2-RFP - On-Call Project Management and Consulting Services.pdf

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REQUEST FOR PROPOSALS

ON-CALL PROJECT MANAGEMENT AND

TECHNICAL CONSULTING SERVICES FOR

THE LAVTA ATLANTIS FACILITY

CONSTRUCTION PROJECT #2026-04

Livermore Amador Valley Transit Authority 1362 Rutan Court, Suite 100

Livermore, CA 94551

RFP Issued: July 1, 2026

Pre-Proposal Conference and Walkthrough (Mandatory):

July 20, 2026 at 10:00 a.m.

Written Questions/Requests for Clarifications (RFCs) Due:

July 24, 2026 at 4:00 p.m.

LAVTA's Response to Questions/RFCs Provided:

By August 5, 2026 at 4:00 p.m.

Proposals Due: August 14, 2026 at 2:00 p.m.

Interviews (if Required): August 26, 2026

Contract Award (Estimated): October 5, 2026 (tentative)

Notice to Proceed: Upon completion of all agreement requirements

Submit Proposals at: https://lavta.bonfirehub.com

Contact Info: Salomon Abdel-Aziz Manager of Administrative Services

(925) 455-7555 procurements@lavta.org

On-Call Project Management and Technical Consulting Services For the LAVTA Atlantis Facility Construction Project TABLE OF CONTENTS RFP #2026-04 Page i

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TABLE OF CONTENTS

Page

1. INVITATION

2. INTRODUCTION

A. Summary and Term B. Background Information C. Anticipated Compensation

3. PROPOSAL CONTENT

A. Proposal Cover Form B. Letter of Introduction C. Table of Contents D. Approach to Providing Services: On-Call Team Organization and Work Directive

Management Plan E. Company Qualifications, Experience & References F. Qualifications and Experience of Key Personnel G. Financial Qualifications H. Cost Proposal I. Levine Act J. Licenses and Certifications K. Conflicts of Interest L. System for Award Management (SAM)

4. SOLICITATION PROCESS

A. Pre-Proposal Conference B. Submission of Questions and Requests for Clarification C. Addenda to RFP D. Submission of Proposals E. Cost of Proposal Development F. Validity of Proposals G. Withdrawal of Proposals H. Evaluation of Proposals and Selection Process I. Interviews J. Revised Proposals, Interviews and Negotiations K. Contract Award L. Protest Procedures M. Ex-Parte Communications N. Confidentiality O. Waiver

For the LAVTA Atlantis Facility Construction Project TABLE OF CONTENTS RFP #2026-04 Page ii

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P. LAVTA’s Rights

5. CONTRACTUAL REQUIREMENTS

A. Agreement for Services B. Disadvantaged Business Enterprises (DBE) Program; Prompt Payment

Requirements C. Audit Requirements D. Federal Requirements E. Insurance and Indemnification Requirements F. Ukraine/Russia Related Sanctions

6. PROPOSAL CONTENT CHECKLIST

7. SUBMISSION INSTRUCTIONS

8. EXHIBITS

9. APPENDICES

For the LAVTA Atlantis Facility Construction Project REQUEST FOR PROPOSALS RFP #2026-04 Page 3

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1. INVITATION

The Livermore Amador Valley Transit Authority (LAVTA) invites qualified firms (“Proposers” or “Consultants”) to submit proposals to provide on-call project management and technical advisory support services for the Atlantis Facility Construction Project.

The selected Consultant will support LAVTA during both the pre-construction and construction phases of the Atlantis Operations and Maintenance Facility, which will be delivered using a design-build project delivery method. Services will include advancing the project from its current status through completion of construction, in compliance with applicable federal, state, and local requirements, including Federal Transit Administration (FTA) procurement and project management requirements.

LAVTA will provide overall program direction; however, the Consultant will be responsible for managing and controlling day-to-day Work Directive activities and deliverables. The Consultant shall perform all services in close coordination with LAVTA staff, LAVTA’s separately retained Construction Manager (CM), the design-build contractor, other technical consultants, and relevant external stakeholders.

The Consultant will support LAVTA in fulfilling its statutory, governance, and owner responsibilities but shall not assume decision-making authority reserved to LAVTA.

All professional services must be performed under the responsible charge of individuals appropriately licensed in the State of California.

Important Limitation of Services: The Consultant shall not perform construction management, inspection, resident engineering, independent quality assurance, materials testing, or final acceptance of construction work. These functions will remain the responsibility of the separately retained Construction Manager and/or LAVTA.

Solicitation Timeline

Activity Date RFP Issued July 1, 2026 Pre-Proposal Conference July 20, 2026 at 10:00 a.m.

Questions and RFCs Due July 24, 2026 by 4:00 p.m.

LAVTA’s Response to Questions/RFCs August 5, 2026 by 4:00 p.m.

Proposals Due August 14, 2026 by 2:00 p.m.

