HomeMy WebLinkAboutAddenda - RFP - 8357 ADVERTISING ON BUSES INTERIOR & EXTERIOR8357 Advertising on Buses Interior & Exterior Addendum #1 Questions & Answers
ADDENDUM No. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of RFP 8357: Advertising on Buses Interior & Exterior
OPENING DATE: 3:00 PM (Our Clock) September 9, 2016
To all prospective bidders under the specifications and contract documents described above,
the following changes/additions are hereby made and detailed in the following sections of this
addendum:
Exhibit 1 – Questions & Answers
Please contact Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 with any questions
regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
8357 Advertising on Buses Interior & Exterior Addendum #1 Questions & Answers
EXHIBIT 1 – QUESTIONS & ANSWERS
1) Whether companies from Outside USA can apply for this?
(like, from India or Canada)
Answer:
Preference is for a USA-based service provider. We don’t really see how you can sell
and mount ads on buses in Fort Collins, Colorado unless you are located in Fort
Collins, Colorado or the immediate vicinity.
2) Whether we need to come over there for meetings?
Answer:
Yes, if selected for an oral interview round as part of the RFP proposal evaluation
process. Other on-site meetings with the awarded vendor will be at the discretion of
the City’s Project Manager.
3) Can we perform the tasks (related to RFP) outside USA?
(like, from India or Canada)
Answer:
Preference is for a USA-based service provider. (See reply to #1, above).
4) Can we submit the proposals via email?????
Answer:
Yes, as stated in the RFP; proposal submittal via email is preferred, to be emailed to
purchasing@fcgov.com by the deadline stated in the RFP.
5) Copies of any change orders, amendments, adjustments, consents or transfers related to
Services Agreement 7248 Advertising on Buses - Interior and Exterior, from October 1, 2011
to date.
Answer:
A copy of the current Services Agreement 7248 Advertising on Buses is attached. The
Agreement has not been amended, changed or transferred.
6) Copies of all monthly remittance reports received from Service Provider and amounts and
dates of monthly payments received pursuant to Services Agreement 7248 Advertising on
Buses - Interior and Exterior, from January 1, 2015 to June 30, 2016.
Answer:
Copies of all monthly payments received pursuant to Service Agreement 7248 for the
period January 1, 2015 to June 30, 2016 are attached.
7) Copies of any independent or internal accountant's reports for contract years ending
September 30, 2012 through and including September 30, 2015 related to Services
Agreement 7248 Advertising on Buses - Interior and Exterior.
Answer:
To the best of my knowledge, no such independent or internal accountant’s reports have
been initiated specific to Services Agreement 7248.
8) Calculation of Revenue Share and Minimum Annual Guarantee for contract years ending
September 30, 2012, September 30, 2013, September 30, 2014 and September 30, 2015,
pursuant to Services Agreement 7248 Advertising on Buses - Interior and Exterior.
Answer:
Total annual revenue paid to the City under Service Agreement 7248 follows:
8357 Advertising on Buses Interior & Exterior Addendum #1 Questions & Answers
2012 Rev Payments Excel spreadsheet attached.
2013: $101,986.22
2014: $115,563.25
2015: $147,678.22
2016: $141,208.73
Jan 2015-June 2016 Percentage Leases Due Sheets attached.
9) How many of each size advertising panels are there?
Answer:
Interior Panels
10 7/8” X 24” APPROXIMATELY 700 PANELS
Articulated Buses - 10 7/8” X 24” - APPROXIMATELY 192 PANELS
Exterior Panels
21.5” X 45” 12
21.5” X 72” 41
30.5” X 145” 36
30.5” X 109” 09
30.5” X 96” 01
30.5” X 89” 06
30.5” X 73” 22
30.5” X 37” 12
10) Can you provide or do you know where I can get a copy of the current contract?
Answer:
See #5, above.
11) Please provide a copy of the current vendor’s current rate card.
Answer:
See copies of SMG_MediaKit_FtCollins and TransitRates-FC, attached.
12) Please provide the dates and amounts of any adjustments made to the Minimum Annual
Guarantee under the current services agreement for advertising on buses.
Answer:
There haven’t been any adjustments to the minimum annual guarantee as far as I know
it has been the $101,000. See revenue payment sheets years 2012 thru 2016, attached.
13) How many exterior advertising panels are there, by size.
