SPECIFICATION NO. TxDOT DATE: JULY 2016 STATEWIDE STRATEGIC MARKETING, ADVERTISING AND PUBLIC RELATIONS SERVICE

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1 SPECIFICATION NO. TxDOT DATE: JULY 2016 STATEWIDE STRATEGIC MARKETING, ADVERTISING AND PUBLIC RELATIONS SERVICE PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT, to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. * This Specification Supersedes TxDOT Specification No , DECEMBER 2010

2 1. SCOPE This solicitation is to provide services for statewide strategic marketing, advertising, and public relations services as needed to assist TxDOT in effectively communicating its services and products to the public. TxDOT is seeking qualified respondents to assist in providing services for diverse public education and marketing campaigns. These campaigns are produced annually and generally managed by several divisions within TxDOT, which include but are not limited to Government and Public Affairs (GPA), Traffic Operations (TRF), Travel Information (TRV). In an effort to streamline TxDOT s projects, campaign processes, and programs, GPA will provide program support for the marketing, advertising, and public relations campaigns under this solicitation (Ref. Attachment A Supplemental Information on TxDOT Campaigns and Initiatives). The selected vendor will be required to work with all TxDOT Districts and Divisions. Work will involve extensive campaign coordination and communication with staff, consultants, and other third party entities. 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. BAFO Best and Final Offer 2.2. BPO Blanket Purchase Order 2.3. BPOR Blanket Purchase Order Release 2.4. PM Project Manager 2.5. PSA Public Service Announcement 2.6. SOWR Statement of Work Request 3. BACKGROUND TxDOT is responsible for maintaining nearly 80,423 centerline miles of road and for supporting aviation, rail, and public transportation across the state. TxDOT and more than 11,000 employees strive to empower local leaders to solve local transportation problems, to reduce congestion and pave the way for future economic growth while enhancing safety, improving air quality and preserving the value of the state's transportation assets. TxDOT currently manages and participates in a full range of public education, outreach, and public involvement activities to engage Texans in the transportationbuilding process, in our community programs and in our strategic partnerships. 4. RESPONDENT QUALIFICATIONS The respondent shall: 4.1. Be a company engaged, or whose partners or participants, or both are engaged, in the business of providing marketing, advertising, and public relations service, which includes the development, implementation, management, execution, and evaluation of statewide campaigns for a minimum of five years within the last seven years. Recent start-up businesses do not meet the requirements of this solicitation. Revised 05/

3 NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. Two companies are affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other Have experience planning and implementing innovative and effective marketing, advertising, public education, and public relations strategies for a state agency or other organization involving a large bureaucracy, multiple partner organizations, and complex issues Have qualified key personnel and staff with experience in marketing, advertising, public relations, and other related services (Ref. Attachment B List of Key Personnel and Team Members) Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. TxDOT may request a statement from the president, owner, or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to provide the service. Factors to be reviewed include: Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements 5. RESPONDENT REFERENCES The respondent should submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed for five years within the last seven years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number, and dates services were performed. The response will be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response will be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Respondent References). Revised 05/

4 6. KEY PERSONNEL QUALIFICATIONS The respondent shall provide the following key personnel: (Ref. Attachment B- List of Key Personnel and Team members) 6.1. PROJECT MANAGER (PM): The PM shall: Have a minimum of seven years experience within the last ten years in project management for marketing, advertising, public relations, and other related services that include, but is not limited to, experience in handling projects in public or private sectors for medium-to-large-scale projects Have been a permanent staff member of respondent s firm for a minimum of one year QUALIFIED KEY PERSONNEL: 6.3. The qualified key personnel shall have a minimum of five years experience within the last seven years with specific expertise in marketing and advertising. Expertise shall include planning and implementing innovative and effective marketing, advertising, and public relations strategies and campaigns in public or private sector organizations TEAM MEMBERS 6.5. Team members shall have a minimum of three years of experience within the last five years in the services specific to marketing and advertising. 7. VENDOR REQUIREMENTS The vendor shall: 7.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Provide all labor, materials, and equipment necessary to meet requirements of the specified services throughout the term of the contract Provide a PM as the primary point of contact for TxDOT Have the PM available by cellular phone 24 hours per day, seven days per week, to answer any questions, and immediately report any problems which may occur to the designed TxDOT representative Provide qualified key personnel and team members with extensive experience in planning and implementing innovative and effective marketing, advertising, public education, and public relations strategies for public or private sector organizations. Revised 05/