Interviews (if required) August 26, 2026 , if needed Contract Award (tentative) October 5, 2026 TBD Notice to Proceed (tentative) Upon completion of all agreement requirements

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Proposals will be received by way of upload to Bonfire at the following link:

https://lavta.bonfirehub.com until 2:00 p.m. on August 14, 2026. Hard copy submissions will NOT be accepted. Hard copies received will be returned (unopened) to Proposers without consideration.

However, upon request, copies of the RFP may be obtained by contacting LAVTA at (925) 455- 7572.

Salomon Abdel-Aziz Manager of Administrative Services

Date

July 1, 2026

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2. INTRODUCTION

A. Summary and Term

The Services to be provided to LAVTA consist of the following:

The Livermore Amador Valley Transit Authority (LAVTA) is soliciting proposals from qualified firms to provide on-call project management and technical consulting services for the Atlantis Operations and Maintenance Facility construction project in Livermore, California.

The selected Consultant may support LAVTA during both the pre-construction and construction phases of the project, which is planned to be delivered using a design-build delivery method.

Services will include advancing the project from its current design status through procurement and award of the design-build contract, and potentially, continuing through construction completion.

Responsibilities may include but are not limited to: coordination of design and engineering activities;

cost, schedule, and risk management; environmental and agency coordination; procurement support; and construction-phase project management and oversight, including contract administration, progress monitoring, stakeholder coordination, and project controls.

Services will be performed in coordination with LAVTA staff, the separately retained Construction Manager, the design-build contractor, and other stakeholders, and in compliance with Federal Transit Administration (FTA) requirements and applicable federal, state, and local regulations. The Consultant will support LAVTA in fulfilling its owner responsibilities but shall not assume decision-making authority reserved to LAVTA. The Consultant shall also not perform construction management, inspection, resident engineering, or related services assigned to the separately retained Construction Manager.

For detailed information regarding the required Services, please refer to Appendix A to this RFP.

If approved by LAVTA’s Board of Directors, the successful Proposer will execute an on-call Agreement for a two (2) year term with up to three (3) one-year option terms. Work Directives (WDs) will be issued as needed on a Cost-Plus-Fixed-Fee with a ceiling (CPFF) or Specified Rate of Compensation (SRC) basis.

Work Directive (WD) Performance Period

WDs will be issued against the Agreement at any time, on an on-call basis during the Agreement’s period of performance. Each WD will contain a period of performance and compensation terms specific to the WD. At LAVTA’s sole discretion, WDs will be issued on a cost-plus fixed fee, with a ceiling and/or a specified rate of compensation basis.

Work to be performed per WDs issued under the Agreement must be completed within the Agreement’s term. The term of a WD may not extend beyond the term of the underlying Agreement, unless the Agreement is extended pursuant to a properly executed amendment.

B. Background Information

LAVTA was established in 1985, under a Joint Powers Agreement to provide public transit in the cities of Dublin, Livermore, Pleasanton, and in unincorporated areas of Alameda County. LAVTA’s mission is to provide equal access to a variety of safe, affordable and reliable public transportation choices, increasing the mobility and improving the quality of life of those who live or work in and visit the Tri-Valley area. These include bus connections to Bay Area Rapid Transit (BART), Altamont Commuter Express (ACE) and Central Contra County Transportation Authority (County

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Connection). Wheels, operated by LAVTA, plays a vital role in providing transportation and mobility options for those who do not drive, either by choice or necessity. Wheels connects people to work, school, medical appointments, and to recreational opportunities.

C. Anticipated Compensation

The Services will be provided on an as needed basis and pursuant to Work Directives. There is no guarantee of any amount of work or level of effort that will be ordered or allocated, or total compensation to be paid to any Consultant under the Agreement.

3. PROPOSAL CONTENT

A. Proposal Cover Form

In order to facilitate Proposer’s preparation of its proposal and LAVTA’s review of same, all proposals must have a consistent font type and size of text; and must be limited to 70 or fewer letter-size pages (8.5 inch by 11 inch), single spaced, single column, excluding the Proposal Cover Form, Letter of Introduction, Table of Contents, two-page resumes of key nominated personnel, and other required appendices and forms. Type style and size for graphics is at Proposer’s option, but the font must be clear and legible.

Submission of a proposal indicates acceptance by a firm of the conditions contained in this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the Agreement between LAVTA and the firm(s) selected.

In order to be accepted for evaluation, Proposals should provide the requested information in a concise, well-organized manner and must follow the prescribed format as outlined below.

B. Letter of Introduction

The Letter of Introduction, which must be on company letterhead and signed by an authorized individual, must introduce the firm and summarize its qualifications; identify its proposed key personnel to be assigned to this Agreement, and summarize the main qualifications of the proposed team.

Proposers must also indicate that they are prepared to sign the Sample Agreement provided in Appendix B to this RFP (or should specifically identify any requested changes to the Agreement, using the form provided in Exhibit 2, Exception Form); and must clearly state that they are able to meet the insurance requirements as set forth in Appendix C, Insurance Requirements. Proposers must also state in writing that they agree to be bound by their proposal for 180 days from the Proposal due date. Proposers must also confirm that they have no impermissible conflicts of interest.

