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Bus and Bus Shelter Advertising Services 2008

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Bus and Bus Shelter Advertising Services 2008 REQUEST FOR PROPOSALS: BUS AND BUS SHELTER ADVERTISING SERVICES ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY/ REGIONAL TRANSIT SERVICE, INC. 1372 EAST MAIN STREET ROCHESTER, NY 14609 August 4, 2008 See the Introduction- Request for Proposals Section for information limiting the individuals at RGRTA who can be contacted with respect to this Request for Proposals/Invitation for Bids. ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY/REGIONAL TRANSIT SERVICE, INC. Request for Proposals: Bus and Bus Shelter Advertising Services 2008 This page intentionally left blank. 2 of 62 ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY/REGIONAL TRANSIT SERVICE, INC. Request for Proposals: Bus and Bus Shelter Advertising Services 2008 TABLE OF CONTENTS I. Request for Proposals II. Detailed Specifications III. Background IV. General Requirements V. Proposal Format/Requirements VI. Proposal Evaluation VII. RGRTA/RTS, Inc. Protest Procedures VIII. Sample Form of Agreement IX. Required Forms Appendix THE FOLLOWING FORMS ARE REQUIRED PROPOSAL SUBMISSION DOCUMENTS. FAILURE TO COMPLETE ANY OF THESE FORMS AND SUBMIT THEM WITH YOUR PROPOSAL MAY RENDER THE PROPOSAL NON- RESPONSIVE AND INELIGIBLE FOR AWARD. -Proposal Form -Non-Collusion Affidavit -Eligible Bidder Certificate -Proposed Subcontractor Utilization -Affidavit of Non-Discrimination -References -Company Information -Certificate of Signer for Corporation -Acknowledgement of Authority to Submit Proposal - Certification Under State Finance Law 139 3 of 62 ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY/REGIONAL TRANSIT SERVICE, INC. Request for Proposals: Bus and Bus Shelter Advertising Services 2008 4 of 62 ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY/REGIONAL TRANSIT SERVICE, INC. Request for Proposals: Bus and Bus Shelter Advertising Services 2008 NO BID RESPONSE FORM If you choose not to respond to this Request for Proposals, please fax this form back to RGRTA at your earliest convenience, to the attention of: David Dadetta (585) 654-0289 Company: Address: Contact: Contact Phone: Reason for No-Bid*: Plant operating at capacity. Cannot bid competitively. Cannot meet delivery requirements. Cannot meet specifications. Do not want to do business with the Authority. Other: Suggested changes to Proposal Specifications for next Request for Proposals. *Reasons for not submitting a proposal might include insufficient time to respond, do not offer product or service, unable to meet specifications, specifications too stringent, scope of work too small or large, unable to meet Insurance Requirements, cannot meet delivery or schedule requirements, etc. 5 of 62 ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY/REGIONAL TRANSIT SERVICE, INC. Request for Proposals: Bus and Bus Shelter Advertising Services 2008 I. Request for Proposals The Rochester-Genesee Regional Transportation Authority (RGRTA) seeks proposals from firms interested in the exclusive right to sell advertising space on the interior and exterior of approximately 325 transit vehicles and 160 bus shelters. The term of the contract resulting from this RFP is for a three (3) year period, commencing January 1, 2009, with an option to extend for an additional two (2) year period. To be eligible for consideration, five (5) copies of the proposal must be received by RGRTA no later than 3:00 p.m., September 10, 2008. Proposals received after the time and date specified will not be considered. Proposals must be submitted in a sealed envelope and must be clearly addressed as follows: BUS AND BUS SHELTER ADVERTISING SERVICES Attn. David Dadetta Regional Transit Service, Inc. 1372 East Main Street Rochester, NY 14609 Proposals must be submitted on the forms provided or copies thereof and must be signed by the bidder or an authorized representative. Corrections must be initialed by the person signing the bid. Proposal documents and detailed specifications are available from RGRTA by telephone at (585) 654-0615 or by email at [email protected] . Bids must be submitted in accordance with the terms and conditions of these specifications. Any firm appearing on the Comptroller General s List of Ineligible Contractors is not eligible to participate. Fax requests are not recommended, as RGRTA cannot guarantee receipt of, or response to, fax requests. Proposals shall be binding for ninety (90) days after the bid date. RGRTA reserves the right to reject any and all proposals, to waive any informalities therein, to re-advertise for proposals, and to accept any proposal deemed to be most favorable to RGRTA. This RFP does not commit RGRTA to award a contract, to pay for any costs incurred