5 7.6. Have key personnel to provide services for multiple TxDOT projects simultaneously. Key personnel and team members may not serve in another position on the same TxDOT project or work on more than two TxDOT projects at a time. TxDOT PM shall approve key personnel and team members, in writing, prior to project implementation. Provide notification in writing to TxDOT about events which may have an immediate impact or result in a change on a project. Reasons for notification may include, but are not limited to, problems, delays, and adverse conditions which prevent the project from continuing, or favorable developments which will enable meeting times or work schedules sooner than anticipated ADDITIONAL PERSONNEL: The vendor shall designate the specified personnel with the listed qualifications. TxDOT reserves the right to request proof of qualifications BACKGROUND CHECK: Conduct background checks on all vendors permanent and temporary personnel scheduled to work on TxDOT projects prior to beginning service start-up. Upon award, supporting documentation confirming the completion of these comprehensive background checks may be subject to review upon request by TxDOT or the TxDOT designee, or both, prior to beginning the service. Failure to produce the requested documentation may be cause for cancellation of the purchase order. The background checks shall include, but not be limited to, the following: Social Security Number verification Statewide criminal and sex offender records for all Texas counties and out-of-state counties based on the current and previous addresses of the applicant for the last seven years. 8. KEY PERSONNEL REQUIREMENTS 8.1. The PM shall: Have the primary responsibility of the day-to-day operation of the service in accordance with the requirements of the project Serve as the primary point of contact for TXDOT Be experienced in overseeing the management, direction, planning, and organization of resources to ensure the successful completion of campaign goals and objectives for each program and project All team members shall have the knowledge to develop and implement the service requirements in this specification. 9. SERVICE REQUIREMENTS 9.1. The vendor shall provide services meeting the following minimum requirements and those listed in Attachment B List of Key Personnel and Team Members (Ref. Para. 6.). Revised 05/

6 9.2. Recommend, develop, and implement strategies to effectively achieve desired outcomes through the creation of marketing, advertising, public relations campaigns, initiatives, and activities Purchase bulk media time or designated advertising space if approved by TxDOT for one or all campaigns delivering messages appropriate to the identified target audience(s), for use throughout the duration of one or all TxDOT campaigns. Vendor may be asked to collaborate and work with TxDOT staff, or other selected vendors. Advertising media may include, but is not limited to: Print and broadcast advertisements Internet-based marketing which will include marketing on a variety of social media platforms and other e-marketing projects Out-of-home placements to include signage and outdoor ads. Out-of-home advertising may include, but not be limited to, mobile, billboards, transportation and transit, skywriting, blimps, gas stations, convenience stores, bus benches and shelter, automobile and building wraps, street and pavement advertising, walls capes, outdoor signage, etc In-Store posters, walls, counter tops, theaters, or cinemas Guerrilla advertising PSAs (including closed caption) free media websites, television, radio, printing, and out-of-home placements Educational and promotional materials Broadcast to include, but not be limited to, TV, radio, print, online, direct mail, and billboards Mobile advertising Social media various platforms (to include but not be limited to; Facebook, Twitter, LinkedIn, Foursquare, Google+, YouTube, Instagram, Pinterest, Reddit, Flickr, Tumblr, Vine, Snapchat, Pheed, Kik, and other e-marketing projects Paid Search and Search Engine Marketing (Google, Yahoo, Bing) Miscellaneous ad placement and sponsorships Recommend, develop, and implement strategies to effectively achieve desired outcomes through the creation of educational, marketing, advertising, and public relations campaigns, initiatives, and activities for existing or new marketing related campaigns or activities. Revised 05/