C. Table of Contents

Include a Table of Contents displaying the organization of the proposal being submitted.

D. Approach to Providing Services: On-Call Team Organization and Work Directive Management Plan

Identify the key personnel and staff, including subconsultants, who will be directly engaged in the performance of the work under the Agreement; and outline the Proposer’s team’s capacity to successfully perform the desired services and include the following:

1. Organization chart showing the proposed team composition.

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2. Identification of any and all of the services listed in Appendix A, Scope of Services for which Proposer intends to subcontract, including the intended subconsultant’s name, location, key personnel, and their qualifications.

3. Describe understanding of and rationale for, proposed on-call organization and intended approach to providing the work and tasks required in Appendix A.

Additionally, Proposer must address the following aspects of these procedures in its proposal:

i. WD Development and Procedures.

Describe in sufficient detail the process by which your firm will prepare a Work Directive Proposal in response to a Work Directive Proposal Request.

ii. WD Management Plan and Procedures.

Describe how Proposer will ensure that the quality of task management and work product, either from the firm or subconsultant, is within criteria set forth by LAVTA.

Describe at a minimum the approach to WD quality, strategy development, data analysis, subconsultant management, quality control of deliverables, schedule, budget compliance, staff management, and invoice preparation. Additionally, each Proposer must address the following aspects of these procedures in its proposal:

(a) Use of Subconsultants

A consultant intending to use any subconsultants to perform Services must do so in accordance with the requirements of this RFP. Any and all subconsultants must be listed on the Prime Contractor/Consultant and Subcontractor/Subconsultant/Supplier Report, Exhibit 3, submitted with the proposal and approved by LAVTA prior to contract award. The Consultant must have prior written approval by LAVTA if it intends to use additional subconsultant(s) that were not approved prior to contract award.

After contract award, LAVTA’s written approval of additional subconsultant(s) must be granted prior to the issuance of any associated WDs and prior to Consultant’s commencement of any work under the associated WD.

(b) Accounting System

Briefly describe Proposer’s accounting system and cite its experience with public agency contracts. System must be modern, up to date and have the ability to provide accurate information. Describe the financial controls in place to ensure high quality invoices and reports. Describe the reporting structure and roles and responsibilities of staff working in the accounting department.

E. Company Qualifications, Experience & References

In order to be considered for award of an Agreement, each Proposer must provide information about its company so that LAVTA can evaluate the firm’s stability and ability to support the commitments set forth in response to the RFP. In addition, the Proposer must have expertise in the tasks specified in Appendix A. LAVTA, at its option, may require a Proposer to provide additional

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23133268.2 information and/or clarify submitted information. To be considered qualified for consideration of award of an Agreement, Proposers must:

1. Have (through themselves, their team members or their sub‑consultants) at least ten (10) years of demonstrated experience providing pre‑construction and construction project management and technical consulting services for complex public‑sector capital projects, preferably transit or transportation facilities, utilizing a design‑build delivery method;

2. Be capable of providing the desired services as delineated in the Scope of Services, substantially with its own staff;

3. Have knowledge and understanding of applicable regulations and codes and be familiar with local conditions relating to the project scope and work;

4. Have successful experience in technical and project management, grant administration and reporting procedures for Federal Transit Administration (FTA), State, local and other applicable regulatory agencies;

5. Have accounting systems in place to adequately manage federally-sponsored cost-type contracts and Work Directives;

6. Have a quality assurance system in place that adequately addresses the checking of analyses and calculations, drawings, specifications, cost estimates, reports and other supporting documentation for work product delivered in-house and by subconsultants; and

7. Have appropriate professional licenses to perform the work.

Additionally, Proposers must provide a minimum of three (3) and a maximum of five (5) references of clients for whom, within the past five (5) years, the Proposer has provided similar services as those called for in this RFP. Include transportation agencies, if any. For each submitted reference, Proposers must supply a brief description of the services provided, the timeframe the services were provided, and current client contact information. Proposers must also provide the size and structure of their firm as evidenced by an organizational chart, relevant to its client base.

Do not list LAVTA as a reference. However, if Proposer has provided services to LAVTA, such experience will be considered by LAVTA in its evaluation.

If the Proposer is a joint-venture partner, describe the organizational arrangement and roles and responsibilities between the firms. Each Proposer must submit sufficient evidence satisfactory to LAVTA that the Proposer is in compliance with this section.

F. Qualifications and Experience of Key Personnel

“Key Personnel” is defined as those individuals who are essential to the successful completion and execution of the Services called for in this RFP. Key Personnel must be available for the duration of the engagement and may not be substituted by Consultant without prior written approval by LAVTA. Substitution of Key Personnel without prior written approval by LAVTA will constitute a breach of the Agreement. LAVTA reserves the right to direct the removal of any individual, including Key Personnel whom the Consultant assigns to Work Directives issued under the Agreement.

Each Proposer must submit resumes of Key Personnel and an organization chart that identifies the proposed team’s structure and reporting responsibilities. If the Proposer is a multi-firm team, RFP #2026-04 Page 9

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23133268.2 describe the organizational arrangement and roles and responsibilities between the firms. Work that subcontractors will perform, if any, should be indicated on a task basis.

