C250090_PP_idedits.docx

INTEROFFICE MEMO

Procurement Plan, RFP 250090

Date: November 24, 2025

To: Ted Nguyen, Senior Section Manager, Public Outreach

From: Gina Torres, Senior Contract Administrator, CAMM

Subject: PROCUREMENT PLAN – RFP 250090 “Community Engagement Consultant Services "

Please review the procurement plan for the subject RFP and advise your concurrence with the evaluation criteria and contract elements. Include suggested evaluation team members and/or comments.

Procurement Type: |X| RFP |_| IFB

Justification (explain the rationale for using the particular procurement type):

A Request for Proposals (RFP) was issued as the nature of the procurement demands that evaluation criteria, in addition to price, be used to select a firm to diversity outreach services.

Evaluation Criteria:

Justification: The standard 250 percent for each criterion was not used in this procurement. Several factors were considered in developing the weights. Staff proposed assigning the greatest importance to work plan as the firm must demonstrate its approach to planning, implementing, and evaluating a diversity community engagement outreach program for Orange County’s diverse underserved and underrepresented communities. Qualifications of the firm, as well as staffing and project organization are weighted at 25 percent to ensure the firm has prior experience providing diversity community engagement outreach services, and the proposed staff have expertise in completing the work required. Cost is weighted at 25 percent to ensure OCTA receives the best value for the service provided. Comment by Iris Deneau: Quals is 20%

Contract Type: |X| Time & Expense |_| CTO-Based |_| Firm Fixed Price

Justification (Explain the rationale for using the particular contract type): The contract type is time-and-expense because firms are requested to propose fully-burdened hourly rates and anticipated expenses for the work specified in the Scope of Work. The RFP does not have a specific Scope of Work detailing individual tasks. Therefore, a firm-fixed price contract cannot be used.

P.M. to provide support documentation identifying how the LD amount was established.

Procurement Schedule: |X| Attached

Suggested Evaluation Team Members:

5 members are required over $250k500k

Internal Evaluators:

Gina Torres, Senior Contract Administrator, CAMM

Ted Nguyen, Senior Section Manager, Public Outreach

Marissa Espino, Section Manager III, Public Outreach

Melina Cabrera, Associate Marketing Specialist, OCTD Marketing & Customer Engagement Service

Char Navia, DBE Specialist, CAMM

Contract Term: Two (2)-Yyear Three (3)-Month Iinitial Tterm with an Ooption Tterm of up to Ttwenty-Ffour -(24) -Mmonths Comment by Iris Deneau: Why isn’t this just a two-year option term?

Funding Source: |X| Local |_| Measure M |_| Federal (CMAQ)

Dollar Amount: |X| Initial Term $ 885,000 |X| Option Term

Independent Cost Estimate Received: |X| Yes |_| No

Requisition Received: |X| Yes # R000662 |_| No

DBE Goal: |_| Yes |X| No

Project Manager Concurrence:

CAMM Section/Department Manager Concurrence:

Revised: 07/20/2010 Revised: 0720/2010 image1.png