Tuolumne County Transit Agency. Request for Proposals

Transcription

1 Tuolumne County Transit Agency Request for Proposals Tuolumne County Transit- Advertising Sales Program Management Proposal Submission Deadline: November 20, pm Tuolumne County Transit Agency 2 South Green Street (mailing) 48 West Yaney Avenue (physical) Sonora, CA Date: October 13, 2015

2 Table of Contents Notice... Page 3 Introduction... Page 3 Projected Schedule... Page 9 Contacts... Page 9 General Information / Terms and Conditions... Page 9-15 Attachment A Draft Agreement / Scope of Work Attachment B - TCT Advertising Agreement & Policies (current) RFP for Advertising Sales-- Tuolumne County Transit Page 2

3 NOTICE Request for Proposals To Coordinate Advertising Sales The Tuolumne County Transit Agency (TCTA) is soliciting proposals to administer an Advertising Sales program for the Tuolumne County Transit (TCT) fleet of vehicles. Both internal and external advertising is currently available on transit vehicles. TCTA seeks proposals to administer an advertising program on behalf of TCT, whereby a percentage of sales are retained by the administering party and the remaining portion is due to Tuolumne County Transit. TCTA seeks proposals for services that present no burden to the limited TCTA staff. All sales, coordination with advertisers, graphic design, material selection, application and finally product warranty should be included as part of the services offered. Sales of advertising space may include space on rear, sides and interior of buses (detailed below). Advertising spaces designated for sales program are identified below in the Proposed Advertising Space section. INTRODUCTION Background Tuolumne County is located in the center of the California Mother Lode area along the western slope of the Sierra Nevada mountain range. The County is bordered on the north by Calaveras County, on the south by Mariposa County, on the west by Stanislaus County and on the east by Alpine and Mono Counties. Sonora is the only incorporated city in Tuolumne County and is also the County Seat. Regional Public Transportation System The responsibilities of the Regional Public Transportation System, Tuolumne County Transit, belong to the Tuolumne County Transit Agency. The TCTA is governed by the same Board members as the Tuolumne County Transportation Council ( TCTC ), the regional transportation planning agency and staff functions are performed by the existing staff of the TCTC. Tuolumne County Transit serves the communities of Sonora, Columbia, Jamestown, Tuolumne, Twain Harte, Mi-Wuk Village, Sierra Village and Groveland (through a separate program, Tuolumne Trip). Tuolumne County Transit is available to the general public, including those who are transportation disadvantaged, and provides Fixed Route and Dial-A-Ride (demand response) services. Tuolumne County Transit is in full compliance with the Americans with Disabilities Act (ADA) and currently operates a total of nineteen buses, all equipped with wheelchair lifts. In addition, all fixed route buses are equipped with bicycle racks. Fixed Route Services The Tuolumne County Transit Fixed Route operates Monday through Friday from approximately 6:00 a.m. to 8:00 p.m. This system connects residents of Sonora, Jamestown, Columbia, Tuolumne, Twain Harte, Mi-Wuk Village, Sierra Village and the Phoenix Lake/Crystal Falls areas with adjoining RFP for Advertising Sales-- Tuolumne County Transit Page 3

4 communities, shopping areas, medical facilities, places of interest and the community college. This route connects with Calaveras Transit at Columbia College to provide an interregional connection. Dial-A-Ride Service Tuolumne County Transit operates curb-to-curb demand response (dial-a-ride) services Monday through Friday within designated service areas during the same time period as the Fixed Route. This system is designed to connect disabled residents of Tuolumne County who are unable to use the Fixed Route with shopping areas, medical facilities, places of interest and the community college. Weekend Service Tuolumne County Transit operates a general public dial-a-ride service on Saturdays between the hours of 9:00 a.m. and 4:00 p.m. This Service is provided within a limited service area, including the Sonora, Jamestown, Columbia, Twain Harte, Soulsbyville, Standard and Tuolumne areas. Saturday Service is provided through a curb-to-curb dial-a-ride service, requiring advance reservations. Seasonal and Special Services Dodge Ridge Ski Bus A partnership with locally owned Dodge Ridge Ski Resort in the Sierra high country offers locals and tourists a transportation alternative to driving in winter conditions. The SkiBUS runs daily over the Christmas and New Year s holiday period and then weekends and holidays through April. This service aims to collaborate with local lodging establishments, visitors bureaus and chambers of commerce to contribute positively to the local economy. Community Transportation Services Community transportation services are offered to qualified community events, in an effort to improve the events and mitigate traffic impacts and congestion. These service requests are reviewed by staff for compliance with community transportation service guidelines, before going to the TCTA for approval. Examples of community events served include: 1. Sonora Christmas Parade 2. Groveland 49er Festival 3. Father s Day Fly-In 4. Mother Lode Roundup Parade and Rodeo Transit Service Funding Tuolumne County Transit is funded primarily by California Transportation Development Act (TDA) funds, Federal Transit Administration Section 5311 operating assistance grant funds, and farebox revenue. The TDA funds are provided by the State to the Regional Transportation Planning Agency, the Tuolumne County Transportation Council (TCTC) in Tuolumne County, who then allocates the funds to the claimants. Both the County of Tuolumne and City of Sonora contribute funds to provide public transportation services in the Tuolumne County Region. The Transit System has also received FTA RFP for Advertising Sales-- Tuolumne County Transit Page 4