This information must indicate sufficient evidence satisfactory that proposed Key Personnel have the skills, qualifications, and experience to successfully complete the Services as further described herein and in Appendix A, Scope of Services. Proposers must describe the depth and quality of previous experience and number of years providing similar services for all proposed Key Personnel who are anticipated to be available for WDs issued during the term of the Agreement.

G. Financial Qualifications

Each Proposer must possess sufficient financial strength, resources and capabilities to support and enable the work to be performed and to complete the Agreement in a satisfactory manner, as measured by Proposer’s financial statements (Income Statements and Balance Sheets, only) for the previous five (5) years. Financial statements must be prepared in accordance with generally accepted accounting principles of the jurisdiction in which the Proposer is located, and audited by an independent certified public accountant. Proposer must state how the desired financial information will be provided for review by LAVTA.

In addition, Proposers must demonstrate their ability to obtain bonding and insurance coverage that meets the minimum requirements of this RFP, as evidenced by a letter, or a certificate, from an underwriter confirming that the Proposer can be insured for the required amounts. At LAVTA’s discretion, Proposers who are involved in current or pending bankruptcy proceedings may be rejected.

H. Cost Proposal

Proposers must complete and submit a Cost Proposal Form (Exhibit 5) for their firm and each proposed subconsultant. Proposer’s failure to submit the required Cost Proposal Form may result in rejection of the proposal. The Proposer must:

1. List all reasonably foreseeable personnel required in the performance of this work, except those considered as overhead, as defined in the Sample Agreement.

Proposer must identify the names, titles, actual direct labor hourly rates, direct cost rates, exclusive of any burden or mark-ups for all proposed staff and subconsultant staff.

2. Submit Indirect Cost Rates for home office and LAVTA-furnished field office. In each case, Proposer must identify cost elements contained within its overhead rate pools or provide audit reports that provide this information. If it is Proposer’s normal practice to show employee fringe benefits as a separate overhead rate on direct labor, then such practice must be incorporated in the rates submitted. Proposer must submit a copy of its, and its proposed subconsultant’s, most recent audit reports (not older than 18 months) of Proposer’s direct and indirect rates and must state whether rates are consistent with Federal Cost Principles (Title 48, Code of Federal Regulations, Part 31). Audit must have been conducted by the federal government, a certified public accountant, or independent auditor. Identify the audit entity, contact name, phone number, and furnish copies of findings. Where audit reports are not available due to the size of a firm, other substantiation acceptable to LAVTA, must be provided. LAVTA must have the final decision in deciding what is acceptable.

3. Submit proposed maximum fees (profit) as a percentage of the overhead burdened Direct Cost for Labor. The fees listed on the form are maximum fees and Proposers

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23133268.2 may offer lower fee rates. A fee proposed by subconsultant must not exceed that of the Proposer.

In the event that the execution of the contract occurs in a subsequent fiscal year from the fiscal year of the proposal submission, successful Proposer(s) may request approval for labor rates to be adjusted for the new fiscal year, subject to a 3.5% increase.

Cost proposals/labor rates will remain sealed and confidential until opened in accordance with Section 4.J.

I. Levine Act

The Levine Act (Government Code 84308) is part of the California Political Reform Act of 1974.

The Levine Act prohibits any LAVTA Board Member from participating in or influencing the decision on awarding a contract with LAVTA to anyone who has contributed $500.00 or more to the Board Member within the previous twelve months. The Levine Act also requires a member of the LAVTA Board who has received such a contribution to disclose the contribution on the record of the proceeding. In addition, LAVTA Board Members are prohibited from soliciting or accepting a contribution from a party applying for a contract while the matter of awarding the contract is pending before LAVTA or for twelve months following the date a final decision concerning the contract has been made.

Proposer must complete and submit with their proposal the California Levine Act Statement (Exhibit 8).

J. Licenses and Certifications

Proposer and proposed Key Personnel must hold, and maintain during the course of the contract including any option extensions, appropriate professional licenses to perform the work specified in this RFP. Proposers may list any relevant licenses and/or certifications and the name of the issuing entity with their proposal. Copies or proof of such licensure and/or certification may be requested by LAVTA. Consultant’s proposed Key Personnel must possess and demonstrate proof of licenses and certifications required by each WD prior to commencing services pursuant to said WD.

K. Conflicts of Interest

LAVTA currently has a long-term contract with a consulting firm, Kimley-Horn and Associates, that is assisting in areas related to the services that are the subject of this RFP. This firm, as well as subcontractors supporting the firm on LAVTA projects, is not eligible to submit proposals in response to this RFP or provide services as a subconsultant to any Proposer.

The firm selected to serve as Consultant through this RFP will not be prohibited from working under separate contracts with LAVTA, unless such work creates a conflict of interest, real or apparent, that would render the Consultant ineligible to undertake such work during the term of the Agreement. Proposer must provide a list in its Proposal of its current contracts that involve work with LAVTA, including its relationship to LAVTA and a brief description of its job under the contract.