in the preparation of a proposal, nor contract for services. RGRTA reserves the right to cancel, in part or in whole, this RFP. RGRTA is a tax-exempt public benefit Authority. The award of a contract is not subject to Section 103 of the General Municipal Law. Proposals may be delivered by hand or sent by regular mail or other delivery service. Firms submitting proposals are fully responsible for their delivery. Reliance upon mail or mail carriers is at the firm s risk. Proposers must be adequately equipped, supplied, and staffed to promptly and efficiently furnish, deliver, and dispense all products and services upon which proposals are submitted. RGRTA reserves the right to reject a proposal if the proposer does not submit a statement of their qualifications if requested. 6 of 62 ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY/REGIONAL TRANSIT SERVICE, INC. Request for Proposals: Bus and Bus Shelter Advertising Services 2008 Proposals must include the Required Forms provided or copies thereof and must be signed by the bidder or an authorized representative. All corrections must be initialed by the person signing the proposal forms. RGRTA reserves the right to reject any or all proposals and to waive any informality in proposals received. RGRTA also reserves the right to reject proposals from companies who have previously failed to perform properly or complete on time contracts for RGRTA, or a proposal where investigation shows that the proposing company is not in a position to successfully perform the contract, in the judgment of RGRTA. RGRTA reserves the right to reject a proposal, regardless of price and conditions, where the proposed terms and/or conditions are deemed unacceptable to RGRTA. This Request for Proposals does not commit RGRTA to award a contract, to pay for any costs incurred in preparation of a proposal, nor contract for services. Designated Staff for Contacts Pursuant to State Finance Law §§139-j and 139-k, this Invitation for Bid / Request for Proposal includes and imposes certain restrictions on communications between RGRTA and anyone contacting RGRTA with respect to the IFB/RFP. No one may contact RGRTA or any of its officers, directors or employees, other than the specifically designated staff, with respect to the IFB/RFP during the period starting with the earliest notice of intent to issue the IFB/RFP through final award and approval of the Procurement Contract by RGRTA (called the Restricted Period ) unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a). The following are "Designated Staff" for this IFB/RFP and all contacts with respect to this procurement must be made only to the Designated Staff. David Dadetta Manager of Purchasing and Contracts 1372 East Main Street Rochester, New York 14609 Email: [email protected] Pursuant to these two statutory sections, RGRTA officers, directors and employees are required to obtain certain information when contacted during the Restricted Period and are also required to make a determination of the responsibility of the person initiating the contact or on whose behalf the contact is initiated. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a 4 year period, the party initiating the contact or whose behalf the contract is initiated will be debarred from obtaining governmental procurement contracts. Further information about these requirements can be obtained from the Designated Staff. 7 of 62 ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY/REGIONAL TRANSIT SERVICE, INC. Request for Proposals: Bus and Bus Shelter Advertising Services 2008 SCHEDULE The following Schedule of Key Events and Dates represents the Authority s best estimate of the schedule that shall be followed. The Authority reserve the right, at its sole discretion, to adjust this schedule as it deems necessary. The Authority will make a good faith effort to notify potential vendors of adjustments to the Schedule; however, ultimate responsibility for obtaining notice of changes in the Schedule of Key Events lies with the potential vendors. KEY EVENTS/DATES Event Date Time RFP Release August 4, 2008 Closing Date for Inquiries August 29, 2008 10:00 A.M. Proposal Submission Date September 10, 2008 3:00 P.M. Contract Award October 2008 8 of 62 ROCHESTER-GENESEE REGIONAL TRANSPORTATION AUTHORITY/REGIONAL TRANSIT SERVICE, INC. Request for Proposals: Bus and Bus Shelter Advertising Services 2008 II. MINIMUM DETAILED SPECIFICATIONS FOR BUS AND BUS SHELTER ADVERTISING SERVICES A. SCOPE It is the intent of these specifications to provide minimum acceptable criteria to cover the provision of Bus and Bus Shelter Advertising Services for RGRTA. The offered service(s) shall not deviate from these specifications, unless such deviation is authorized, in writing, by the RGRTA. B. SERVICE REQUIREMENTS
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