5 Section 5310, Congestion Mitigation and Air Quality (CMAQ) and Transit Bond funding for various capital purchases. Current Advertising Program The current Tuolumne County Transit advertising agreement (for prospective advertisers) is included for reference as Attachment B. Advertising is accomplished by utilizing external locations on the vehicles, including perforated window treatments and tail mounts. One vehicle (SkiBus) has a full wrap, however this is not available as a general advertising opportunity. The Trolley buses are the only vehicles that can accommodate internal advertising (11x17 landscape images). Advertising revenues are reinvested in the Transit Budget. Initial advertising sales under the new program are intended to convert the Tuolumne County Transit fleet of vehicles to the new brand image. Rear Windows- Clarke Broadcasting There is an advertising trade agreement in place providing rear window space to Clarke Broadcasting. This space is not eligible for the advertising agreement. SkiBus Currently wrapped, not eligible for the advertising agreement. Trolley Buses Interior Advertising/Tail Mounts RFP for Advertising Sales-- Tuolumne County Transit Page 5

6 New Tuolumne County Transit Brand Transition Tuolumne County Transit recently adopted a new brand for the transit system. It is anticipated that the revenues generated through this agreement will help to convert the fleet to the new look. Current Brand New Brand Proposed Advertising Space Driver Side of Vehicle RFP for Advertising Sales-- Tuolumne County Transit Page 6

7 Passenger side of vehicle Rear of vehicle RFP for Advertising Sales-- Tuolumne County Transit Page 7

8 The new brand allows for the sale of three advertising spaces. Tuolumne County Transit Fleet How many buses will be eligible for advertising at the time of the release of the RFP? There are 21 total vehicles in the fleet. 17 of the vehicles have at least one advertising space available. This includes space along the side of vehicle, tail mount and interior (Trolley only) locations. 4 of the 17 vehicles have at least 3 locations open for advertisements. As funding allows, buses that have the old brand, see picture, will be converted to the new brand. This will increase the advertising opportunities to be consistent with the buses that have already been updated (3 advertising spaces). Currently, there are three active contracts for advertising the existing fleet, the Clarke Broadcasting agreement discussed previously, a social service ad (two tail mounts) that expires in April 2016, and an interior ad on a trolley. 39 Ford, Type II Tail mount Ad Space available 40 Ford, Type II Tail mount Ad Space available 41 Ford, Type VIII Tail mount Ad Space available 42 Ford, Type VIII Tail mount Ad Space available 43 Ford, Type III Tail mount under contract MST Trolley Tail mount under contract Interior Ad Space Available 45 MST Trolley Tail Mount Ad Space Available Interior Ad Space Available 46 MST Trolley Tail Mount Ad Space Available Interior Ad Space Available 47 Ford,Type III Tail mount Ad Space available 48 Type III/C Tail mount Ad Space available 49 Allstar, E-450 Tail mount Ad Space available 50 Starcraft Tail mount Ad Space available 51 Starcraft Tail mount Ad Space available 52 MST Trolley Tail Mount Ad Space Available Interior Ad Space Available RFP for Advertising Sales-- Tuolumne County Transit Page 8

