CITY OF ROCK HILL, SOUTH CAROLINA SOLICITATION OF QUALIFICATIONS FOR TRANSIT MARKETING AND BRANDING PLAN Requestor: City of Rock Hill Contact: Tracy Smith E-Mail: Tracy.Smith@cityofrockhill.com Return Proposal No Later Than March 15, 2018 @ 3:00 PM: local time. Posting Date: 02/19/18 Return Proposal To: Express/Hand Carry To: City of Rock Hill City of Rock Hill Purchasing Department Purchasing Department P.O. Box 11706 757 S. Anderson Road, Bldg. #103 Rock Hill, SC 29731-1706 Rock Hill, SC 29730 Attn: Tracy Smith, Purchasing Attn: Tracy Smith, Purchasing Request For Qualifications Marketing and Branding Plan of Bus Transit System 1
REQUEST FOR QUALIFICATION STATEMENTS (RFQ) FOR MARKETING AND BRANDING PLAN OF BUS TRANSIT SYSTEM CITY OF ROCK HILL, SOUTH CAROLINA PUR919 GENERAL INFORMATION The City of Rock Hill is soliciting proposals from qualified firms to develop the marketing, public relations and branding strategy for the new fixed-route public transportation system serving citizens and visitors in Rock Hill. BACKGROUND The City of Rock Hill is developing a new fixed-route transit system to serve citizens and visitors in Rock Hill. The Rock Hill-Fort Mill Area Transportation Study (RFATS) is the Metropolitan Planning Organization for transportation planning within the urbanized areas of Rock Hill, Tega Cay, Fort Mill, and the panhandle of Lancaster County, South Carolina. In recent years, RFATS has identified needs and opportunities for transit services in the region; and in 2015, RFATS completed an Urbanized Area Transit Implementation Study that furthered the assessment of transit options for the improvement of mobility within the urbanized areas. As a result of the study, the City of Rock Hill was identified as one of the areas that currently meet the necessary characteristics to support public transit services. The transit service will be served by electric buses. The bus manufacturer has been selected and buses are currently in the design phase. In addition, the City has hired a consultant to assist with finalizing the operations and implementation of the system. The goal is to have the new system active by March 2019. If a qualified professional or firm meeting the City s needs is identified through this Request for Qualifications (RFQ) process, the City would expect to enter into a contract for professional services for a term of one year, which may be extended for up to two additional years at the City s discretion based on performance, need and the availability of funding. SCOPE OF WORK To be considered for selection, the Firm shall be qualified and capable to deliver the following services for the identified projects. If sub-consultants are to be used for any portion of the work, the sub-consultant should be identified and pertinent information related to their aspect of the team should be provided. The following scope of work outlines the tasks associated with the City of Rock Hill s desire to develop and implement a marketing strategy for new transit services that will include a four route fixed-route bus system along with paratransit service. Task One Branding Firm will facilitate public input opportunities ahead of plan development. deliverables will be required: Branding strategy options based on public input Graphic standards guide The following Request For Qualifications Marketing and Branding Plan of Bus Transit System 2
Transit system name, logo, colors, approved fonts o Logos must be provided in.eps files Strategy for public event to rollout the brand Task Two Plan Development The following deliverables will be required: Comprehensive strategic marketing plan with measurable strategies Social media plan with recommended platforms, user names, content and schedule Task Three Customer Services/Public Relations The following deliverables will be required: Transit hotline phone script News release calendar Pre-written emergency messages to address topics such as schedule delays, out of service vehicles and accidents Task Four Implementation Firm will provide oversight and technical assistance in the format, layout, digital and hardcopy reproduction of all collateral material listed below. Collateral items should include: Transit system website o Web platform must utilize a content management system and provide for search engine optimization Mobile app with real-time bus locations and push notifications Public outreach materials Media kit Corporate information packets Advertising media Sales proposal for soliciting advertising Vehicle graphics Transit system maps and schedules Transit system signage Radio ad scripts Video production for social media and :30 spots Other collateral identified and approved in marketing plan Pre-start and opening day activities Promotional programs The City of Rock Hill will own all items and have the right to make alterations in all materials in the future. All materials will be provided in native, editable, PC-compatible formats, including but not limited to.ai,.eps,.psd,.indd,.doc, etc. Spanish translation will also be needed on various items. PROPOSAL FORMAT To facilitate review of your Statement of Qualifications by the City of Rock Hill, it is requested that your submission conform to the following format: Request For Qualifications Marketing and Branding Plan of Bus Transit System 3
