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HomeMy WebLinkAboutCORRESPONDENCE - GENERAL CORRESPONDENCE - 4406284NOTICE 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 O By: mes . O'Neill II, PPO, FNIGP Dire for o Purchasing & Risk Management ACKNOWLEDGMENT OF NOTICE Receipt of the above Notice to Proceed is hereby acknowledged this�� ay of, 20_/' PROFESSIONAL By: A Title ' ttortherrt Colorado Truck Mobility Study. PHA-_ .GbF,9U7e`BA$E^-S=artEGtES Table 3: Project Cost Summary Table 3: Project Cost Summary SH 14 Phase II: Non Route Based Strategies, Project Name: Task Order 2 Firm Name: PBS& Name of Preparer: David Millar Phone No: 303.221.7275 Scope of Work Date: August 31, 2004 Type of Proposal: Lump Sum Contract Time: 18 Months 1. LABOR COSTS EMPLOYEE SPECIFIC RATE EST. NO. ESTIMATED COST NAME CLASSIFICATION $/HOUR WORK HOURS PER EMPLOYEE EMPLOYEE Rainess, Alysia Administration Assistant $52.00 112 $5,824.00 Price, Karen Planner II $75.00 1,035 $77,625.00 Millar, David Senior Project Manager $151.00 674 $101,774.00 Plummer, R.A. Prog. Mgr. - Planning[Traffic $165.00 12 $1,980.00 Brand, Tina Graphics Designer $75.00 132 $9,900.00 Plenge, Rick Engineer II $85.00 200 $17,000.00 SUBTOTAL LABOR 1,984 $216,592.00 2A. OTHER DIRECT COST RATES (IN-HOUSE): ITEM ESTIMATED RATE UNITS ESTIMATED UNITS COST OFFICE RATES Copies (BxW) 5000 $0.14 each $700 Copies (Color) 1500 $1.50 each $2,250 Plots 15 $3.00 each $45 SUBTOTAL DIRECT COST (IN-HOUSE) $2,995.00 Page 9 of 10 Project Cost Summary (continued) 2B. OTHER DIRECT COST (OUTSIDE): ITEM ESTIMATED RATE UNITS ESTIMATED UNITS COST Meals 120 $12.00 each $1,440 Mileage 6000 $0.38 mi $2,250 Lodging 32 $90.00 /night $2,880 3A. OUTSIDE SERVICES RATES (SUBCONSULTANTS): FIRM NAME InterMountain Rinehart Poitra 3A. OUTSIDE SERVICES (VENDORS): FIRM NAME All Traffic Data SUBTOTAL DIRECT COST (OUTSIDE) $6,570.00 SUBTOTAL DIRECT COSTS $9,565.00 ESTIMATED COST $57, 408.75 $125,980.50 $0.00 SUBTOTAL SUBCONSULTANTS $183,389.25 ESTIMATED COST $80,000.00 SUBTOTAL VENDORS $80,000.00 SUBTOTAL OUTSIDE SERVICES $263,389.25 TOTAL ESTIMATED COST $487,057.25 Page 10 of 10 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 lI 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 I-25/SH 14 interchange at Fort Collins, Colorado, and one on 1-80 just west of the I-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 4of10 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 5of10 4'1' Aartheen pEfk�.,t NGOoinRraLdmA%ek RW9DWnyT6ftlSy � Table1 I 1 1 Timeline Months 1 -2 Month 3 Months 4- 6 Months 7-12 Website Design and approve Coordinate with City Post site on Updates Updates site webmasters internet Billboards Design, approve, and produce Post list design Design, approve, and produce billboard Post 2nd design' billboard Design, approve, Distribute Brochure Develop mailing list and produce brochure brochure Articles in Publications Develop contact list Place byline, radio PSA, Place news Place byline, radio PSA, Place 2 bylines, 2 radio PSAs, (and Public Relations) news release release 2 news releases 2 news releases Design, approve, Safety Meeting Develop contact list and produce Attend safety Attend safetymeetings g Attend safety meetings y g Reminders presentation and meetings materials Radio Advertising Develop contact list Design, approve, and produce radio Place list radio ad Place 2nd radio ad and schedule ad availability Page 6 of 10 8orftm Colorado Truck Mobility Study, :1-7 PHASE it. NCxL Hht? t - S8 6 r, :8Jt S Table 2: Cost Breakdown by Task ESTIMATED LABOR and DIRECT COSTS BY TASK PBS&J Rinehart InterMountain Team PROJECT WORK ELEMENTS Costs NRBS Implementation Brochure 104 $ 8,104.00 Billboards 16 $ 1,808.00 Public Relations 48 $ 5,480.00 Radio Advertising 15 $ _ 1,733.00 Safety Meeting Reminders 146 $ 19,614.00 Website 128 $ 10,208.00 Binder 92 $ 6,404.00 Subtotal NRBS Evaluation Write Final Evaluation Plan 148 21 Analysis_ _ 136 Write Evaluation Report 156 Subtotal 696 .00 Hours I Costs 1 Hours I Costs I Direct Costs Totals Costs 32 $ 4,000.00 9 $ 1,370.00 $ 15,000.00 $ 28,474.00 24 $ 3,000.00 0 $ - $ 37,000.00 $ 41,808.00 20 $. 2,500.00 340 $ 34,800.00 $ 25.00 $ 42,805.00 32 $ 4,000.00 3 $ 470.00 $ 561,000.00 $ 62,203.00 0 $ 24 $ 3,840.00 _ $ 23,454.00 0 $ _ 9 $ 1,370.00 $ 11,578.00 0 $ 0 _ $ _ $ 6,404.00 108 $ 13,500.00 385 $ 41,850.00 $ 108,025.00 $ 216,726.00 Outreach Activities Open House (1) 96 $ 7,836.00 8 $ 1,000.00 24 $ 3,080.00 _ $ 45.00 $ 11,961.00__ Individual Stakeholder Meetings $ 3,012.00.... (2) _. 28 $__ 3,,012.00 _. $ Correspondence 22 $ 1,710.00 $ - $ 1,710.00_ City Council (1) 36 $__ 3,612.00 _ $ $ 3,612.00 _._ Transportation Board (1) _ 36 $__ 3,612.00 $ $ 3,612.00___ 4 $ 50000 28 $ 4 020 00 $ 7 798 00 $ 12,318.00 Miscellaneous 0 $ Subtotal 218 $ 19,782.00 12 $ 1,500.00 52 $ 7,100.00 $ 7,843.00 $36,225 Page 7of10 Nortbem Cotomdo Truck Mob"Stody. SD S"NASE l NO l3 ftG Cost Breakdown by Task (continued) ESTIMATED LABOR and DIRECT COSTS BY TASK PROJECT WORK ELEMENTS PBSBJ Rinehart InterMountain Team Totals Hours Costs Hours Costs Hours I Costs Direct Costs Labor Total 2,165 1 $ 214,103.00 1 142 1 $ 17,750.00 1 485 1 $ 56,630.00 1 $ 198,574.25 1 $ 487,057.25 Page 8of10