9 53 MST Trolley Tail Mount Ad Space Available Interior Ad Space Available 54 Glaval Tail mount Ad Space available 55 Ford, Type C New Brand Bus- 3 Ad Spaces Available 56 Ford, Type C New Brand Bus- 3 Ad Spaces Available 57 Ford, Type C New Brand Bus- 3 Ad Spaces Available 58 Ford, Type C New Brand Bus- 3 Ad Spaces Available What happens with advertisements currently on bus under active contract? The Transit Agency will honor all existing advertising agreements. At the end of the contracted period, these advertisers will have an opportunity to consider advertising under the new advertising sales program that will be in place. Project Schedule 1. Request for Proposals Issued October 13, Last Day for Written Questions on RFP October 28, Written Responses to Questions posted on website October30, Proposals Due November 20, Interviews with Finalists (optional) 6. Selection process concluded November Letters sent to consultants not selected November Agreement executed and Notice to Proceed December16, 2015 Communications As it is the TCTA s intent to provide the same information to all proposers, questions will not be answered individually by telephone or . Any oral responses to questions are not binding on the TCTA. The TCTA will post the questions received, along with written responses, to the Tuolumne County Transit website, It is the responsibility of the proposers to check the TCT website to review the questions and responses. The TCTA will not respond to any questions submitted after October 27, Any communications related to this RFP should be directed in writing to: Tyler Summersett, Sr. Transportation Planner Tuolumne County Transit Agency 2 South Green Street Sonora, CA tsummersett@co.tuolumne.ca.us Addenda Any changes to the Request for Proposals documents will be made by written addendum. Upon issuance, such addenda shall be incorporated in this Request for Proposals document, and shall prevail RFP for Advertising Sales-- Tuolumne County Transit Page 9

10 over inconsistent provisions of earlier issued documentation. Addenda will be posted on the TCT website. It is the responsibility of the proposers to check the TCT website for any addenda. Proposal Submission & Deadline All proposals and accompanying materials shall become the property of the Tuolumne County Transit Agency upon submittal. Proposers must submit one (1) original technical and cost proposal and one (1) electronic copy of technical and cost proposal. The technical and cost proposal shall be sealed in an envelope, marked Technical and Cost Proposal for Advertising Sales. The envelope must also be marked clearly with the proposer s name, address and telephone number, and with a proposer contact person s name. Proposals should be addressed to Tyler Summersett, at the above address, if delivered by mail or courier, and must be received and date stamped no later than 2:00 p.m. on the due date identified on the above Project Schedule. The TCTA has no authority to accept proposals submitted after the above date and time, and will return unopened any proposals which are received late. Form of Agreement A draft copy of the agreement to be executed between the parties follows as Attachment A of this RFP. It is imperative that the prospective proposers familiarize themselves with each of the provisions contained in the agreement form prior to preparing and submitting a proposal. If substantive revisions to the Agreement will be proposed by the contractor if selected, these items/issues should be clearly specified in the proposal. Evaluation Criteria A Selection Committee, appointed by the Executive Director of the TCTA, shall review each proposal and, if necessary, will conduct an interview with the consultant's project manager and key personnel of the most qualified firm(s). The Selection Committee shall rate each proposal and identify the rank of proposals in a selection order based upon the following criteria: 1. Understanding of the purpose of the advertising sales function as evidenced in the written and/or oral proposal. (25 points possible) 2. Approach to the tasks to be performed, including detailed steps and resources required, and proposed project schedule. (25 points possible) 3. Specialized experience, qualifications and technical competence as related to the services required. (25 points possible) 4. Candidate's cost proposal. (25 points possible) RFP for Advertising Sales-- Tuolumne County Transit Page 10

11 The TCTA reserves the right to award the Agreement to the proposer whose experience and proposal best satisfies the TCTA s needs rather than the proposer with the lowest cost proposal. Additional criteria other than the above may be considered as necessary in the selection process. The award of the Agreement will be subject to the availability of funds. The TCTA reserves the right to reject any or all of the proposals and to waive any irregularities in the bidding. Contractor Selection Upon completion of the rating of the proposals, the Executive Director may negotiate a draft agreement with the top-ranked contractor. A draft agreement to be executed by the parties is included as Attachment A to this Request for Proposals document. The goal of negotiation is to agree on a final agreement that will deliver the services and products required at a fair and reasonable cost to the TCTA. If a draft agreement cannot be reached with the top ranked candidate, the negotiations are terminated. Negotiations then may be opened with the second choice and the process repeated. When negotiations are terminated with the consultant, negotiations will not be reopened with them during this process. If an agreement cannot be reached with any of the consultants recommended by the Selection Committee, the Selection Committee will be asked to make additional recommendations. The TCTA hereby notifies all proposers that it will affirmatively ensure that in regard to any agreement entered into pursuant to this RFP, disadvantaged business enterprises will be afforded full opportunity to submit proposals in response to this invitation, and that proposers will not be discriminated against on the grounds of race, religion, creed, medical condition, color, marital status, ancestry, gender, age, national origin or physical or mental disability in consideration for award. In addition, the TCTA requires that any contractor/consultant hired by the TCTA to perform any work activity does not discriminate against any employee or applicant for employment because of race, religion, creed, medical condition, color, marital status, ancestry, sex, age, national origin or disability. The TCTA retains the right to withdraw this Request for Proposals at any time, without prior notice, to reject any or all proposals submitted, and/or to waive any irregularities or informalities in the proposal or in the proposal procedure. Advertisement Approval All advertisements must comply with the TCTA s Policy for Advertising on TCT Vehicles (included as Attachment C), and are subject to the approval of the Executive Director of the Tuolumne County Transit Agency, who has final authority on messaging to be placed on Tuolumne County Transit vehicles. Instructions to Proposers Each proposal should be limited to specific discussions of the elements outlined in this RFP. The intent of this RFP is to encourage responses which meet the stated requirements, and which propose the best methods to accomplish the work within their stated budget. The organization of proposals should follow the general outline below. Each proposal should consist of a Technical Proposal and a Cost Proposal. RFP for Advertising Sales-- Tuolumne County Transit Page 11