Proposer must identify any potential conflicts that may compromise its delivery of unbiased work product.

By submitting a proposal, the Proposer represents and warrants that no director, officer or employee of LAVTA is in any manner interested directly or indirectly in the proposal or in the Agreement that may be made under it or in any expected profits to arise therefrom, as set forth in Article 4, Division 4, Title I (commencing with Sec. 1090) of the Government Code of the State of California. The Proposer warrants and represents that it presently has no financial interest and

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23133268.2 agrees that it will not acquire any financial interest which would present a conflict of interest under California Government Code Sections 1090 et seq. or Sections 87100 et seq. during the performance of services under this Agreement. The Proposer further covenants that it will not knowingly employ any person having such an interest in the performance of this Agreement.

Violation of this provision may result in this Agreement being deemed void and unenforceable.

L. System for Award Management (SAM)

The System for Award Management (SAM) is the official U.S. Government system that consolidated the capabilities of Central Contractor Registration / Federal Agency Registration (CCR/FedReg), Online Representations and Certifications Application (ORCA), and Excluded Parties List System (EPLS). Firms submitting proposals must be registered on the SAM website at https://sam.gov/content/home prior to award.

4. SOLICITATION PROCESS

A. Pre-Proposal Conference

A Pre-Proposal Conference will be held at LAVTA’s Administrative Offices, 1362 Rutan Court, Suite 100, Livermore, CA. and a walkthrough to the Atlantis facility located at 875 Atlantis Court, Livermore, CA respectively. Staff will be available to answer Proposers’ questions. Signs will be posted to direct prospective Proposers to the room location. Attendance at this meeting is mandatory. The meeting will consist of a review of the solicitation process, requested services and required proposal submittals. The meeting is anticipated to take up to one and a half (1.5) hours.

Please refer to the solicitation timeline in the Invitation for date and time.

The RFP Documents are available for download on LAVTA’s website, https://www.wheelsbus.com/about/doing-business/.

B. Submission of Questions and Requests for Clarification

All Questions and/or Requests for Clarification must be submitted in writing via Bonfire at the following link: https://lavta.bonfirehub.com/. LAVTA’s written response to Questions and/or Requests for Clarification will be posted on Bonfire. Please refer to the solicitation timeline in the Invitation in this RFP for date and time deadlines.

C. Addenda to RFP

LAVTA reserves the right to amend this RFP at any time. Any amendments to or interpretations of the RFP must be described in written addenda.

It is the Proposers’ responsibility to monitor LAVTA’s website or Bonfire on a regular basis. Only signed Addenda, issued by LAVTA’s authorized personnel are binding. Proposers are required to acknowledge receipt of all Addenda, if any, during the submission of their proposals.

Failure of any prospective Proposer to receive the notification or addenda does not relieve the Proposer from any obligation under the RFP as clarified, interpreted or modified. All addenda issued must become part of the RFP. Proposers must acknowledge the receipt of each individual addendum in their proposals on the Proposal Cover Form, Exhibit 1. Proposer’s failure to acknowledge in its proposal receipt of addenda may, at LAVTA’s sole option, cause the proposal to be rejected.

If LAVTA determines that the addenda may require significant changes in the preparation of proposals, the deadline for submitting the proposals may be postponed by the number of days that

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LAVTA determines will allow Proposers sufficient time to revise their proposals. Any new due date will be included in the addenda.

D. Submission of Proposals

Proposals will be received by way of upload to Bonfire at the following link:

https://lavta.bonfirehub.com/ until 2:00 p.m. on August 14, 2026. Hard copy submissions will NOT be accepted. Hard copies received will be returned (unopened) to Proposers without consideration.

However, upon request, copies of the RFP may be obtained by contacting LAVTA at (925) 455- 7555.

E. Cost of Proposal Development

This RFP does not commit LAVTA to enter into an Agreement, to pay any costs incurred in the preparation or presentation of a proposal, nor to procure or contract for any services. The Proposer waives any claim against LAVTA for costs incurred in preparing a Proposal and responding to this

RFP.

F. Validity of Proposals

Submission of a proposal constitutes a firm offer to LAVTA for 180 days from the submission deadline for proposals.

G. Withdrawal of Proposals

A Proposer may withdraw its proposal, without prejudice, electronically through Bonfire prior to the proposal closing date and time. The withdrawal of a proposal does not prejudice the right of a Proposer to submit another proposal within the time set for receipt of proposals.

After the proposal due date, a proposal may be withdrawn only if LAVTA fails to award the Agreement within the proposal validity period prescribed above in Section 4.G, Validity of Proposals, or any agreed-upon extension thereof.

H. Evaluation of Proposals and Selection Process

Proposals will be screened to ensure Proposer(s)’ responsiveness to the requirements of the RFP and the responsibility of the proposing consultant. A proposal will be considered responsive only if it complies in all material respects to the requirements of the RFP. LAVTA intends to award a contract to the highest ranked, most qualified, responsible Proposer that submits a responsive proposal for provision of the Services.

