GO TRANSIT ISSUES RFP FOR MARKETING & PUBLIC RELATIONS SERVICES

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oshkosh

I. GENERAL

A. General Information

The City of Oshkosh (also herein referenced as the “City”) is requesting

proposals from firms (hereinafter known as “Proposers”), to provide Non-

Ambulatory Paratransit Services.

B. Questions or Addenda

Questions regarding this RFP must be submitted via electronic mail. No

informal communication shall occur regarding this RFP, including requests for

information or speculation between Proposers and any City of Oshkosh

employees. Any contact or attempt to contact any other employee of the City

regarding this RFP may result in the immediate disqualification of the

Proposer. Oral and other interpretations or clarifications will be without legal

effect. Only questions answered by formal written addenda will be binding. All

questions regarding this RFP must be submitted via email by the deadline

stated within this RFP to:

Jon G. Urben, General Services Manager, City of Oshkosh

Email: jurben@ci.oshkosh.wi.us

Proposers interested in receiving any addenda to this RFP shall provide an

email address to Jon Urben by no later than the deadline for submitting

questions stated within this RFP.

II. TERMS AND CONDITIONS

A. RFP Submittal

All proposals, sealed and marked “PROPOSAL FOR MARKETING & PUBLIC

RELATIONS SERVICES,” are due by 10:00 a.m. on Thursday, June 30,

2022 and must be delivered to:

City Manager, c/o City Clerk’s Office,

Room 108, City Hall,

215 Church Avenue, P.O. Box 1130,

Oshkosh, WI 54903-1130

PART B – GENERAL INFORMATION

GO Transit provides fixed-route bus service in the City of Oshkosh. As required by the

Americans with Disabilities Act (ADA), GO Transit also offers paratransit service to

individuals with disabilities within the City of Oshkosh that are unable to access bus

routes. Additional paratransit services are also provided to other populations within the

City of Oshkosh and rural Winnebago County residents. The purpose of this RFP it to

hire a contractor who will provide marketing and public relations services including

social media management. GO Transit’s mission is to provide reliable, affordable and

accessible public transportation to support our community’s mobility needs.

The City of Oshkosh/GO Transit is hereinafter referred to as “GO Transit.”

Disadvantaged Business Enterprise

GO Transit has established a Disadvantaged Business Enterprise (DBE) program in

accordance with regulations of the U.S. Department of Transportation (DOT), 49 CFR

Part 26. It is the policy of GO Transit to ensure that DBEs, as defined in 49 CFR Part

26, have an equal opportunity to receive and participate in DOT-assisted contracts.

There is no contract goal established for this agreement. If a proposer is certified with

the State of Wisconsin as a DBE vendor, please indicate the DBE certification within the

submitted proposal.

Funding

Funding for this procurement is provided by City, State, and Federal taxpayer dollars.

As such, the agreement with the successful proposer shall at all times be subject to the

rules and regulations of Wisconsin Department of Transportation and the Federal

Transit Administration, under the provisions of the Urban Mass Transportation Act of

1964, as amended. (See Federal Clauses pages 18-29).

Length of Contract

The contract length will be for three (3) years with an anticipated start date of August 1,

2022. After the initial three-year contract this contract may be renewed by the city for

two additional one year terms. A sample contract is listed on p. 18.

Project Introduction

GO Transit is seeking competitive proposals from qualified and experienced firms to

develop and execute strategies and tactics in support of its marketing initiatives. The

successful proposer’s marketing initiatives will incorporate a wide range of strategies to

effectively promote and increase awareness of GO Transit’s services to key audiences

including but not limited to: existing riders; potential riders; and the general public/nonriders.

The successful proposer will have demonstrated experience in brand building,

marketing, public relations, social media management & marketing, digital marketing, media planning & placement and market research. GO Transit’s primary marketing goals

are to maintain and increase bus ridership and improve public perception of transit in the

City of Oshkosh

Estimated Budget

GO Transit has a current total contractual services budget of approximately $24,000 per

year for this service. Additionally, advertising expenses were approximately $7,000 in

2022. We anticipate similar budget amounts each year of this RFP’s resulting agreement.

However, additional services may be requested beyond these amounts, which depend

on campaigns, unforeseen events and tasks we agree to undertake in a given year. See

“Cost Proposal Form” to provide rates for additional services.

Insurance Requirements

Prior to award of this contract the successful proposer will be expected to provide a

certificate of insurance meeting the attached insurance requirements. Note: the proposer

does not need to provide a bid bond, payment bond or performance bond for this project.

The City of Oshkosh Insurance Requirements are attached to this RFP.

Summary

The selected firm’s shall develop an overall strategy for advertising and promoting public

transit services in the Oshkosh market. In general, this will include, but is not limited to

planning, conceptualizing, producing, implementing, evaluating, and analyzing marketing

and public relations solutions. Specific items/tasks include, but are not limited to the

following:

 Create and maintain monthly and annual marketing plan

 Implement brand communication strategy

 Production of all creative, copy writing and media placement. The selected firm

must have extensive graphic design/creative capabilities.