7 9.5. Determine goals, objectives, and strategies for achieving desired outcomes, including identifying concepts, messages, target audiences, activities, rationale, and justification for activities, research needs, evaluation processes and measurements, media markets, and all other activities associated with the recommended strategies for existing or new marketing related campaigns or activities Develop, produce, and distribute creative materials for print, radio, outdoor, television, Internet, outreach, and other platforms. These materials shall be research-based, designed for the target audience(s), and selected venues Develop collateral materials in both English and Spanish as requested by TxDOT Plan and implement innovative, effective, and culturally appropriate strategies, activities, and campaigns for Hispanic audiences whose dominant language is Spanish Be prepared to effectively address unexpected or unforeseen controversial communication issues. Vendor may be required to develop and prepare a specialized communications plan for TxDOT review and approval Develop, coordinate, and conduct strategic communication training and services to assist TxDOT personnel in effectively presenting broad and specific topics, properly and thoroughly responding to issues that may arise at any public hearing, public meeting, or other related agency events. Specialized communication training shall be provided by vendor on-site, at a TxDOT facility location as specified by TxDOT. A calendar shall be developed by vendor in collaboration with TxDOT staff to determine dates and times for the training A plan shall be submitted on free media placement for various mediums recommended for programs and campaign public service announcements. This plan should accompany the proposed media plan submitted in writing, for TxDOT approval Maintain records of all vendor-assisted and non-assisted media placements, including all print, broadcast and electronic media. A method shall be developed, by vendor, for calculating and reporting advertising value for all publicity-generated for each campaign. The method shall be submitted to TxDOT in writing for approval. Reporting frequency on the types of media and amount of complementary promotional assistance shall be mutually agreed upon by both TxDOT and the vendor Organize, plan, and coordinate special events and activities for campaigns and programs Create and maintain a list of projects and activities through a schedule or task tracker, as requested by TxDOT. The list shall include, but not be limited to, managing, updating, and providing regular updates to TxDOT on the progress of approved marketing activities Solicit involvement and participation in campaign programs from partner organizations Evaluate marketing, advertising, and public relations activities and campaigns for effectiveness using appropriate evaluation processes, methodologies, and measurements. This may include tracking awareness, attitudes, and practices of target audience(s) prior to, during, and following campaigns and activities to determine effectiveness in achieving desired goals, objectives, and outcomes. Provide written reports of data gathered through evaluation methods. Revised 05/

8 9.17. Participate and attend meetings with TxDOT staff in Austin, Texas or at locations identified by TxDOT to plan and discuss campaign activities. This may include unscheduled meetings with short notice. Travel expense will not be reimbursed for travel to and from these meetings. Hourly rates will only be paid for time actually spent in the meeting. 10. VENDOR DELIVERABLES: The vendor shall: Provide a Statement of Work for each individual campaign assigned from the Approved Project List (Ref. Para ) for TxDOT s review and written approval prior to performing any requested work REPORTS Submit electronic reports to the designated TxDOT representative. Format standards shall be pre-approved by TxDOT. Reports shall include, but not be limited to, the following: Information on project status Campaign budget information Status on project deliverables and task Measured progress, as stated in the BPOR, in relation to approved campaign schedules, work plans, and deliverables received and accepted for each BPOR, identified problems, actions taken, and recommended future actions A list of campaign activities and deliverables completed during the service period Schedules for major tasks for the following month Final Report: Provide a final comprehensive evaluation report for all activities upon completion of the campaign, as identified and approved by TxDOT Reports should be submitted according to TxDOT Guidelines. 11. VENDOR PERFORMANCE Vendor performance will be monitored on a regular basis by TxDOT An unsatisfactory performance determination includes, but is not limited to: Two instances of recommendations developed and implemented strategies not achieving the desired outcomes Two instances of developed, produced, and distributed creative materials not based on research or designed for a target audience(s) that does not meet minimum service requirements. Revised 05/