LAVTA may reject as non-responsive any proposal that does not include the required documents referenced herein. However, LAVTA reserves the right to request additional information and clarifications during the evaluation and selection process from any or all Proposers regarding their proposals.

1. Selection Committee

A Selection Committee (Committee), which will include members of staff and possibly one or more outside experts, will review the technical proposals submitted and rank them according to the weighted criteria of each category as set forth in the process below.

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2. Technical Proposal Evaluation Process

The Proposers’ technical proposal will be evaluated utilizing the criteria identified below. In ranking proposals, LAVTA will consider the proposal material submitted, oral interviews (if any are held) and any other relevant information about a given Proposer (i.e. references). LAVTA will not assume that a Proposer possesses any capability unless such a capability is established by the submitted proposal.

Proposals will be evaluated using the Evaluation Criteria described below and assigned points per criteria as indicated:

Evaluation Criteria Max Points

Company Qualifications, Experience & References A. The professional, technical and managerial qualifications and experience of personnel named in the proposal, including the proposed Project Manager.

B. Previous relevant experience which demonstrates capability to successfully manage work

1) Years of experience

2) Extent of experience applicable to this work

3) Experience in key staff positions

Qualifications and Experience of Key Personnel A. Demonstrate that the firm meets all the requirements set forth in Section 3.E.

B. Size of firm and years in business C. Experience in providing similar relevant services;

identifying how such services relate to this solicitation, the dollar value and the references provided

D. Experience in successfully managing work directives, work schedules and controlling costs

E. Qualifications of principals and associates F. On-Call Team Organization

Cost Effectiveness Proposals will be evaluated based on overall cost effectiveness and value to the Authority, considering both price and the firm’s ability to deliver high-quality services efficiently.

Project Understanding and Management Plan A. Approach to the scope of services B. Rationale for proposed on-call team organization C. Work Directive management plan

1) Negotiation of subconsultant(s)’ proposals prior to submittal to LAVTA

2) Cost and schedule management D. Subconsultant Management Plan, if applicable

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Evaluation Criteria Max Points

Quality Control Plan This portion of the proposal will be evaluated on the quality and breadth of the submitted Quality Control Plan.

Total = 100

I. Interviews

Following the initial review and screening of technical proposals, one or more Proposers may be invited to participate in the next step of the selection process. This step may include the submission of additional information, as described below, and/or participation in an oral interview. If LAVTA conducts interviews, it will do so with those Proposers found to be within the “competitive range.”

Attendees at an interview should be restricted to those individuals who will have direct involvement with provision of the Services. LAVTA expects that, at a minimum, the proposed Project Manager will attend the oral interview; other Key Personnel may also attend. Please refer to the solicitation timeline in the Invitation for tentative interview dates.

J. Revised Proposals, Interviews and Negotiations

LAVTA reserves the right to negotiate with any individual(s) or qualified firm(s), to request revised proposals, to visit the Proposer(s)’ site(s), to interview or not, or to request best and final offers (BAFOs), if it is in the best interest of LAVTA to do so. During this step, the Committee will evaluate financial statements and audit reports submitted by Proposers in the competitive range. Upon completion of this step in the selection process, the Committee will re-rank the firms remaining in the competitive range, in accordance with the evaluation criteria set forth above.

LAVTA also reserves the right to further reduce the competitive range at any time during this step of the evaluation and selection process and LAVTA may hold simultaneous discussions with those proposers that remain in the competitive range. Proposers who are no longer in the competitive range, and will therefore not continue to the final step of the selection and evaluation process, will be notified as soon as it is practicable.

K. Contract Award

The Committee will make a recommendation of award of Agreement(s), if any, to LAVTA’s Board of Directors, or designee. All Proposers will be notified of the recommended award in writing. No Agreement will be in force until a written authorization to proceed is issued by LAVTA’s authorized personnel.

The successful Proposer, to whom award is made, must execute a written Agreement for Services on LAVTA’s provided form as set forth in Appendix B within 14 calendar days after Proposer receive the form of Agreement for execution.

L. Protest Procedures

Protests Based Upon the Specifications

Protests based upon restrictive specifications or alleged improprieties in this Request for Proposals, which are apparent or reasonably should have been discovered prior to the proposal due date, shall be filed in writing with LAVTA’s Executive Director, within five (5) calendar days before proposals are due. The protest must clearly specify in writing the name and address of the

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23133268.2 protestor, this Request for Proposals, and the grounds and evidence on which the protest is based.

If the protestor later raises new grounds or new evidence that reasonably could have been raised in the original protest submission, LAVTA will not consider such new grounds or evidence in the determination on the protest. LAVTA shall issue a written decision on the protest prior to the proposal due date. Where the determination could affect proposals, an appropriate extension of the proposal due date may be granted by LAVTA. If the protest is denied, the proposer may appeal the determination to the Board. The proposer must notify the Executive Director of its intent to resubmit the protest to the Board no later than five (5) calendar days after proposals are due. The notice must state the reasons for the protest and document that the protestor exhausted all administrative remedies at the staff level.

