SCOPE OF SERVICES.docx

SCOPE OF SERVICES

PROJECT INTRODUCTION

Project Summary This Request for Proposals (RFP) is issued by the Montana Department of Transportation (hereinafter designated as ‘MDT’) to solicit written proposals for seeking a contractor to provide administration of Montana's Motorist Information Sign Program (LOGO/TODS program).

History In 1989 the Montana Legislature approved the Motorist Information Sign Program, commonly referred to as the Montana Motorist Information Sign Group. The Montana Motorist Information sign program is a state-operated system that provides information to travelers. This program, established by the state legislature, aims to guide motorists to businesses and tourist attractions while ensuring safe and efficient travel.

Introduction Montana’s Motorist Information Sign Program (LOGO/TODS program) authorizes:

a. The placement and maintenance of Specific Information Signs (LOGO) at specific locations along Montana's interstate highway right-of-way that identify businesses that provide specific services, including gas, food, lodging, camping.

b. The placement and maintenance of Tourist-Oriented Directional Signs (TODS) relating to gas, food, lodging, camping services, recreational services and tourist services on the right-of-way of Montana's federal-aid primary highways. Program administration includes, but is not limited to, marketing the program, erecting and maintaining the motorist information panels within the right-of-way of certain sections of controlled access highways, and revenue sharing with MDT.

Statement of Project Requirements

The Montana Department of Transportation (MDT) is seeking a contractor to administer the LOGO and Tourist-Oriented Directional Signs (TODS) program. The signs managed in the program are as follows;

LOGO Specific Information Panels: These are signs that display the logos of specific businesses, typically found on highways and freeways. They provide motorists with information about services such as gas, food, lodging, and attractions available at upcoming exits. The administration involves ensuring these signs are correctly placed, maintained, and updated as needed.

TODS (Tourist Oriented Directional Signs): The blue signs that provide directional information for tourist-related businesses and services located off the main highways. They help travelers find attractions, recreational facilities, and other points of interest. Administration includes ensuring these signs meet regulatory criteria, are correctly placed, and are maintained regularly.

This Trailblazers Program is crucial to providing motorists with clear and accurate directional information about nearby services and attractions. The contractor's responsibilities will include the installation, maintenance, and updating of these signs to ensure they are current and correctly placed. This role involves not only the physical aspects of sign management but also administrative tasks such as marketing and operational oversight.

The goal is to help travelers easily find essential services and tourist destinations, enhancing their overall travel experience.

The following are program functionality requirements for this project.

The offeror must provide a transition plan for the LOGO/TODS program immediately upon the commencement date of the new contract, February 1, 2026. The State will assist in transferring existing records and processes related to sign construction, business sign placement, maintenance, billing, and other reporting documentation.

Please confirm your ability to meet this requirement and outline your plan for developing and implementing the transition plan.

Describe and provide a marketing plan detailing processes and procedures that describe the following;

· Market Research - Gathering, analyzing, and interpreting information about a market, including consumers, competitors, and the overall target audience. The successful offeror shall prepare a plan for recruiting increased participation in the LOGO/TODS program.

· Strategy Development - Deciding where the signs should be located to maximize visibility and usefulness for motorists. Ensuring the signs comply with local regulations and standards.

· Implementation - Overseeing the installation of signs, ensuring they are securely and correctly placed including; new construction, refurbishing and business sign replacement on all eligible routes.

· Budgeting - Responsible for all costs associated with maintaining and erecting the LOGO and TODS signs. This includes expenses for the installation of new signs, as well as the upkeep and replacement of existing ones.

· Monitoring and Evaluation - Identifying signs that are damaged, outdated, or no longer effective, and replacing them with new ones. Regularly inspecting signs to ensure they are in good condition. Cleaning, repairing, or updating signs as needed to maintain their visibility and accuracy.

· Communication - Describe how the offeror will provide all communication, directing, and controlling all activities in the LOGO/TODS programs. Detail how copies of distributed press releases and emails will be provided.

· The offeror must provide an initial field inventory upon contract award and before administering the LOGO/TODS program. This inventory should include:

1. A comprehensive list of all currently participating businesses.

2. Detailed information on the physical condition of all signs.

This survey will be used to:

· Initiate marketing processes.

· Establish a systematic and orderly process for providing eligible businesses the opportunity to participate or continue their participation in the program.

Please confirm your ability to meet this requirement and provide a detailed plan for conducting the initial field inventory.

Describe how the offeror will develop and perform annual field inventory of all participating businesses to ensure the business remains in compliance with the eligibility requirements. This information will be provided to the State on or before January 15th annually. Provide the documentation and form used for the annual inspections.

Describe how the offeror will conduct routine and emergency sign maintenance on the existing system, including refurbishment and replacement signs and supports.