9 NOTE: Unsatisfactory performance will result in a negative vendor performance report, or cancellation of the purchase order or both An exceptional performance determination includes, but is not limited to: Deliverables made early upon TxDOT member request Vendor commended for exceptional customer service, exceptional service provided Providing technical training or set-up assistance when not required. 12. PERSONNEL CONTINUITY AND REPLACEMENT TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the PM, account manager, any key or respondent personnel, etc. will require the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT The vendor agrees that the PM and other key personnel, shall remain available for the entirety of the term of the purchase order as long as that individual is employed by the vendor If TxDOT determines the PM and other key personnel, etc. is unable to perform in accordance with the service requirements or to communicate effectively; the vendor shall immediately remove that person Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) may be requested for the proposed replacement(s). TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel. 13. QUALITY ASSURANCE PLAN The vendor shall provide a comprehensive, continuous, and measurable quality assurance program. The plan shall include: Strategies and processes to promote quality Procedures to periodically measure and report quality performance to TxDOT throughout the term of the purchase order How often the vendor conducts internal audits and engages external audit firms to conduct audits of its operations Controls to be used within the project to assure quality and consistency throughout the term of the purchase order. Revised 05/

10 14. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same qualifications and service requirements and provide the same quality of service required of the vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the only contact for TxDOT and subcontractor(s) The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT retains the right to check subcontractor s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within three calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. It is the respondent s determination to choose to subcontract any of the work under this purchase order with a Texas certified Historically Underutilized Business (HUB) or other businesses If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation The respondent shall identify all proposed HUB and other subcontractors at the time of response submittal. The required forms with video instructions can be found at the following website: RESPONSES THAT DO NOT INCLUDE A COMPLETED HUB SUBCONTRACTING PLAN AS INDICATED ON THE SOLICITATION SHALL BE REJECTED PURSUANT TO TEXAS GOVERNMENT CODE (B). Revised 05/

11 HUB SUBCONTRACTING PLAN (HSP) PRIME CONTRACTOR PROGRESS ASSESSMENT REPORT: After award of the purchase order, the vendor shall report all HUB and non-hub subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TxDOT contract manager monthly. The report shall be submitted monthly even during the months the vendor is not invoicing TxDOT. All payments made to subcontractors shall be reported. TxDOT may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors REVISING THE HSP DURING THE TERM OF THE PURCHASE ORDER: Vendors may need to revise the original HSP submitted with the response during the term of the purchase order to add additional subcontractors or change existing subcontractors. The additional subcontractor shall be approved by TxDOT prior to beginning work. If the vendor is replacing a HUB subcontractor with another HUB, no Good Faith Effort is required. If the vendor is replacing a HUB with a non-hub, a Good Faith Effort is required and the rules which apply to notifying HUBs of the subcontracting opportunity apply. 15. BUSINESS CONTINUITY PROCEDURES AND DISASTER RECOVERY PLAN The respondent shall submit the respondent s business continuity procedures and disaster recovery plan (limit one page) which shall include procedures that shall be implemented to fulfill all requirements of the purchase order including, but not limited to: fire, theft, natural disaster, technical difficulty, workforce problems, equipment failure. or other disruption of business. NOTE: Business continuity and a disaster recovery plan for this service shall be maintained by the vendor throughout the term of the purchase order. The vendor shall be responsible for all costs of disaster recovery. 16. TRAVEL All travel and per diem shall be included in the unit price bid, in accordance with State Travel Guidelines as listed rate on the following GSA website for the specific location and month. All travel and per diem shall be pre-approved in writing by the designated TxDOT representative. If approved, expenses will be reimbursed as follows: In-state reimbursement for lodging will be the listed rate on the following website for the specific location and month The maximum meal reimbursement for in-state travel is $41. Travelers may substitute all or a portion of the $41 meal allowance to increase the amount paid for lodging Meals for non-overnight travel may be reimbursed up to $41 for the actual cost of meals if the travel period is greater than six hours and the travel is to a location outside the district in which the vendor s primary work location is located. NOTE: The Internal Revenue Service has ruled that the meal reimbursements related to non-overnight travel are taxable as additional income. Taxes shall be withheld at a rate of 25% of the reimbursement amount. The vendor shall be responsible for withholding this tax. Revised 05/