Protests Based Upon Contract Award

Protests based upon alleged improprieties that are not apparent or which could not reasonably have been discovered prior to the proposal due date, such as disputes over the staff recommendation for contract award, shall be submitted in writing to Executive Director within forty-eight (48) hours from receipt of the notice advising of the staff’s recommendation for award of contract.

The protest must clearly specify in writing the name and address of the protestor, this Request for Proposals, and the grounds and evidence on which the protest is based. If the protestor later raises new grounds or new evidence not previously set forth in written submissions that reasonably could have been raised, LAVTA will not consider such new grounds or evidence in the determination on the protest. Staff shall analyze the protest and respond with a written determination. If the protest is denied, the proposer may pursue its protest to the Board. The proposer must notify the Executive Director of its intent to resubmit the protest to the Board no later than 24 hours from receipt of the notice advising of staff’s determination. The notice must state the reasons for the protest and document that the protestor exhausted all administrative remedies at the staff level.

Proposers resubmitting a protest to the Board for appeal shall have an opportunity to appear and be heard before the Board prior to final award of the contract.

Failure to comply with the rules set forth herein may result in rejection of the protest. Copies of the complete protest procedures are available from LAVTA’s Administrative Offices.

M. Ex-Parte Communications

Proposers and Proposers’ representatives must communicate in the manner set forth in this RFP. All such communication must be directed to the Procurement Officer named in this RFP until after a Notice to Proceed has been issued by LAVTA. There must be no communication with any officer, director, employee, or agent of LAVTA, except as may be reasonably necessary to carry out the procedures specified in this RFP.

Proposers and Proposers’ representatives may not communicate with LAVTA’s Board members except in writing and if the communication is made public. Nothing herein prohibits Proposers and their representatives from making oral statements or presentations in public to one or more representatives of LAVTA during a public meeting.

N. Confidentiality

1. Confidentiality and Waiver of Claims

i. The California Public Records Act (Cal. Govt. Code Sections 7920.000 et seq.) (CPRA) mandates public access to government records. Therefore, unless the information is exempt from disclosure by law, the content of the

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23133268.2 proposal, as well as any other written communication between LAVTA and the Proposer, is a public record that must be made available to the public.

ii. If the Proposer believes any communication contains information exempt from disclosure under the CPRA, including trade secrets or other proprietary information that the Proposer believes would cause substantial injury to the Proposer’s competitive position if disclosed, the Proposer must request that LAVTA withhold from disclosure the exempt information by submitting:

(a) an unredacted copy of the proposal marking each page containing such exempt information as confidential; and

(b) a redacted copy of the proposal that redacts the purportedly exempt information; and

(c) a separate “confidentiality index” including all of the following information:

(i) The section and page number of the proposal where the information is located; and

(ii) An explanation of why the information is exempt from disclosure under the CPRA.

iii. By submitting a proposal, Proposer:

(a) consents to the release of the redacted version of the proposal;

and

(b) consents to the release of any portion of its proposal not included in the confidentiality index; and

(c) waives all claims against LAVTA, its directors, officers, employees and agents, for the disclosure of such information.

iv. If the Proposer does not include a confidentiality index in its proposal, LAVTA will have no obligation to withhold any information from disclosure and may release the information sought without liability to LAVTA.

v. In the event of conflicts between the redacted version, the confidentiality index, and confidentiality designations in the body of the proposal, the redacted version prevails.

vi. A Proposer may not designate its entire proposal as confidential. LAVTA will not honor such designations and will disclose submittals so designated to the public without liability to LAVTA.

2. Confidentiality Indemnity

Upon receipt of a request pursuant to the CPRA seeking proposal material relating to this RFP, LAVTA may provide the redacted version of the proposal, or may withhold material designated in the confidentiality index that is exempt from disclosure. If LAVTA determines that information in the confidentiality index is not exempt from disclosure, LAVTA will give reasonable notice to the Proposer prior to releasing any material listed in the confidentiality index.

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By submitting a proposal, Proposer agrees to indemnify, defend, and hold harmless LAVTA, its directors, officers, employees and agents, from any and against all damages (including but not limited to attorneys’ fees that may be awarded to the party requesting the proposer information), and pay any and all cost and expenses, including attorneys’ fees, related to the withholding of the information included in the confidentiality index or in the redacted version of the proposal. If Proposer fails to accept a tender of a defense, LAVTA reserves the right to resolve all claims at its sole discretion, without limiting any rights stated herein.

O. Waiver

By submitting a Proposal, the Proposer represents and warrants that it has sufficiently informed itself in all matters affecting the performance of the work or the furnishing of the labor, supplies, material, or equipment called for in the Agreement; that Proposer has checked its Proposal for errors and omissions; that the prices stated in its Proposal are correct and as intended by it and are a complete and correct statement of its prices for performing the work or furnishing the labor, supplies, materials, or equipment required by the Agreement.