12 1. Transmittal Letter The transmittal letter should include the name, title, mailing address, address (if available), phone number and original signature of an individual with authority to negotiate on behalf of and to contractually bind the proposer, and who may be contacted during the period of proposal evaluation. Only one transmittal letter need be prepared to accompany all copies of the Technical and Cost Proposals. 2. Introduction In this section, the Proposer should demonstrate an adequate understanding of the advertising sales relationship the TCTA is looking for. 3. Advertising Sales Technical Approach The advertising sales plan should include: a. A description of the overall advertising sales program being offered. This should include types of acceptable advertisements, vinyl adhesives/frame mounts, advertising rates, and distribution of advertising revenues. b. A thorough explanation of the consultant s proposed Advertising Sales course of action. References should be made to RFP requirements and the consultant s plans for meeting those requirements. If the consultant proposes major changes in the RFP approach, those changes should be clearly specified. 4. Consultant and Subcontractor Staff The proposal must describe the qualifications and experience of each professional who will participate in the project, including a resume for each member of the project team. A Project Manager must be designated, and an organizational chart showing the manager and all project staff must be included. If a subcontractor will be used, the proposer must include a letter from the subcontractor committing to perform at least the work shown for subcontractor professionals in the abovedescribed matrix. If local firms/vendors will be used they should be clearly identified. 5. Consultant Qualifications and References The proposal must describe the nature and outcome of projects previously conducted by the consultant which are related to the work described within this RFP. Descriptions should include a client contact name, address, phone number, a description of the type of work performed, approximate date on which the work was completed and professional staff who performed the work. If a subcontractor is proposed, two or three similar qualifications and references should be provided for the subcontractor. Up to two samples of the consultant s reports on closely related projects should also be included, if available. 6. Cost Proposal In addition to a Technical Proposal, the prospective contractor shall prepare a Cost Proposal for the work to be performed. The Cost Proposal shall itemize all advertising spaces, proposed rates, and advertising terms. RFP for Advertising Sales-- Tuolumne County Transit Page 12

13 Failure to provide detailed cost breakdowns will be cause for rejection of the proposal. Fee and Method of Payment The TCTA desires an Advertising Sales program that creates no burden on existing transit funding, and limited impacts on staff resources. The ideal program will outline a revenue sharing agreement whereby Proposer keeps a percentage of Advertising Sales and Tuolumne County Transit receives the outstanding percentage. Policy The Advertising Sales Coordinator shall comply with Title VI of the Civil Rights Act of 1964, as amended from time to time, the Americans with Disabilities Act, 49 CFR Part 21 through Appendix C and all other FTA requirements as identified in the draft Agreement and amended from time to time. Agreement to select Advertising Sales Coordinator This request for proposals does not obligate Tuolumne County Transit Agency to award an agreement for an Advertising Sales Coordinator, nor does it commit the TCTA to pay for any costs associated with the preparation and submittal of a proposal. The Scope of Work is subject to modification as work progresses on each element. Proposals received in response to this solicitation, at the TCTA s discretion, may be incorporated into the awarded contract and may serve as basic terms and conditions for the ultimate contract. Therefore, applicants are advised that, if successful, they will be held responsible for levels of services proposed at the funding levels quoted. The TCTA reserves the right to negotiate modifications or revisions to any awarded contract. Insurance Requirements The successful contractor will be required to maintain, throughout the term of the agreement work, insurance of the type and amount indicated in Exhibit A of the Draft Agreement (Attachment A). Public Records Access Applicants should be aware that submitted proposals are subject to the California Public Records Act and may be disclosed to members of the public upon request. It is the responsibility of the applicants to clearly identify information in their proposals that they consider to be confidential under the California Public Records Act. To the extent that the TCTA agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public. All information regarding the proposals will be held as confidential until such time as the TCTA has completed its evaluation and, or if, an award has been made. S:\_TCTA_\O Marketing-Bus Advertising Program\Advertising_RFP\ , Transit_Advertising_RFP proposed - revisions saved.docx RFP for Advertising Sales-- Tuolumne County Transit Page 13