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Bid Title: REQUEST FOR PROPOSALS for BUS ADVERTISING SERVICES
Category: Transit
Status: Open

Description:
REQUEST FOR PROPOSALS
for
BUS ADVERTISING SERVICES
March 5, 2021
Proposals Due:
April 30, 2021 by 4:00 PM MST/MDT
Overview
Summit County Government (“County”) is soliciting proposals from qualified contractors to provide bus advertising services for interior and exterior spaces on fixed-route and paratransit buses. Responsive proposers are expected to provide bus advertising services which will yield maximum revenue to offset the County’s transit operating expenses. The term of the contract is anticipated to be four (4) years with two (2), two (2)-year option terms that may be exercised at the sole discretion of the County. Proposals must include compensation options for all advertising sizes and formats including those that fit below the windows of the buses and those that allow full coverage of the buses.
Summit Stage, headquartered in Frisco, CO, began as a County operation in 1989 to provide coordinated transportation services within Summit, Lake and Park Counties. Summit Stage is governed by a 14-member advisory board and the Summit County Commission consisting of 3 commissioners. The transit service area encompasses approximately 750 square miles with a population approaching 80,000.
Fixed route service is provided with a fleet of 30, full-size transit buses and 4, smaller, body-on-chassis buses. The larger buses are available for interior and exterior advertising. The smaller buses are available for exterior advertising. Service is provided from approximately 5:00 a.m. until 12:30 a.m. seven days per week. Historical, annual ridership is approximately 1.9 million.
Copies of the RFP are available at www.SummitCountyCO.gov under ‘Bids & Proposals’ or by request at the Summit Stage Office. Contact Chris Lubbers for additional project information at or 970-668-4161.
Scope of Services
1. Contractor shall furnish all labor, transportation, and incidentals necessary to perform the advertising services for the County. Work shall be completed as set forth in a contract for this project to be negotiated with the County based upon the contractor’s written proposal. The contract is anticipated to extend for a four (4) year term, plus two (2) additional two (2)-year option terms, unless terminated sooner in accordance with the Contract Documents. The County reserves the right, at its sole discretion, to exercise the option terms.
2. The Contractor’s compensation to the County will be based on a percentage of gross advertising revenue generated by the Contractor’s advertising sales activities. Contractor must submit a proposal for this compensation structure. The County will select which respondent and which compensation structure it concludes is in the County’s best interest. The proposed compensation structure will be used as the evaluation criteria during the evaluation process, and in the contract during its entire term. The County is not requiring a minimum annual revenue guarantee. Accordingly, proposals will be evaluated only on the percentage of gross advertising revenue. Proposers are encouraged to focus on compensation structures that do not include minimum annual revenue guarantees.
3. The Contractor will be expected to make monthly payments to the County. Said monthly payments will be made by the 20th working day of each month for the revenues that have been billed during the preceding
month. Any payment not made within ten (10) days of the due date may be subject to a 5% late fee. Monthly payments shall be accompanied by a schedule that shows the advertisements that were displayed and the revenue earned for each advertisement. Each proposer must submit a detailed work plan describing how it intends to provide the services and meet the following requirements:
a. The County requires that each proposer submits a concise marketing plan, including but not limited to, staffing levels, marketing and servicing the ads, etc., aimed at securing business from national as well as local and regional advertisers
b. A Quality Control Program including at minimum, the following elements:
i. Prior to the initial installation of advertisements, the County will approve the content and location for placement of advertisements to assure compliance with the attached advertising policy.
ii. County branding and numbering will be located on various spaces inside and outside of the buses. In no instance will advertising be allowed to obscure this branding or numbering. Design schemes that integrate the County’s branding and numbering may be approved at the County’s option.
iii. Contractor will be responsible for maintaining all advertisements on County buses in good condition, and for replacing any advertising material that has been stolen, damaged, weathered or defaced. Contractor will develop and implement a quality control program for maintaining, repairing, and/or replacing advertising materials and shall be responsible for all costs in connection with the maintenance, repair, and/or replacement of advertising on County buses.
iv. Upon removal of advertising, the Contractor will be responsible for restoring all surfaces and paint schemes of County buses to their original condition at Contractor’s sole expense. The use of adhesive or securement devices shall not cause damage to the buses, their paint schemes, or exterior/interior surfaces. The County will be the sole judge in determining the extent of repair needed to restore the damaged area(s) to their original condition.
4. A minimum of one (1) interior advertising space in each bus shall be made available at all times for the County’s own promotional use, as well as the promotion of industry programs and products within each bus. The County reserves the right to specify the location where such promotional and/or user information advertising will be placed within its vehicles. The County reserves the right to use up to 4 exterior advertising spaces for purposes of self-promotion, user information programs, and/or cooperative transit promotion in conjunction with other transit agencies. Space availability for advertising on buses may change for reasons including, but not limited to, the acquisition of new buses or implementation of new designs or configurations which may or may not permit the posting of advertising materials.