P. LAVTA’s Rights

LAVTA reserves the right to cancel the procurement in whole or in part, at its sole discretion, at any time before the Agreement is fully executed and approved on behalf of LAVTA. This RFP does not commit LAVTA to award an Agreement(s), to pay any costs incurred in the preparation of the proposal for this request, or to procure or contract for services. LAVTA reserves the right to modify or cancel in whole or in part this RFP, to reject any and all proposals, to accept the proposal it considers most favorable to LAVTA’s interest in its sole discretion, and to waive irregularities or informalities in any proposal or in the proposal procedures. LAVTA further reserves the right to reject all proposals and seek new proposals when LAVTA considers such procedure to be in its best interest.

If there is any evidence indicating that two or more Proposers are in collusion to restrict competition or are otherwise engaged in anti-competitive practices, the proposals of all such Proposers must be rejected, and such evidence may be a cause for disqualification of the participants in any future solicitations undertaken by LAVTA.

5. CONTRACTUAL REQUIREMENTS

A. Agreement for Services

The selected Proposer(s) for the provision of the Services will each be required to execute an Agreement with LAVTA describing the Scope of Services to be performed, compensation, insurance requirements and other pertinent provisions. This agreement must follow the Sample Agreement. All Proposers are directed to review all of the terms and conditions set forth in the Sample Agreement, particularly the indemnification and insurance requirements.

Submittal of a proposal must be deemed acceptance of all of the terms set forth in this RFP and the Sample Agreement unless the Proposer(s) includes with its proposal, in writing, any modifications requested to the RFP and/or Sample Agreement as set forth on the Exception Form, Exhibit 2. All requests for exceptions must be in writing, separately identified, and delineated for each task, Technical Specification, or other item, and must be submitted on Exhibit 2. LAVTA reserves the right to request further clarification of any requested exception during negotiations and to exclude unacceptable exception(s). No exceptions may be requested after the deadline for the submittal of proposals.

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B. Disadvantaged Business Enterprises (DBE) Program; Prompt Payment Requirements

LAVTA is committed to and has adopted a Disadvantaged Business Enterprise (DBE) Program to ensure non-discrimination in the award and administration of all contracts and to create a level playing field on which DBEs can compete fairly for contracts and subcontracts relating to construction, procurement, and professional services activities. To this end, LAVTA has developed procedures to remove barriers to DBE participation in the bidding and award process and to assist DBEs to develop and compete successfully outside of the DBE Program, a copy of which is incorporated into this contract and available on LAVTA's website at:

https://www.wheelsbus.com/doing-business/. On October 3, 2025, the U.S. Department of Transportation (DOT) issued an Interim Final Rule amending Title 49 of the Code of Federal Regulations Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs (Interim Final Rule). As a result of the Interim Final Rule, LAVTA has placed a moratorium on some of the DBE requirements associated with this solicitation and resulting agreement.

In connection with the performance of this contract, the Consultant will cooperate in meeting these commitments and objectives.

Pursuant to 49 CFR §26.13, and as a material term of any agreement with LAVTA, the Consultant hereby makes the following assurance and agrees to include this assurance in any agreements it makes with subconsultants in the performance of this contract:

“The Contractor/Consultant or subcontractor/subconsultant must not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The Contractor/Consultant must carry out applicable requirements of 49 CFR Part 26 in the award and administration of U.S. DOT-assisted contracts. Failure by the Contractor/Consultant or subcontractor/subconsultant to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as LAVTA deems appropriate, which may include, but is not limited to: (1) Withholding monthly progress payments; (2) Assessing sanctions; (3) Liquidated damages; and/or (4) Disqualifying the contractor from future bidding as non-responsible.”

LAVTA implements its DBE Program in accordance with DOT regulations, and no contract-specific DBE participation goal has been established for this contract. However, Proposers must cooperate with LAVTA in meeting its commitments and objectives with regard to ensuring nondiscrimination in the award and administration of contracts and must use their best efforts to ensure that barriers to DBE’s participation do not exist.

Proposers must complete, sign, and submit with their proposal the Prime Contractor/Consultant and Subcontractor/Subconsultant/Supplier Report (Exhibit 3).

Prompt Payment Requirements

The Contractor agrees to pay each subcontractor for satisfactory performance of its contract no later than 30 days from the receipt of each payment the prime contractor receives from LAVTA.

The prime contractor agrees to pay all retainage owed to each subcontractor for satisfactory completion of the accepted work within 30 days after LAVTA's payment to the prime contractor Any delay or postponement of payment from the above referenced time frame may occur only for good cause following the written approval of LAVTA. This clause applies to both DBE and non- DBE subcontractors. For purposes of this section, a subcontractor's work is satisfactorily completed when all the tasks called for in the subcontract have been accomplished and documented as required by LAVTA. When LAVTA has made an incremental acceptance of a

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23133268.2 portion of a prime contract, the work of a subcontractor covered by that acceptance is deemed to be satisfactorily completed.

If applicable California state law requires the prime contractor to pay subcontractors within a shorter time period than the 30-day time periods set forth above, the prime contractor must comply with the applicable state law. The prime contractor's attention is called to Bus. & Prof.

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