HomeMy WebLinkAboutCORRESPONDENCE - RFP - P915 CONSULTING SERVICES FOR NO CO TRUCK MOBILITY HWY 14 TRUCK ROUTE RELOC PHII (15)NOTICE TO PROCEED
DESCRIPTION OF WORK: Phase II, Task Order II, Non -Route Based Strategies
TO: PBS & J
5500 Greenwood Plaza Blvd Ste 150
Englewood, CO 80111
TTHIS NOTICE ADVISES YOU:
That the service agreement covering the above described Work has been fully executed by the
PROFESSIONAL and the OWNER.
Therefore, as the PROFESSIONAL for the above described Work, you are hereby authorized and
directed to proceed within ten (10) calendar days from receipt of this notice as required by the
Agreement.
Dated this 201h day of September, 2004.
The date for the task shall be December 31, 2005.
City of Fort Collins
OWNE
By: ,
Ja e)c"
,CPPO, FNIGP
Direct hasing & Risk Management
ACKNOWLEDGMENT OF NOTICE
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Receipt of the above Notice to Proceed is hereby acknowledged this Rday of M �W,
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PHASE II: NON -ROUTE -BASED STRATEGIES
TASK ORDER II SCOPE OF WORK
Task Order II includes work required for the completion of Phase II: Non -Route -Based
Strategies (NRBSs). Task Order I involved an assessment of NRBSs and implementation
recommendations. Task Order II involves the implementation of recommended marketing
strategies, evaluation of the strategies' effectiveness, updating the public on the project progress
using outreach methods, and general project management. The tasks required to successfully
complete this work are outlined below. The PBS&J Team, hereafter referred to as the
Consultant, includes PBS&J, InterMountain Corporate Affairs, and Rinehart Advertising. While
members of the PBS&J Team will lead certain efforts, PBS&J is responsible for ensuring the
quality and execution of all tasks described in this scope, unless otherwise noted.
NRBS IMPLEMENTATION
The Consultant will finalize the layout of marketing designs for all products that were part of the
recommended NRBSs, hereafter referred to as the Marketing Plan. The Marketing Plan includes
a website, billboards, brochures, public relations, radio advertising, and safety meeting
reminders. Prior to implementation, all designs and content will be provided for review (in
triplicate as needed) to the City of Fort Collins Project Manager and other pertinent city officers.
The initial products for each strategy will be in place no later than the end of the third month of
the project. At key milestones determined by the City of Fort Collins project manager the
strategies will be assessed for effectiveness. If a strategy is found to be ineffective or produce
unanticipated negative results, that strategy may be discontinued. If continued, the strategies
may remain in place until month 15 of the project life.
The Marketing Plan includes:
A. Website Development
The Consultant will develop the information and general layout for web pages, which will be
hosted and maintained by the City of Fort Collins as part of their current site. Content may
include the preferred route map that will be in the brochure, safety statistics, road construction
information, availability of amenities, and other information. The content including text,
graphics, photos, and charts will be approved by the City of Fort Collins prior to posting.
CDOT and other trucking industry associations will be asked to provide a link to these web
pages from their existing sites. It is expected the website will take four weeks to design and
finalize. The Consultant will provide monthly, or as needed, updates to the City of Fort Collins.
Page 1 of 10
A virtual binder concept and graphics will be developed by PBS&J for implementation by the
City of Fort Collins webmasters. PBS&J will provide updates to the City of Fort Collins
monthly.
PBS&J will lead the web pages design. The implementation schedule is displayed in Table 1.
B. Billboards
The Consultant will design and produce two billboard messages. The Consultant will coordinate
with the billboard companies and reserve signs as they are available. A total of two billboards
will be used, one on I-25 just south of the 1-25/SH 14 interchange at Fort Collins, Colorado, and
one on 1-80 just west of the 1-80/US 287 interchange at Laramie, Wyoming. The Consultant will
provide layouts and designs for City of Fort Collins approval prior to posting. Following
approval on designs, the Consultant will produce and place the signs within approximately three
weeks (or as space is available). Two billboard designs, a fall/winter message and a
spring/summer message, will be produced in this manner and updated halfway through the
implementation or as recommended by the City of Fort Collins and the Consultant.
Rinehart Advertising will lead the billboard strategy implementation, with review and comments
from supporting team members. The implementation schedule is displayed in Table 1.
C. Brochure
The Consultant will develop a brochure to emphasize the preferred truck routes through and
around Fort Collins. The map and routes for the brochure will be determined with assistance
from the City of Fort Collins. Routes will include those for through truck traffic, as well as
preferred routes for trucks making stops in Fort Collins. The final map will be approved by the
City of Fort Collins.
The Consultant will coordinate the production of 20,000 brochures, enough for distribution for
one year. The brochure will be full color 11 x 17, folded down to 8-1/2 x 3-1/2. The design and
production of the brochure will take approximately six to eight weeks.
An initial mailing of approximately 10,000 brochures will be sent to long haul trucking firms in
the United States. The balance of the brochures will be distributed to truck stops, associations,
rest stops, and weigh stations for display in their existing informational racks.
Rinehart Advertising will lead the brochure strategy implementation, with review and comments
from supporting team members. The implementation schedule is displayed in Table 1.
D. Radio Advertising
The Consultant will research radio stations in the region to determine the demographics of the
listeners, programming, and pricing. Stations will be considered in Colorado, Wyoming, and
Utah. Radio stations will be selected based on these criteria.