12 Out-of-state reimbursement will be at current legislated rates and comply with the current state travel laws and rules. Guidelines are available at: Reimbursable travel expenses include: Personal vehicle mileage, commercial transportation, hotel accommodations, parking, and meals. NOTE: TxDOT will not reimburse tips, gratuities, or alcoholic beverages Travel expenses shall be clearly detailed and receipts attached to the sent to the designated TxDOT representative Mileage of 50 miles or more from the instructor s home base is required for any overnight lodging Reimbursable travel expenses include: Personal vehicle mileage, commercial transportation, hotel accommodations, parking, and meals. Travel expenses shall be clearly detailed and receipts attached to the sent to the designated TxDOT representative Rental cars are permitted when the cost is equal to or less than the cost of calculated mileage. NOTE: When a rental car is approved, personal mileage is not reimbursed without prior approval from the designated TxDOT representative Air travel is allowed only if the travel charges that include air, parking, mileage, fuel, and rental car are equal to or less than the rate of the standard travel charges. Air travel must be approved by the designated TxDOT representative prior to travel Travel expenses on the day before a training session that begins at 1:00 p.m. or on the day after a training session that ends at 12:00 p.m. will not be reimbursed unless prior approval from the designated TxDOT representative has been granted. Approval will be based upon whether the following circumstances would warrant such additional travel expenses: More than 200 miles one-way from the instructor s home base to the training location More than four hours of driving time one-way from the instructor s home base to the training location Transporting training equipment Inclement weather Mileage for an instructor to drive back and forth to teach a training session 50 miles or more from the instructor s home base may be allowed with the written approval of the designated TxDOT representative. Revised 05/

13 17. CONFLICT OF INTEREST The vendor, vendor s personnel, and vendor s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor s obligations in regards to services authorized. 18. FEDERAL FUNDING The purchase order will be supported in part with federal funds, therefore, the following federal laws and standards apply, including the following: Title 42 U.S.C. 2000d-2000d-7, with the exception of sections 2000d-5 and 2000d-6, also known as Title VI of the Civil Rights Act of 1964,including any amendments Title 49 CFR Subtitle A Office of the Secretary of Transportation, Parts 1-99, including any amendments CFR Part 200, Uniform Administrative Requirements, Cot Principles and Audit Requirements for Federal Awards. 19. AMENDMENTS TxDOT and the vendor reserve the right to amend the purchase order by mutual written agreement at any time during the term of service, as may be necessary to achieve the highest quality of production by the most efficient and cost-effective means or to include a different element or special feature that was not contemplated or fully developed at the time of solicitation. The amendment process will be accomplished through a Purchase Order Change Notice (POCN). 20. INVOICING INSTRUCTIONS The vendor shall provide: A comprehensive and detailed invoice with reference to the line item on the purchase order and to FIN_Invoices@TxDOT.gov to ensure timely payment and shall include the following for each item charged. The original invoice shall be ed to the address indicated on the purchase order to ensure timely payment and shall include the following: Complete purchase order number Vendor Federal Employer Identification Number (EIN) Date, location, and time of service. Vendor may be asked to submit timesheets Key Staff member names, titles, and duties with itemized hours and rates tolerated A corrected invoice shall be submitted with a new invoice date. Revised 05/

