offeror submit written estimates for television media production for approval. If requested, estimates should include media production fees, Offeror recommendations, pre- and post-production costs, talent fees, costs for audio, music, digital, and film transfer, and Offeror fees associated with the production.

4.2.4.1.1. In the event the Offeror proposes to utilize a television media production company or an individual located outside the State of Missouri, the Offeror must provide MHTC with justification that the available services or facilities within the State of Missouri were not adequate to complete the required work or are not competitively priced. The Offeror shall understand and agree that generally, all television media production shall be handled by Missouri firms and individuals, unless there is a substantial reason to obtain services out-of-state.

4.2.4.1.2. Once television media production is approved by MHTC, if actual charges will exceed the written estimate, the Offeror must provide and receive approval from MHTC for a revised estimate and written justification for the increase.

4.2.4.2. If radio media production is approved by MHTC, the Offeror shall, if required by MHTC, obtain and submit written estimates, either in an annual aggregate amount or for each radio media production, for radio media production costs for MHTC’s approval. The estimates should include studio time, sound effect costs, needledrop music, miscellaneous materials, phone patch costs, CD copies, Offeror fees, etc.

4.2.4.3. If print media production is required by MHTC, the Offeror shall understand and agree that to the extent possible, MHTC will handle printing through the State Printing Center. Information about State Printing Services can be found on the internet at: https://oa.mo.gov/general-services/state-printing-center.

4.2.4.3.1. If MHTC handles print media production through the State Printing Center, the Offeror shall provide electronic files of materials along with all graphics and fonts to MHTC in camera-ready format and ready to send electronically to, and compatible with, the State Printing Center.

Electronic files must include color separations, linked graphics, fonts, and software specifications.

The Offeror shall also provide MHTC with printing cost estimates and printing specifications for all print media. MHTC will work with the State Printing Center for printing the materials.

4.2.4.3.2. However, if requested by MHTC, the Offeror shall be responsible for print media production. In such case, the Offeror may be required to submit a written estimate for production costs to MHTC for approval.

https://oa.mo.gov/general-services/state-printing-center https://oa.mo.gov/general-services/state-printing-center

Page:16

4.2.4.4. As required by MHTC, the Offeror shall oversee talent payments/invoices and paperwork necessary for all talent/actors used in MHTC media. The Offeror shall notify MHTC for approval and shall make recommendations for all continued use/holding fees.

4.2.5. For non-traditional media and high-tech marketing services, the Offeror shall integrate non-traditional media and high-tech marketing activities as directed by MHTC. Such services may include, but are not limited to, interactive media, social media, mobile apps, and search engine optimization/marketing. If requested by MHTC, the Offeror shall perform internet site development, management, or analytics of a website. If required by MHTC, the Offeror shall provide artistic direction and site aesthetic design of an MHTC website.

4.2.5.1. The Offeror must comply with state and enterprise policies, standards including technology standards, state accessibility standards, and data security standards and procedures.

4.2.6. For promotional/collateral material distribution and fulfillment services required by MHTC, the Offeror shall distribute collateral materials such as brochures, posters, informational mailings, and other similar marketing materials including specialty advertising items, video multimedia presentations, etc., as approved by MHTC.

4.2.7. For research and market analysis services required by MHTC, the Offeror shall perform a minimum of the following services:

4.2.7.1. The Offeror shall employ research techniques to measure: (1) the impact and effectiveness of messages, creative designs, and media placement, (2) the opinions of target audience members, and (3) decision trends in MHTC project subject matter.

4.3 Federal Terms and Conditions

4.3.1. It is the Offeror's responsibility to review and understand the Exhibit 1, Federal Terms and

Conditions.

4.3.1.1. Failure to follow the stipulations in these terms and conditions may render the Offeror non-responsive.

5. MODOT RFP REQUIRED ELEMENTS OF PROPOSAL AND

SUBMISSION

5.1. Required Elements of Proposal

Page:17

Each Offeror shall provide a cover letter signed by an authorized firm representative stating he/she has read and understands all of the terms and conditions of doing business with

MHTC in response to this request for proposal. The proposal must be divided into sections corresponding to the list of elements described below.

5.1.1. Experience, Expertise and Reliability - With regard to documenting its experience, expertise, and reliability in performing the requested services, the Offeror must provide information related to previous and current contractual relationships considered identical or similar in scope to the one anticipated to result between MHTC and the successful Offeror pursuant to this RFP. At a minimum, the following information must be provided:

5.1.1.1. Name, address, telephone number of contracting agency/entity, and a contact person who can verify all data submitted.