Page 2 of 10
An advertising schedule will be determined based on time of year and availability of space. The
radio ads will run in two three-month intervals to focus the message to spring/summer driving
and fall/winter driving conditions.
Radio ads will be designed and produced by the Consultant with approval of design by the City
of Fort Collins. Production of the radio ads will include the dialogue and all audio effects, and
will take place at a studio in Denver. The ads will be distributed to the selected radio stations. It
is expected to take four to six weeks to produce the radio ads.
Rinehart Advertising will lead the radio advertising strategy implementation, with review and
comments from supporting team members. The implementation schedule is displayed in
Table 1.
E. Public Relations
The Consultant will provide public relations services as described below, including articles in
publications, media relations, news releases, and public service announcements for satellite radio
stations. InterMountain Corporate Affairs will lead the public relations strategy implementation,
with review and comments from supporting team members. The implementation schedule is
displayed in Table 1.
Articles in Publications
The Consultant will prepare four articles advocating use of the Interstate route. After approval
from the City of Fort Collins, they will be submitted to appropriate media outlets. The
Consultant will coordinate with editors to advocate publication. Published articles will be
reprinted for marketing distribution, and referenced on the web page.
Media Relations
The Consultant will develop a detailed list of media contacts, focusing on trade media for the
trucking industry, as well as local media outlets proximate to I-25 and I-80 in Utah, southern
Wyoming and central/northern Colorado. The Consultant will confirm each contact, establish a
relationship, and provide an initial media kit. The contacts then will receive news releases on a
bi-monthly basis and bylined articles on a quarterly basis.
News Releases
The Consultant will develop six news releases, incorporating project messaging and fresh data.
After approval from the City of Fort Collins, the news releases will be circulated to the media
list, and the team will follow up with pitch calls. Positive coverage generated by the news
releases will be reprinted for marketing purposes and referenced on the web page.
Page 3 of 10
Satellite Radio
The Consultant will develop a contact list for satellite radio shows that are demographically
appropriate or specifically target truck drivers. The Consultant will develop four Public Service
Announcements for on -air personnel to read during broadcasts. After the script has been
approved by the City of Fort Collins, it will be distributed to the contact list, and the Consultant
will follow up with calls.
F. Safety Meeting Reminders
The Consultant will develop a list of trucking companies and key contacts from the regional area.
Personal contact will be made with the companies to determine their schedules for safety
meetings. A list of area industry associations will also be developed and schedules for
conferences, seminars, and meetings determined. From those lists, approximately 40 companies
will be selected to target the message. Approximately three meetings per month can be attended
by the City of Fort Collins project manager or a project representative to further educate the
drivers and route managers about the benefits of the Interstate route.
The Consultant will develop a presentation for the safety meetings. This may be a Power Point
presentation, or display boards and speaking points. Handouts will also be developed to leave
behind after the presentation.
InterMountain Corporate Affairs will lead the contact list development, with review and
comments from supporting team members. PBS&J will lead the selection of appropriate
companies/seminars, schedule development, presentation development, and attending the safety
meetings (when not attended by the City of Fort Collins project manager), with review and
comments from supporting team members. The implementation schedule is displayed in
Table 1.
OUTREACH
The Consultant will prepare and implement appropriate outreach for the affected interests,
including the Citizens for a True Bypass (CFTB), Marketing Advisory Committee (MAC), past
trucking industry participants, City Council, Transportation Board, and any others as they are
identified. The outreach program will include:
A public open house near the end of the project,
Letter correspondence to the MAC, CFTB, and past trucking industry participants to thank
them for previous participation and provide a project update,
Individual stakeholder meetings as needed (two assumed),
One City Council update, and
One Transportation Board update.
The Consultant will be responsible for all aspects of the outreach program, including but not
limited to preparation and production of all exhibits, letters, presentations, and miscellaneous
materials, as well as facilitation of the events.
Page 4 of 10
PBS&J will lead the outreach program, with review and comments from supporting team
members. All materials will be provided to the City of Fort Collins project manager for review
with pertinent city officials.
EVALUATION OF NRBS RESULTS
The Consultant will develop a comprehensive evaluation plan based on the preliminary plan
outlined in the report titled, Task One Summary Report and Implementation Recommendations,
dated August 2004. This plan will include both quantitative measures and qualitative
assessments and will develop baseline levels for each area of evaluation. Traffic volume counts
will include the main subject corridors (SH 14/US 287 and I-25/I-80), as well as other corridors
in Fort Collins that may be affected by truck traffic.
The Consultant will implement the evaluation plan prior to the NRBS roll -out to determine
baseline measures. The evaluations will continue during the NRBS implementation, and
conclude after the NRBS program to determine final measures. The Consultant will provide a
final evaluation and long-term NRBS report within three months of the conclusion of the NRBS
implementation.
PBS&J will lead the evaluations, with review and comments from supporting team members.
All materials will be provided to the City of Fort Collins project manager for review with
pertinent city officials.
PROJECT MANAGEMENT
PBS&J will oversee all aspects of the project, including management of staff, communication,
products, and general response to issues and concerns. PBS&J is also responsible for developing
and managing the project budget, schedule, quality control and assurance program, as well as
filing and closeout procedures. The Consultant will hold monthly (or as needed) meetings with
the Fort Collins Project Manager and other appropriate staff (limit meetings to 15 over 18 month
contract), and provide monthly progress reports.
PROJECT COSTS
The project costs include all aspects of the scope as described and total $487,057.25. Cost
details by each task are shown in Table 2, and an overall cost summary is provided in Table 3.
Page 5 of 10
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