Answer:
See #9, above.
14) How many interior advertising panels are there in the buses?
Answer:
See #9, above.
8357 Advertising on Buses Interior & Exterior Addendum #1 Questions & Answers
15) How many interior advertising panels are there in the BRT vehicles?
Answer:
See #9, above.
16) How many buses are on the street at any one time?
Answer:
39 vehicles peak service
17) In the RFP, it is stated that ad panels must be delivered to the Transfort facility at least
seven working days prior to any contractual placement on any Transfort bus. Later in the
RFP it is stated that the Contractor is responsible for the placement of all advertising on
Transfort buses. If that is the case why do the ads have to be delivered seven days prior?
Answer:
This contradiction was an oversite. Please disregard the following sentence on Page 3 –
1B. “…and to deliver any such panels to the Transfort facility at 6570 Portner Road at least
seven (7) Transfort working days prior to any contractual placement of advertising on any
Transfort bus.”
18) Are there any limitations as to when the ads can be installed on the buses? If so please
provide what days of the week and times installations can be done.
Answer:
Generally installation of exterior and interior ad panels may be done at the Transfort
Maintenance Facility, Monday through Friday after 6:00 PM, however other
accommodations may be made by scheduling it with the Transfort Maintenance Facility
Lead Mechanic.
19) The Proposed Compensation Plan Form included in the RFP lists the Minimum Yearly Dollar
Amount You Will Pay Transfort as a percentage. Should this be a dollar amount?
Answer:
Yes
20) Would wraps be allowed and if so would there be limits as to how many buses could be
wrapped at any one time?
Answer:
Advertising wraps are not allowed at this time under this contract.
21) Please provide the trailing five year history of payouts from the current advertising company
to Transfort ( 2015 2014 2013 2012 2011 )
Answer:
See #8, above.
22) Would the opportunity to offer direct application advertisements ( for example: full wraps,
kongs, full backs ) as an additional revenue source be provided or explored in the coming
terms of this agreement ?
Answer:
No
23) Will Transfort allow for a pre-payment guarantee option ( for example: January 1st, 2017 -
minimum amount paid in full ) from the winning bidder ?
8357 Advertising on Buses Interior & Exterior Addendum #1 Questions & Answers
Answer:
If what you are asking is, can you prepay the $101,000 minimum on January 1, 2017;
then settle up on the difference at the end of the year 2017, that would be OK.
24) Will experience & expertise in managing local, regional and national transit agreements offer
an advantage for Transfort in the bidding process?
Answer:
Note in IV. Submittal Requirements #3. Qualifications and Experience we tell you to
submit names and locations of a minimum of three similar projects; and the name,
address, and phone number of the public agency reference(s) overseeing the above-
mentioned advertising efforts. So Yes; this is where in the RFP we are asking you to
state relevant experience; and give us references we can follow up on later if needed.
25) Will the bidding company's prior history ( past financials, legal issues, breech of contracts,
bankruptcy ) be taken into consideration in the bidding process?
Answer:
Those things come into play when we are looking at making a Notice of Award subject to
contract negotiations; part of determining if the vendor is financially responsible and
capable to fulfill the contract for the full five-year term.
26) Under Section II. A. it says to propose a flat fee for unsold space but should be covered
under a minimum annual guarantee. A MAG is an obligation to pay a proposed annual
amount from all inventory sold or unsold as the minimum revenue to Transfort. Please
explain?
Answer:
The MAG is the lump sum guarantee.
27) In the Introduction and Section II. A. it says to submit a minimum anticipated dollar amount
you will pay in addition to the percentage of revenues. A MAG is typically the
minimum...providing it is not exceeded by the percentage of revenue generated which as
you know when the percentage of revenue is higher then the vendor must pay whichever is
greater and the true-up accounting to determine this is at the end of each contract
year. The language in 8357 is the same as the prior RFP 7248 five years ago which the
Service Agreement of course was established to pay what is common in all transit
agreements; to pay whichever is greater between the MAG and percentage of revenue.
Answer:
Affirmative; the expectation or intent is the same as before.
28) This question came up last time and was explained to parallel what is in our current Service
Agreement where we are obligated to pay whichever is greater but would you please clarify
the expectation or intent is the same as before.
Answer:
Affirmative; the expectation or intent is the same as before.