14 20.2. COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original supporting documentation that validates the invoice charges shall be ed to the designated TxDOT representative to include but not be limited to: Copies of invoices from subcontractors or other entities to which vendor has made payment and requires reimbursement from TxDOT as agreed to in the purchase order Receipt for travel expenses as approved by TxDOT A completed HUB Subcontracting Plan (HSP) Prime Contractor Progress Assessment Form shall be provided to the Contract Manager at the time of invoicing Original invoice and travel receipts shall be furnished to TxDOT PM and copies of both shall be provided to the above PAYMENT REQUIREMENTS Payment will be based on the following: An itemized list of hours worked by the vendor shall accompany each invoice. Verified hours will be approved by TxDOT. Hours will be approved daily by the designated TxDOT representative.(ref. Schedule 1-Response Pricing) TxDOT will reimburse that vendor for actual cost of media buys or placements, or both. Actual cost of services rendered or materials produced to include but not limited to Audio Visual by the vendor on TxDOT s behalf and not part of the vendor s agency (out of pocket expenditures). 22. TxDOT RESPONSIBILITIES TxDOT will: Provide a Project Manager, Contract Manager, and Contract Specialist for each campaign Provide a Purchase Order each time a campaign is assigned. This will include approved budget amounts, scope of work, project deliverables, and approved timelines Provide technical assistance, review, and approve all drafts and finished products provided by the vendor prior to release or implementation of any material developed Approve all report formats A PM will review vendor s work plan and approve or deny as campaigns are identified Schedule periodic meetings with the vendor to monitor the progress of campaigns Provide campaign objectives to all awarded vendors WORK FLOW SEQUENCE: TxDOT will: Provide an Approved Project List for each fiscal year. Revised 05/

15 Generate and distribute information on BPOR to all the awarded vendors detailing, but not limited to the following: Description of the services to be performed and estimated budget allocations Expected duration of the services which vendor shall not exceed without written permission from the Contract Manager Business and creative requirements Vendor response requirements As campaigns are identified, TxDOT will request a SOWR response from the appropriate number of vendors depending on the estimated costs of the campaign. For campaigns with a cost of $300,000 and below, TxDOT may request one or more vendors to submit a SOWR response For campaigns with a cost in excess of $300,000 each awarded vendor from the selected vendor pool, will be given the opportunity to submit a proposal. Selection of a vendor to complete a campaign exceeding $300,000 will be based on the merit of the proposals and the best value to TxDOT. Existence of best value or added value will be documented by the Project Manager in writing, including the methodology used to determine award of the campaign Either accept or reject the SOWR in writing. If the SOWR is accepted, the vendor shall perform the work in collaboration with TxDOT After a vendor is selected, TxDOT will issue a blanket purchase order release fully detailing the deliverable and payment schedules, total dollar amount, contract duration, and all other relevant information Provide written acceptance upon delivery of all project deliverables and materials. Upon acceptance TxDOT will close the completed campaign There is no guarantee of work to be assigned to vendors that are selected. Assignments of work to selected vendors will be issued at the discretion of TxDOT. While it is TxDOT s intent to assign work to selected vendors hereunder, the vendor or vendors shall have no cause of action conditioned upon the lack of work received or the number of work assignments that may be issued to any vendor. 23. RESPONSE SUBMISSION GENERAL FORMAT: The respondent shall submit one signed and dated original (marked Original) and shall submit five copies on flash drives. Revised 05/

16 23.2. ORIGINAL RESPONSE: Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration. The response submission shall be submitted in the following format: Section 1 Schedule 1 Pricing The vendor shall input a unit price, other than $0.00, for each line item on Schedule 1 Pricing or the response will be disqualified. TxDOT does not accept unit prices of $0.00 and will disqualify any response that includes $0.00 as a unit price for any line item on schedule 1 Pricing If addendums are generated as part of the solicitation, include the original signed and dated addendums(s) in Section Flash drive: Include five copies of the Schedule 1 Pricing in a sealed, separate envelope with the original submittal Section 2 Schedule 2 Original, signed, and dated Execution of Proposal Section 3 Schedule 3 Respondent Qualifications and Experience: The respondent shall demonstrate successful past performance through submission of documentation of relevant qualifications and experience to include: Name, address, phone number, and address of the person TxDOT should contact with any questions regarding the response submission A brief description of related or similar services performed within the last three years Managing related or similar services of comparable size and scope to the services within the solicitation Section 4 Schedule 4 Key Personnel Qualifications and References: Complete and return for each proposed key or respondent personnel position Each individual s name and title Education Description of skills and qualifications and number of years experience for the last seven years. Separate PM and other team members Languages (written and spoken) Description of job duties, previous job experience, accomplishments, and current employer. Revised 05/