5. The Contractor will be responsible for soliciting advertisers to buy advertising space. The Contractor shall employ its best efforts to develop and make sales of advertising space and shall operate a fully staffed business office including:
a. An experienced local ad sales force with the capability of acquiring national advertising accounts; and
b. A work force capable of insuring proper installation, maintenance, and removal of advertising displays on County vehicles.
6. The Contractor shall comply with generally accepted industry principles, and with all applicable laws and regulations, including but not limited to truth in advertising, copyrights, trademarks, and all other intellectual property rights. Contractor shall comply with federal, state and local laws and regulations. The Contractor shall promptly remove any advertising which conflicts with the above policy statements, creates a safety hazard, or violates any federal, state or local laws.
7. The Contractor will have access to County buses while the buses are in the garage for the purpose of installing, maintaining, repairing, and removing the advertising copy, displays, and other advertising media. However, Contractor will not interfere with the County’s operations, including, but not limited to, repair, operation, and maintenance of buses and vehicles. During performance of the work, the Contractor will be
expected to keep the working area in a safe and neat condition and shall ensure that its personnel conduct themselves in a safe and professional manner. Contractor agrees to assume full liability for actions on the part of its employees in connection to services performed under an agreement with the County. In connection with Contractor’s installation work, the County agrees to provide a reasonably dust-free area during the advertising installation. 8. The Contractor assumes responsibility for the materials and services provided whether these materials and services are to be provided by the Contractor, purchased ready-made, or provided by a subcontractor.
9. The Contractor will be expected to keep complete, accurate, and up-to-date records of all advertising business, to maintain such records and to include them as may be necessary with its regularly scheduled payments to the County who will require that such records be made available for audit and inspection at any time during the term of an agreement and within 30 days of a written request. The Contractor will be expected to maintain such records for a period of three (3) years.
Date and Time of Service
Service will be performed on an ongoing daily basis beginning after contract negotiations which are anticipated to begin on May 27, 2021 and after contract execution which is anticipated to occur before the end of 2021. Service will be performed on a regular daily schedule (Monday through Friday) to be agreed upon prior to contract. Potential schedule should be included in contractor's written proposal.
Indemnification and Insurance
Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising out of the performance of services by the Contractor. No later than seven (7) days following the execution of an Independent Contractor Agreement between the County and the Contractor, the Contractor shall provide the County with certificates of insurance evidencing the types and amounts of insurance specified below:
• Standard Workers’ Compensation as required by law in the State of Colorado; and
• Comprehensive General Liability Insurance for operations and contractual liability adequate to cover the liability assumed hereunder with limits of not less than $400,000 on account of any one person and $1.2 Million for each occurrence of property damage and personal injury; and
• Automobile Liability insurance in those instances where Contractor uses an automobile, regardless of ownership, for the performance of the Services. Contractor shall carry insurance, written on the comprehensive automobile form insuring all owned and non-owned automobiles with limits of not less than $400,000 (bodily injury per person), $400,000 (each accident) and $400,000 (property damage).
Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be provided to the County upon request. With regard to all insurance, such insurance shall:
• Be primary insurance to the full limits of liability herein before stated and, should County have other valid insurance, County insurance shall be excess insurance only; and
• Not cancelled without thirty (30) days prior written notice to the County.
Proposal Format
Revenue structures proposed from these services and outlined in this request for proposals shall be clearly stated to allow the County to effectively evaluate each proposal. Potential daily, weekly or monthly schedule of services should also be included.
Refinements and Improvements
Applicants should feel free during the proposal submission process to provide any suggestions or comments that might be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is not committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this work.
The following contains the RFP instructions and County requirements.
Part I - ADMINISTRATIVE INFORMATION
A. Issuing Officer
This Request for Proposals (“RFP”) is issued by Summit County, Summit Stage Department. For questions, please contact Chris Lubbers, at or 970-668-4161.
B. Purpose
This RFP provides prospective contractors with sufficient information to prepare and submit proposals for consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks outlined in the RFP.
C. Scope
This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein. These are mandatory requirements that must be met to be eligible for consideration.
D. Scheduling
Proposals must be submitted via email to to the Summit Stage Department by April 30, 2021 no later than 4:00 PM MST/MDT. The proposal should outline a proposed schedule for commencement of service.