 Social media management (see section below)

 Manage public relations, press releases and interview scheduling with the

collaboration of Oshkosh Media Services as needed. Ability to provide media prep

and coaching to GO Transit staff in advance of media interviews. The selected

firm’s staff must be available during interview or onsite, if needed.

 Selected firm must have local and regional media relationships.

 Promotion of GO Transit’s rider app and website

 Development of high quality, economical production options for printing and

marketing materials and items related to this contract

The selected firm will be able to respond and quickly react to the needs of GO Transit

and events outside of GO Transit’s control. Public relations capabilities must include

ability to respond in less than 30-minutes in the event of an unforeseen event(s).

All work products associated with this contract shall be the property of GO Transit. All

graphic design work must be provided in a format editable using Adobe Creative Suite.

Attendance at City of Oshkosh Transit Advisory Board and Oshkosh Common Council

meetings may be required to present on annual marketing plan updates or other topics

as needed.

Social Media Management

GO Transit Twitter, Facebook, Instagram, YouTube and LinkedIn social media platforms.

The selected firm will manage these platforms on behalf of GO Transit, including content

development, calendar, regular posting of content (including time sensitive posts),

monitoring posts and analytics tracking. GO Transit will provide the awarded firm with

access to the applicable user accounts.

At a minimum, social media should be monitored and managed from 6:00 AM – 8 PM

Monday – Saturday. The selected firm is expected to provide a timely response to posts

when appropriate.

Meetings

Regular meetings will be held between the selected firm’s project manager and other

applicable team members with GO Transit staff for the purpose of maintaining a close

relationship, planning, status reporting, etc. Meetings can be held online or at GO

Transit’s administrative office located at 926 Dempsey Trail in Oshkosh.

Audits

The Contractor shall make financial and operating records available to State, Federal,

County and City auditors in order to comply with program audit requirements.

Accounting records and other related financial books and records shall be subject to an

audit as directed by GO Transit. Such audit shall be completed at Contractor’s expense

and delivered to GO Transit no later than 150 days after the end of Contractor’s fiscal

year.

Non-federal entities that expend $500,000 or more in Federal awards in a year are

required to have annual audits in accordance with OMB Circular A-133. Under the

current service level in this solicitation, the Contractor does not receive more than

$500,000 in Federal awards. GO Transit funding includes roughly 30% federal funds.

However, if the Contractor receives Federal awards through other contracts, this

requirement may apply.

Invoicing

Monthly invoices shall be forwarded within ten (10) days after the end of each month to:

City of Oshkosh AP

P.O. Box 1130

Oshkosh, WI 54903

Contractor Compensation

GO Transit agrees to pay the Contractor monthly. Monthly invoices shall be forwarded

within ten (10) days after the end of each month to:

GO Transit – City of Oshkosh

PO Box 1130

Oshkosh, WI 54903

Upon verification of the monthly invoice, approved invoiced amounts will be paid to the

Contractor within 30 days. In the event an overpayment is made to the Contractor, the

Contractor shall refund all such excess compensation to GO Transit.

Changes to the Agreement

GO Transit may at any time by thirty (30) days written notice change or amend the

awarded proposer’s agreement. Should the Contractor not wish to abide with these

changes, the Contractor shall give 30 days’ written notice of their intent to terminate the

agreement.

General Information

Award of the contract shall be made to the most responsive and responsible proposer

whose proposal meets the specifications and is most advantageous to the City of

Oshkosh.

Proposed Schedule

The following schedule provides information on events and deadlines for this proposal.

RFP Issued May 25, 2022

Deadline for Submitting Written Questions/Clarifications June 10, 2022

Email amendments to proposers, which includes answers to

all questions submitted, supplements and/or revisions to RFP

June 15, 2022

Deadline for Proposal Submittal June 30, 2022

Anticipated Contract awarded July, 2022

Anticipated Contract start date August 1, 2022

The City of Oshkosh reserves the right to reject any or all proposals, to waive any

informalities in the process, or to accept any proposal deemed in the best interests of

the City of Oshkosh.

Addenda / Questions

All requests for interpretations, corrections or questions to this RFP must be emailed to

General Services Manager, jurben@ci.oshkosh.wi.us. Only interpretations or

corrections of the RFP made in writing by the General Services Manager are binding. In

the event that it becomes necessary to provide additional clarifying data or information,

or to revise any part of this RFP, revisions/amendments and/or supplements will be

provided to all known recipients of this initial RFP. To ensure all supplemental

information (if available) regarding the initial RFP is shared with all proposers, interested

parties should email their contact information to Jon Urben at jurben@ci.oshkosh.wi.us

before June 8, 2022.

The post GO TRANSIT ISSUES RFP FOR MARKETING & PUBLIC RELATIONS SERVICES appeared first on PR News .

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