5.1.1.2. Contract dates.

5.1.1.3. A brief, written description of the specific services provided, methods used, and the results associated with the specific services provided.

5.1.1.4. List of any pending legal action(s) involving your firm that could directly or indirectly impact the services provided to MHTC.

5.1.2. Qualifications and Expertise of Key Personnel - Each Offeror must provide detailed information documenting the experience and qualifications of the key personnel who would be assigned to perform work under the Resulting Agreement between MHTC and the successful

Offeror entered into pursuant to this RFP. Acceptable information shall include, but not be limited to, resumes detailing education, qualifications, previous work assignments, training, continuing education, certifications, etc. A work assignment organizational chart should be included in this section. Staff may be changed if those personnel leave the organization, are promoted or are assigned to another office. These personnel may also be changed for other reasons at the discretion of the Offeror provided that replacements have substantially the same or better qualifications or experience. However, in all cases, MHTC retains the right to approve or reject replacements.

5.1.3. Proposed Method of Performance - Each Offeror must present a written narrative demonstrating the method and/or manner in which it proposes to satisfy the requirements of this

RFP. The language of the narrative shall be straightforward and limited to facts, solutions to the problems, and plans of proposed action as well as the timeline for completion of proposed action.

5.1.3.1. By reading the proposal, MHTC must be able to gain a comfortable grasp of the services to be provided and the methods proposed by the Offeror to provide them. A detailed explanation should be included to understand how the services comply with the requirements of this RFP.

Page:18

5.1.3.2. In order to show feasibility, a timetable setting forth appropriate milestones shall be included in Offerors proposal, with sufficient detail explaining how the Offeror will meet those timelines/milestones.

5.1.4. Proposed Fee - The Offerors must complete the attached Exhibit 2, Pricing Page, to this

RFP as specifically directed therein.

5.1.5. References - Provide all references for which the Offeror firm provided services which are similar in nature to the services requested in this proposal over the past three (3) calendar years.

MHTC reserves the right to determine which references to call and whether or not to call all references for all Offerors. The reference list should include:

5.1.5.1. The reference firm name, address, telephone number, and fax number.

5.1.5.2. List of reference firm owners names and addresses.

5.1.5.3. A brief description of services provided and location of work performed.

5.1.5.4. Dates of contract and/or performance of service.

5.1.5.5. A contact person familiar with the services provided including their name, address, email address and telephone number.

5.1.6. The proposals will be evaluated based on the adequacy of the Offeror's response in addressing each of the Required Elements of the Proposal listed above as well as any other evaluation methods referenced in this RFP.

5.2. Submission of Proposals

Page:19

5.2.1. Electronic Proposal Format - If an Offeror (referred to here as registered vendor or vendor) is responding electronically through the MissouriBUYS System website, in addition to completing the on-line pricing, the registered vendor should submit completed exhibits, forms, and other information concerning the proposal as an attachment to the electronic proposal. The registered vendor is instructed to review the RFP submission provisions carefully to ensure they are providing all required pricing, including applicable renewal pricing. Instructions on how a registered vendor responds to a bid on-line are available on the

MissouriBUYS System website at: https://missouribuys.mo.gov/bidboard.html.

In the event that the vendor is an agency of state government or other such political subdivision which is prohibited by law or court decision from complying with certain provisions of an RFP, such vendor may submit a proposal which contains a list of statutory limitations and identification of those prohibitive clauses.

The vendor should include a complete list of statutory references and citations for each provision of the

RFP, which is affected by this paragraph. The statutory limitations and prohibitive clauses may (1) be requested to be clarified in writing or (2) be accepted without further clarification if the statutory limitations and prohibitive clauses are deemed acceptable. If MHTC determines clarification of the statutory limitations and prohibitive clauses is necessary, the clarification will be conducted in order to agree to language that reflects the intent and compliance of such law and/or court order and the RFP.

5.2.1.1. The exhibits, forms, and Pricing Page(s) provided herein can be saved into a word processing document, completed by a registered vendor, and then sent as an attachment to the electronic submission.

Other information requested or required may be sent as an attachment. Additional instructions for submitting electronic attachments are on the MissouriBUYS System website. Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any electronic attachments.

Electronic copies of the proposal and electronic attachments should be searchable.

5.2.1.2. In addition, a registered vendor may submit the exhibits, forms, Pricing Page(s), etc., through mail or courier service. However, any such submission must be received prior to the specified end date and time.