E. Inquiries and Questions
Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification of the requirements or schedule a site visit to the properties. Direct all inquiries to:
Chris Lubbers
Summit Stage

970-668-4161
Anticipated Time Schedule:
Request for Proposals publicly advertised and posted on County website – March 5, 2021
Deadline for Submitting Questions – March 26, 2021 by 4:00 PM MST/MDT
All Questions, Comments and Responses to Questions posted by the County at ‘Bids and Proposals’ on www.summitcountyco.gov – April 9, 2021
Proposals Due – Proposals must be submitted via email to no later than 4:00 PM MST/MDT on April 30, 2021
Evaluation of Proposals and Interviews (if held) – May 14, 2021 through May 20, 2021
Selection Recommendation Made to Transit Advisory Board – May 26, 2021
Begin Contract Negotiations – May 27, 2021
F. Instructions for Submission of Proposals
It is imperative, when submitting a proposal, that the identifying characteristics of the submission email be addressed and labeled as follows and with appropriate text in the email subject line and text in the top few lines of the body of the email:
Email Address:
<CONTRACTOR’S EMAIL ADDRESS>
Subject Line Text:
<Contractor’s Name> - Proposal for:<INSERT BRIEF DESCRIPTION OF RFP>
Body Text:
ATTN: Chris Lubbers, Summit Stage
Proposal for: Advertising Services
1. Contractor's company name
2. Contactor’s name and phone number
G. Late Proposals
It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive via email to Summit Stage by 4:00 PM MST/MDT on April 30, 2021.
H. Proprietary Information
Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.
I. Response Material Ownership
All materials submitted regarding this RFP become the property of the County and will only be returned at the County's option.
J. Incurring Costs
The County is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed contract.
K. Acceptance of Proposal Content
The contents from the selected contractor’s proposal will become contractual obligations if a subsequent agreement is reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and such contractor may be removed from future solicitations.
L. Acceptance Time
The County intends to make a proposal selection within thirty (30) business days after the closing date for receipt of proposals.
M. Budget
Revenue structure for performing services must be included in the proposals and should be clearly stated to allow the County to effectively evaluate each proposal.
PART II – PROPOSAL CONTENT
The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contactor
may have about meeting these requirements shall be specifically identified in the proposal.
Scope of Work
Provide an outline of the contractor’s understanding of the project based on the above section labeled, Scope of Work. Summarize the basic approach to providing the services, and any recommendations on improving efficiencies in the process.
Qualifications
Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a brief description of past and current projects. Each summary shall include a brief project description and name, address and phone number of a local contact person involved in the project. The statement of qualifications should also provide a summary of contractor's ability to successfully complete the requirements of this RFP. The statement of qualification shall be brief but shall include at a minimum the following:
1. Description of similar projects
2. Capabilities (including equipment) and staff
PART III – PROPOSAL EVALUATION AND SELECTION
The County intends to engage the most qualified contractor available for this assignment while minimizing the costs to the County. Responsiveness to this RFP will be a principle basis for evaluation. Proposals shall provide a straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly express the contractor's understanding of the County's specific requirements, indicating the contractor's qualifications to conduct this service in a thorough and efficient manner.
Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may arise if any public official exercises any substantial discretionary function in connection with a government contract, purchase, payment or other pecuniary transaction without necessary disclosures as defined by Colorado Revised Statutes (C.R.S.) Section 18-8-308 as amended.
Selection Process.
1. The County reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities and to re-solicit proposals.
2. The County reserves the right to conduct such investigations of, and discussions with, those who have submitted proposals (“Proponents”) or other entities as it deems necessary to assist in the evaluation of any proposal or to secure maximum clarification and completeness of any proposal.
3. All proposals submitted must be valid for a minimum period of ninety (90) days after the date of the proposal opening. Each Proponent must submit with the proposal a list of all subcontractors, independent contractors or sub-consultants employed or proposed to be employed by the Proponent in the performance of the contract.
4. Selection of a contractor will be made at the sole discretion of the County. The County may consider the following criteria when evaluating proposals that includes but is not limited to:
a. Revenue;
b. The reputation, experience and efficiency of the Proponent;
c. The ability of the Proponent to perform the contract or provide the goods and services within the time specified;
d. The comparative quality of the goods and services bid;
e. The Proponent’s performance under previous contracts with Summit County;
f. The number and scope of conditions attached to the proposal;
g. The Proponent’s interest in the project, as well as their understanding of the project scope and the specific requirements of Summit County; and
h. The application of all of the above criteria to any sub-consultants, subcontractors or products to be utilized by the Proponent.
5. Contract negotiations will take place with the most qualified contractor. The County reserves the right to incorporate specific contract provisions into the Proponent’s standard contract if the County’s standard contract cannot be used. Such provisions include but are not limited to insurance and indemnification provisions and governmental immunity provisions. If a contract cannot be negotiated, the negotiations will be terminated in writing and negotiations will begin with the next most qualified contractor.
Publication Date/Time:
3/4/2021 6:00 PM
Closing Date/Time:
4/30/2021 4:00 PM
Submittal Information:
Proposals must be submitted via email to chris.lubbers@summitcountyco.gov no later than 4:00 PM MST/
Addendum Date/Time:
04/09/2021
Contact Person:
Chris Lubbers
Summit Stage
chris.lubbers@summitcountyco.gov
970-668-4161
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