UDOT RFP- IN LIEU OF Zero Fatalities PR Media Management

The Utah Department of Transportation (UDOT) is requesting proposals for public relations and media management services for the Zero Fatalities Program, with proposals due October 5, 2026. This solicitation is anticipated to result in a single contract award. Offerors must demonstrate local personnel presence within 60 miles of UDOT Central Offices and documented PR and strategic communications experience for the Project Manager.

The scope encompasses developing a strategic communications plan, executing media placement and paid media strategies across television, radio, social media, and Spanish-language platforms, coordinating media relations and press events, and providing ongoing support to the Zero Fatalities Program Manager. The contractor will collaborate with UDOT Communications, the Zero Fatalities program team, and partner organizations throughout the State of Utah to execute behavior change messaging campaigns targeting the traveling public and supporting the Behavioral Safety Program.

The contract will run through June 30, 2027, with three one-year renewal options. The total not-to-exceed budget is $1.5 million. Pricing must be guaranteed for the life of the contract. Offerors must submit costs using a blended hourly rate covering all labor and profit, plus position-specific rates for Senior Manager/Executive, Mid-Level Staff, and Support Staff. Direct expenses will be reimbursed at net vendor cost with no administrative markups; sales tax, shipping, and media purchase commissions are non-reimbursable. Travel is reimbursed at state-approved rates with prior written approval.

Technical proposals are evaluated in three stages: Stage 1 verifies mandatory minimum qualifications (local personnel, PR experience, valid business license); Stage 2 scores technical merit on 100 points across five criteria — program team capability and experience (15 points), approach to scope delivery (45 points), budget management and efficiency (10 points), portfolio examples (15 points), and overall impression (15 points) — with a minimum threshold of 75 points required to advance; Stage 3 evaluates cost proposals for qualifying firms. The lowest proposed price receives 100% of available cost points; proposals exceeding 200% of the lowest price receive no cost points. Interviews will be conducted with qualified firms. All work products, materials, and drafts created become the property of UDOT and cannot be used by the vendor without written permission. UDOT reserves the right to contract with other vendors for similar tasks with no exclusivity guaranteed.