5.2.1.3. If a registered vendor submits an electronic and hard copy proposal response and if such responses are not identical, the vendor should explain which response is valid. MHTC will consider the response with the terms most favorable to MHTC.

5.2.2. Hard Copy Proposal Format - If the vendor is submitting a proposal via the mail or a courier service or is hand delivering the proposal, the vendor should include completed exhibits, forms, and other information concerning the proposal (including completed Pricing Page(s) with the proposal. The vendor is instructed to review the RFP submission provisions carefully to ensure they are providing all required pricing, including applicable renewal pricing.

5.2.2.1. The proposal should be page numbered and the signed page one from the original RFP and all signed addendums should be placed at the beginning of the proposal.

5.2.2.2. The vendor should include one (1) original proposal. The front cover of the original proposal should be labeled original.

5.2.3. Signatures - Any form containing a signature line in this RFP and any amendments, pricing pages, etc., must be manually signed and returned as part of the proposal.

https://missouribuys.mo.gov/bidboard.html

Page:20

5.2.4. Pricing - The Offeror is required to specify the pricing associated with this RFP as a firm fixed price.

The successful Offeror will be responsible for performing all services listed in this RFP at the prices submitted. MHTC will not be liable for any charges beyond those detailed in the proposal.

5.2.4.1. MHTC shall not make any payment to the successful Offeror in advance of the services rendered by the successful Offeror.

5.2.4.2. Each Offeror is responsible for its own expense in preparing, delivering or presenting a proposal, and for subsequent interviews or negotiations with MHTC, if any, as provided for in this RFP.

5.2.5. Proposal Life - The Offeror must include a statement in the proposal that indicates the length of time during which MHTC may rely on all proposal commitments. All proposals made in response to this RFP and quoted pricing must remain in effect for a period of not less than 90 days after the date for proposal submission. Any proposal accepted by MHTC for the purpose of contract negotiations shall remain valid until superseded by a contract or until rejected by MHTC.

5.2.6. Submission of All Information Required - The Offerors must respond to this RFP by submitting all the information required herein for its proposal to be evaluated and considered for award. Failure to submit all the required information shall be deemed sufficient cause for disqualification of a proposal from consideration.

5.2.7. Public Inspection - The Offerors are hereby advised that all proposals and the information contained in or related thereto are subject to Missouri Open Records Act and after contract award and execution of the

Resulting Agreement shall be open to public inspection and may be viewed and copied by any member of the public; therefore, MHTC does not assume any responsibility whatsoever in the event that such information is used or copied by individual persons or organizations.

5.2.7.1. Offerors claiming a statutory exception to the Missouri Open Records Act must clearly identify any confidential documents. The Offeror must also specify which statutory exception provision applies. MHTC reserves the right to make determinations of confidentiality. If MHTC does not agree that the information designated is confidential under one of the disclosure exceptions to the Missouri Open Records Act, it may either reject the proposal or discuss its interpretation of the allowable exceptions with the Offeror. If agreement can be reached, the proposal will be considered. If agreement cannot be reached, MHTC will remove the proposal from consideration for award and return the proposal to the Offeror.

5.2.7.2. MHTC will not consider prices to be confidential information.

5.2.7.3. The Offeror must submit its proposal based on the conditions contained in this paragraph without reservations.

5.2.8. Clarification of Requirements - It shall be the Offerors responsibility to ask questions, request changes or clarification, or otherwise advise MHTC/MoDOT if any language, specifications or requirements of the RFP appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated in the RFP to a single source.

5.2.8.1. Any and all communication from Offerors regarding specifications, requirements, competitive proposal, etc., must be directed to the RFP Contact listed herein, unless the RFP specifically refers the

Offerors to another contact. Such communication shall be received by the date noted in the Schedule of

Events.

Page:21

5.2.8.2. Every attempt will be made to ensure that the Offeror receives an adequate and prompt response.

However, in order to maintain a fair and equitable proposal process, all Offerors will be advised, via the issuance of an addendum to the RFP, of any relevant or pertinent information related to the procurement.

Therefore, Offerors are advised that unless specified elsewhere in the RFP, any questions received after the listed date may not be answered.

5.2.9. After an initial screening of the written proposals, any, or all of the Offerors submitting a proposal in response to this RFP may be required to give an oral presentation of their proposal. Additional technical information may be requested for clarification purposes, but in no way to change the original written proposal submitted. MHTC reserves the right, in its sole discretion, to decide to conduct interviews with any or all of the Offerors. MHTC reserves the right, in its sole discretion, to determine the interview method, format and location. If an interview is conducted, it is preferred that the interviewed Offeror's personnel to be assigned to the work, as well as key representatives, be present at and participate in the interview.