1. Coversheet: List RFQ Statement, the name of your firm, and the name, address and telephone number of a contact person for questions concerning the proposal submitted. 2. Qualifications & Experience of the Firm: Brief history and organization of the firm, legal entity that will enter into the contract, location of the office where the work will be performed, and the name and title of the person that is authorized to enter into a master contract agreement (must be an officer, partner or member of the firm). List any subconsultant firms that will support your firm. Provide a narrative of your firm s prior experience and qualifications as it pertains to the above Scope of Work and provide a list of projects with similar scopes. The firm must have prior experience with transit organizations and/or services. 3. Project Team: Provide a list of the project team members (including the office location where they currently work) that you propose to use and identify the responsibility of each team member. You do not need to list all of the sub-consultant employees that may be on the team, but you should list their supervisor. Provide a brief resume for each person listing specific similar project experience, educational experience and licensure/certifications. List their specialty or role on the team, and their office locations. 4. Project Management. Approach to the Project & Quality Control: Demonstrate project management, approach to the project and quality control methods that will be employed by your firm. This section shall also include an organizational chart for each team member (including sub-consultant supervisors) and list their roles with responsibilities. 5. Capacity and Response Capability: A detailed explanation of how the firm will execute and manage the services within the anticipated schedule. 6. References: Provide the name, address and telephone number of at least three (3) references familiar with the quality of work done by your firm of similar nature as contained in the above Scope of Work. By submission of the references, you are authorizing the City of Rock Hill to contact these references. 7. Legal, Safety, Insurance, and Financial: The Firm s submittal shall provide documentation of any history of litigation associated with project performance or professional liability during the past ten years. A short statement of any safety problems that the Firm may have encountered in projects designed or inspected. A statement or other information to describe the firm s general financial standing and current insurance coverage. 8. Other Supporting Data: Include any other information you feel to be relevant to the selection of your firm. Please list any experience with grants and projects with multiple funding sources. Also include information regarding DBE and MBE qualifications, if any. Request For Qualifications Marketing and Branding Plan of Bus Transit System 4
Interested firms are also requested to submit, IN A SEPARATE ENVELOPE ten (10) complete copies of fee or rate proposal indicating the personnel rates and other expenses which the consultant would propose charging for these services. The envelope is to be clearly marked Rock Hill Transit Marketing Fee Proposal together with the name and address of the respondent. Do not include fee information in the main portion of the submittal. The consultant s proposed fees shall conform to all applicable Federal requirements. The Fee proposal shall contain information relative to hourly rate by project personnel title and cost rates for any other non-personnel costs which would be proposed to be utilized for this work. Hourly rates, overhead and other aspects of the fee proposal shall remain constant for the duration for the one-year contract; a reasonable inflation-based cost increase may be negotiated for each contract extension, if any. The contract will be for costs incurred with a not to exceed fixed-fee for the initial one year contract term and for each contract extension, if any. The Statement of Qualifications shall not exceed twenty (20) pages, including the cover, back page, letters of introduction and table of contents. Clear, external binder pages shall not be included in the page count. Font size shall be no smaller than ten (10). EVALUATION CRITERIA 1 Qualifications of the Firm: Outline and specify the qualifications of the firm to provide the requested services as outlined in the scope of work. This shall include any subconsultants that may be part of the team (if applicable). 