17 Section 5 Demonstration of Capability: The respondent s approach and ability to meet the service requirements as specified in the solicitation shall be demonstrated. The response should be specific and address all requirements described in the solicitation in the order presented in Para. 8. (Limit response to 50 pages total). The respondent shall submit written documentation addressing how the vendor intends to meet the following: Three marketing or advertising campaign initiatives, labeled Example 1(Campaign under $25K), Example 2 (Campaign over $25K, but under$1m), and Example 3 (Campaign over $1M) Three public relations initiatives or campaigns, labeled Example 4, Example 5, and Example Two issues management projects, labeled Example 7 and Example Two examples: One for bulk media buys and one for use of social media marketing in a campaign, labeled Example 9 and Example Respondents may use a single project in more than two categories as long as it meets evaluation criteria. Projects used to satisfy criteria in more than two categories must be duplicated, and properly labeled All projects or campaigns described in any of the narratives shall include the goals and objectives of the project, campaign or initiatives, description of the target audience(s), market research approach, and methodologies, including messages, strategies, and other related information Project or campaign start and end dates Initial and final budget totals Brief overview of project results and how respondent met client goals, objectives, and desired outcomes Narrative describing the ten projects, including evidence of experience and ability to recommend, develop and implement innovative and effective strategies to achieve the desired outcome within the narrative Information in regard to recommendations for planning and implementing proactive strategies to assist in managing complex or controversial communication issues, including strategies that required an immediate response Methodologies which insured the ability to work quickly and effectively under compressed timeframes, with tight deadlines and limited budget Explanation of methodologies used to plan and implement innovative and effective special events and activities that included engaging the public in meaningful ways, and achieved desired results. Revised 05/

18 Description of how the project was developed produced and disseminated. Additionally, how research-based material was designed for the target audience(s), in regard to selected venues Methodology for purchasing bulk media buys and how respondent s experience in media planning for appropriate target audience(s) was used Description of campaign activities and materials for Hispanic audiences provided Description of methodologies, tools, processes, and measurements used to evaluate effectiveness of advertising and public relations campaigns Identification any additional benefits and services that may be offered to TxDOT. These additional benefits and services may be defined as air time, promotional events, products, partnerships, or other features that provide added value in addition to services purchased, in the final paragraph of the narrative Section 6 Business Continuity and Disaster Recovery Plan: Respondent shall submit a business continuity and disaster recovery plan detailing how the respondent proposes to meet the specifications in the event vendor service is interrupted. The plan shall detail the vendor s backup and recovery process (Ref. Para. 15.) Section 7 Quality Assurance Plan: Respondent shall provide a comprehensive, continuous, and measurable quality assurance program detailing how the respondent proposed to meet the specification to ensure quality services are provided (Ref. Para.13.) Section 8 HUB Subcontracting Plan (if applicable) The following should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration Section 9 Financial Standing: Submit the most recent five years audited financial statements, or if audited financial statements are unavailable, un-audited financial statements should be submitted and certified as true, correct, and accurate by the chief financial officer or treasurer of the respondent s company (Ref. Para.4.4.) Section 10 Respondent References Section 11- Certificates, License, Permits, or Registrations: The respondent shall include copies of required certifications, licenses, permits, or registrations as required for the work being performed, including any subcontractors Flash Drive: The five reproduced copies on flash drives shall include only the following tabindexed sections: Section 3 Schedule -3 Respondent Qualifications and Experience Revised 05/