Provide quarterly reports that are due on the 15th of January, April, July, and October and must include the following information.

· Date

· Location

· Route

· Direction

· Milepost

· Interchange Number and Name

· Size

· Work Performed (construction, refurbishing, replacement, maintenance) for each sign structure upon which work was performed.

· Permanently Removed Sign Structures

Please confirm your ability to meet this requirement and provide a quarterly report.

Please confirm your ability to meet the following requirements and provide detailed responses where requested.

Provide an annual progress report that is due on the 15th of January, and must include the following information:

1. Names, addresses, and changes to customers participating in the program.

2. The program’s gross revenues for the contract year.

3. Details of completed program work for LOGO signs, including the number, milepost number, route, and name of interchanges. For TODS signs, include the route, milepost number, and name of intersecting roadway. Information should be organized by route.

4. Any additional information may be required by the State.

Provide annually audited statement of gross revenues statements. These statements are due on the 1st of March each year. The financial statements should include:

1. A balance sheet.

2. An income statement.

3. A statement of cash flows.

4. Any accompanying notes and disclosures.

The audited financial statements must be prepared in accordance with generally accepted accounting principles (GAAP) and audited by a certified public accountant (CPA). The offeror must ensure that the financial statements accurately reflect the financial position and performance of the company.

Provide copies of all marketing materials and forms for new businesses to be used by the offeror including the business participation agreements.

Provide a new sign layout for each type of sign required in conformance with the Manual Uniform Traffic Control Devices (MUTCD) manual requirements.

Describe the ability to manage and obtain approved encroachment permits from Maintenance Encroachment System, prior to beginning construction, refurbishing or business sign replacement activity within the State’s right of way.

· The permit shall include a sign location plan (site plan) showing the location of the proposed work in relation to existing advance guide and supplemental signs.

· Traffic control plan showing how traffic will be maintained in safe order during the construction.

All work shall be inspected and approved by a representative of the MDT District Maintenance.

Develop an application form for use by businesses applying to participate or continue participation in the LOGO/TODS program.

Develop and provide one-year contracts between the successful offeror and businesses participating in the LOGO/TODS program shall be for a minimum of one year.

The offeror to provide the following contact information about where successful offeror can be reached between normal business hours.

· Physical address of the office location

· Hours of Operations

· Contact information

· Telephone number

· Email

Provision Of Services Upon awarding the contract, the successful offeror shall begin administration of the current LOGO/TODS directional signs in place and scheduled to be erected, replaced or maintained. Costs for maintaining and erecting all signs shall be the responsibility of the successful offeror and shall not be reimbursed by the State. Administration of the LOGO/TODS program includes planning, organizing, directing, and controlling all activities in the LOGO/TODS program.

The current Contractor shall cooperate fully with the subsequent successful offeror for the transfer of all publications, documents, property, equipment, and other material for which the State retains ownership rights.

All activities are to be coordinated with the State's Outdoor Advertising Control (OAC) program administrator. The successful offeror shall comply with the following;

· Mont. Code Ann. Title 60, Chapter 5, Part 5: This part provides the legal framework for the installation of motorist information signs, including LOGO/TODS program signs.

· Administrative Rules of Montana, Title 18-Chapter 6, Part 4: These rules outline the administrative procedures and requirements for public contracts, including those related to the LOGO/TODS program.

· Manual on Uniform Traffic Control Devices (MUTCD) 11th Edition, Dec 2023, Chapters 2J and 2K: These chapters specify the standards for specific service signs (LOGO signs) and tourist-oriented directional signs (TODS), which are used to determine eligibility for businesses to utilize space on these signs.

The State shall retain the final authority to determine which businesses should remain or be included in the sign event of insufficient space for all demands for sign space or for all service categories.

Responsibilities of the State The state shall be responsible for contract administration to ensure that all items of work are required in the contract and proposal documents are performed in accordance with applicable Montana statutes, administrative rules, and all applicable specifications and standards. This oversight shall include but is not limited to the following:

a) Coordinate with the successful offeror to achieve an orderly and efficient transfer of current LOGO/TODS sign program administration, construction and maintenance including records, documents, etc.

b) Review and approve all required submittals including permits, quarterly and annual reports, marketing materials, press releases, work schedules, site plans, traffic control plans, and sign layout details.

c) Review and approve fieldwork including new sign locations, refurbished signs, and replacement of failed business signs.

d) Coordinate the State's construction and maintenance activities that impact the LOGO/TODS program activity.

e) At the State's discretion, review on an annual basis all fees and revenues specified in the proposal to determine if adjustments need to be made. Changes may be negotiated considering the Contractor's need to maintain reasonable net profit and the need to maintain reasonable business fees.