2 Overall Qualifications of the Project Manager and Project Team: Clear identification of the project manager and team personnel that will be assigned to the project. This section shall include the demonstrated project management and quality control methods employed by the team. 3 Response Capability and Project Understanding: Preference shall be afforded to those firms that, in the opinion of the City of Rock Hill, will be able to adequately respond to requests for consultation meetings or project administration requirements, and firms having a detailed understanding of the project requirements. 4 Ability to perform work within specified time and budget. 5 Familiarity with local conditions, codes, and practices as evidenced in previous projects. SELECTION PROCESS Firms shall have no contact related to this project with City of Rock Hill elected or appointed officials or City of Rock Hill employees during this RFQ process, other than the contact person specified within this document. Any such contact will subject the firm to immediate disqualification for consideration for this project. All questions regarding this RFQ must be directed by e-mail to: Tracy Smith, Purchasing and Fleet Manager, tracy.smith@cityofrockhill.com, no later than two weeks prior to the due date of the Request For Qualifications Marketing and Branding Plan of Bus Transit System 5
RFQ submittal. Questions later than two weeks prior to submittal of the RFQ may not be considered. The City of Rock Hill, at its sole discretion, may conduct interviews prior to selection of any firms/teams for contract consideration. It is the intent of the City of Rock Hill to appoint a selection committee to review the submitted Statements of Qualifications. This committee will review each qualification submittal and rank the submittal based on the criteria requirements specified within this RFQ. The City of Rock Hill may invite firms for interviews, but this is not a required step in the selection process. At the conclusion of the interviews (if held), the project committee will rank the firms based on the selection criteria and the interviews. The City will provide written notification to the selected firm. The selected firm will also be posted on the City s website at www.cityofrockhill.com. SOLICITATION SCHEDULE The following is the solicitation schedule: Activity Completion Time/Date Advertise RFQ February 19, 2018 Deadline for Questions March 1, 2018 RFQ Submission Date March 15, 2018, 3:00 p.m. EST Estimated Award March 30, 2018 Completion of Deliverables October - December, 2018* *Branding items will need to be complete by early October. The selected firm will work with the City to develop a delivery schedule of all remaining items. TERMS AND CONDITIONS The City of Rock Hill reserves the right to reject any and all submissions to this RFQ if it is deemed in the best interest of the City. The City assumes no responsibility for costs incurred in responding to this RFQ. The RFQ process shall not be considered final until a letter is issued to the selected professional firm for services to be provided. SUBMISSION OF QUALIFICATIONS STATEMENT AND CONTACT PERSON Statement of Qualifications is to be submitted in 8.5" x 11" format. Facsimile or emailed copies will not be accepted. Ten (10) hard copies and one (1) digital copy (PDF) shall be submitted no later than 3 p.m. on March 15, 2018 to: City of Rock Hill Attn: Tracy Smith RE: Transit Consultant Services Address: 757 S. Anderson Rd. Post Office Box 11706 Rock Hill, South Carolina 29731 Request For Qualifications Marketing and Branding Plan of Bus Transit System 6
All questions shall be directed, in writing, to the person specified above by March 1, 2018. Any addendums or clarifications to this RFQ will be posted on the City of Rock Hill's website at www.cityofrockhill.com. It is the responsibility of the proposer to check the website for updates. City Business License: The successful firm(s), prior to execution of the contract, must possess or obtain a City of Rock Hill Business License. Contact (803) 329-5590 to determine the exact amount or to ask any other pertinent questions regarding doing business in the City of Rock Hill. PROVISION OF SERVICE The selected firm or team shall be responsible for all services and supplies necessary to effectively perform the services as defined. This includes all labor, equipment, supplies and materials. WMBE Statement It is the policy of the City of Rock Hill to provide minorities and women equal opportunity for participating in all aspects of the City s contracting and procurement programs, including but not limited to employment, construction projects, and lease agreements consistent with the laws of the State of South Carolina. It is further the policy of the City of Rock Hill to prohibit discrimination against any person or business in pursuit of these opportunities on the basis of race, color, national origin, religion, sex, age, handicap, or veteran status. It is further the policy of the City of Rock Hill to conduct its contracting and procurement programs so as to prevent such discrimination and to resolve any and all claims of such discrimination. Request For Qualifications Marketing and Branding Plan of Bus Transit System 7