5.2.10. Official Position of MHTC - Offerors are cautioned that the only official position of the MHTC and

MoDOT is that which is issued by MHTC in the RFP or an amendment thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement.

6. MODOT RFP EVALUATION FACTORS AND PROCESS

6.1. Evaluation Factors

The following factors shall be considered in the evaluation of the proposals:

6.1.1. Evaluation Criteria - Any agreement for services Resulting from this RFP shall be awarded to the Offeror providing the best proposal to MHTC. After determining responsiveness, proposals will be evaluated in accordance with the following criteria and maximum points per each criterion:

6.1.1.1. Experience, Expertise and Reliability - 20 Maximum Points

6.1.1.2. Qualification and Expertise of Key Personnel - 20 Maximum Points

6.1.1.3. Proposed Method of Performance - 20 Maximum Points

6.1.1.4. Proposed Fee - 40 Maximum Points

6.1.2. Historic Information - MHTC reserves the right to consider historic information and facts, whether gained from the Offeror's proposal, presentations or interviews as applicable, references, or other sources, including but not limited to the listed subcontractors, in the evaluation process.

6.1.3. Responsibility to Submit Information - Each Offeror is cautioned that it is the Offeror's sole responsibility to submit information related to the evaluation criteria and MHTC is under no obligation to solicit such information if it is not included with the Offeror's proposal. Failure of the

Offeror to submit such information may cause an adverse impact on the evaluation of the Offeror's proposal.

6.2. Proposal Review/ Evaluation

Page:22

MHTC will select a group of individuals to comprise the proposal review team. MHTC may, in its sole discretion, form a subgroup of the proposal review team, consisting of one or more team members, to comprise a separate proposal evaluation team that would be responsible for evaluating proposals with regard to compliance with RFP requirements. All evaluation team members will use the evaluation criteria stated above and present the evaluations to the review team for further action in the proposal evaluation and contract award process. If MHTC opts to not create a separate subgroup proposal evaluation team, the proposal review team shall also act as the proposal evaluation team.

7. MODOT RFP TERMS AND CONDITIONS

7.1. Agreement Components

The Resulting Agreement between MHTC and the successful Offeror shall incorporate by reference as its components the following: the RFP and any written amendments thereto and the proposal submitted by the successful Offeror in response to the RFP. In case of a conflict between or inconsistency in the terms contained in the RFP and the proposal submitted by the Offeror in response to the RFP, the terms of the

RFP shall govern. In the event of a conflict between or inconsistency in the terms of the RFP and the

Resulting Agreement, the terms of the Resulting Agreement shall govern. MHTC reserves the right, in its sole discretion, to clarify any relationship in writing and such written clarification shall govern in case of any conflict with or inconsistency in the applicable requirements stated in the RFP and the successful Offeror's proposal.

7.2. RFP Contact

The State Highway Safety and Traffic Engineer is designated as MHTC's representative with authority to act on behalf of MHTC for the purpose of administering the Resulting Agreement.

MHTC's representative may designate by written notice other persons having the authority to act on behalf of MHTC in furtherance of the performance of the Resulting Agreement. Each Offeror shall fully coordinate its activities with the designated representative and shall consult the MHTC representative regarding any problem arising out of the provision of the services to the MHTC pursuant to this RFP and the Resulting Agreement. As the work of the successful Offeror progresses, advice and information on matters covered by the Resulting Agreement shall be made available by the successful Offeror to the designated representative throughout the effective period of the Agreement. MHTC reserves the right to limit the authority of MHTC's representative provided herein as it deems necessary in its sole discretion at any time and from time to time throughout the duration of the RFP process and the Contract Period.

7.3. Assignment

The successful Offeror shall not assign, transfer, or delegate any interest in the services to be provided under this RFP and the Resulting Agreement without the prior written consent of the MHTC representative.

The successful Offeror may at its own expense employ clerical or technical assistance in the performance of the services under this RFP and the Resulting Agreement, such clerical and technical assistance provider being as fully bound as the Offeror to all confidentiality and work product provisions of this RFP and the

Resulting Agreement.

Page:23

7.4. Amendments

Any change in the Resulting Agreement, whether by modification or supplementation, must be accomplished by a formal contract amendment approved and signed by representatives of the successful Offeror and

Commission, respectively, each of whom being duly authorized to execute the…