19 Section 4 Schedule- 4 Key Personnel Qualifications Section 5 Demonstration of Capability Section 6 Business Continuity and Disaster Recovery Plan Section 7 Quality Assurance 24. RESPONSE EVALUATION: Only a completed response with the required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the require documents will result in a response being declared non-responsive STEP 1 INITIAL EVALUATION: A TxDOT evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent s ability to best satisfy TxDOT requirements. Respondent s submission is evaluated and scored on a weighted system to determine the best value as follows: Respondent qualifications and experience will comprise 60% of the evaluation total. Pricing submitted for the solicitation requirements will be 40% of the evaluation total STEP 2 ORAL PRESENTATION: TxDOT may request that selected respondents, including key personnel participate in oral presentation The TxDOT evaluation committee will evaluate and score each oral presentation. All responses will be evaluated according to the respondent s ability to best satisfy TxDOT requirements The initial selection of respondents qualifying to proceed to this step will maintain the pricing weight at 40%. The initial evaluation score of the qualifications and submission information will be replaced with the oral presentation score at 60% TxDOT will advise each respondent in writing of the location, date and time of the scheduled oral presentation. A minimum of two weeks notice will be given to the respondent(s) selected for the oral presentation phase TxDOT may provide the respondent with a list of proposed key personnel required to attend and participate in the meeting Respondent and proposed key personnel should be prepared to address any questions that may be asked by TxDOT evaluators TxDOT reserves the right to continue discussions with selected respondent(s) NEGOTIATIONS: Upon completion of presentation evaluation scoring, TxDOT reserves the right to enter into negotiations with one or more selected respondents. Revised 05/

20 24.4. STEP 4 BEST AND FINAL OFFER (BAFO): TxDOT reserves the right to request a BAFO from selected respondent(s). 25. AWARD The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO, and added values will be the considered in the award. TxDOT will make the final determination on the best value TxDOT may award the purchase order for the service without requesting a BAFO. TxDOT reserves the right to award a purchase order(s) to the company that provides the best value to TxDOT in performance of this service. TxDOT may award to a single vendor, multiple vendors, or use any combination that best serves the interest of TxDOT BEST VALUE: TxDOT will be the sole judge of best value. Best value criteria may include, but are not limited to: Best meets the goals and objectives of the solicitation as stated in the Service Requirements Best meets the quality and reliability of the proposed goods and services Experience in successfully providing services described in the solicitation TYPES OF AWARDS Single Award: One purchase order awarded to a single vendor Multiple Awards: A multiple award is the award of multiple purchase orders for the same line item(s) from a single solicitation to two or more vendors to provide the same or similar goods or services Multi-tiered Award: Multi-tiered award sets the priority sequence for use of multiple vendors. Multiple purchase orders are awarded for the same line item(s) from a single solicitation to primary, secondary, and tertiary vendors Split Award: Award of separate line items on a single solicitation to different vendors resulting in two or more purchase orders. 26. POST AWARD MEETING Vendor(s) shall be required to attend a post award meeting in person Austin, Texas with TxDOT within 14 calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order. Vendor(s) and TxDOT shall identify specific goals, strategies, and activities planned for meeting particular program area objectives. Revised 05/

21 27. TRANSITION OF TxDOT PROPERTY TxDOT will provide assistance as needed for the efficient and smooth transfer of all TxDOT property, including but not limited to: publications, documents, property, equipment, and other material which TxDOT retains ownership rights related to work provided under a previous or current purchase order BEGINNING PHASE: The vendor awarded a purchase order as a result of this solicitation, shall, at the request of TxDOT, be responsible for contacting the previous vendor to request the transfer of all TxDOT property. The transition of TxDOT s property shall occur within 60 days to assure the new vendor can begin providing services as required by TxDOT. TxDOT will not reimburse the awarded vendor nor the previous vendor for expenses related to the transition of TxDOT property CANCELLATION OR TERMINATION OF THE PURCHASE ORDER: At the end of the purchase order term or if the purchase order is cancelled by either party, the vendor(s) shall return all TxDOT property to TxDOT or transfer all TxDOT property to the TxDOT designated vendor(s) immediately upon TxDOT s request. 28. CONTRACT ADMINISTRATION Administration of the purchase order is the responsibility of TxDOT. TxDOT Procurement Division staff will be responsible for administering the contractual business relationship with the vendor Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and point of contact between TxDOT and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way, or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition. Revised 05/