C250113_Email_about_PP_12-08-25.pdf

Rhea Aninzo

From: Peter Sotherland Sent: Tuesday, December 2, 2025 2:40 PM To: Rhea Aninzo Subject: Re: Purchase Req R000553

Hi Rhea, That schedule will work for everyone. Oliver Luu is the administrator of one of the grants funding the project (same role as Rachel Om from SCAG). I think if he must have a scoring role to participate we can have him score. I think just a three year term (May or June 2026 - May or June 2029) should work. There are no federal funds involved with the project.

That weighting breakdown works for me.

Thanks, Peter Sotherland

Active Transportation Coordinator

Orange County Transportation Authority

Pronouns: He/Him/His

Ph: 714-560-5386

Email: psotherland@octa.net

From: Rhea Aninzo <raninzo@octa.net> Sent: Monday, November 24, 2025 3:10 PM To: Peter Sotherland <psotherland@octa.net> Subject: RE: Purchase Req R000553

Hi Peter, Attached is the draft schedule for this RFP. Would you be able to review and let me know if this works? Currently, it looks like the internal evaluators are available for the pre-evaluation, evaluation, and interview dates. If the schedule works for you, could I get your help in checking with the external evaluators to see if they’re available too?

I mentioned to my boss having Oliver Luu sit in (but not score) and was told that he’d need to have a defined role.

Can I check on what his role would be? I’ll then confirm if he’ll need to be a scoring member.

Can I also confirm whether there are any federal funds tied to the project? I brought up the SCAG Sustainable Communities Grant and the Caltrans Sustainable Transportation Planning Grant but need to double-check.

Regarding the criteria weights, cost can’t be the lowest weight and must be at least 25%. What do you think about changing qualifications of the firm to 20%?

1. Qualifications of the firm 25% 20%

1. Staffing and Project Organization 25%

1. Work Plan 30%

1. Cost 20% 25%

Lastly, it won’t be possible to have an option term since this will be a firm-fixed price contract. Instead of an initial 3-year term, did you want to change it to a 4-year term?

Thank you, Rhea

From: Peter Sotherland <psotherland@octa.net> Sent: Tuesday, November 18, 2025 7:47 AM To: Rhea Aninzo <raninzo@octa.net> Subject: Re: Purchase Req R000553

No problem. I'll likely be gone December 23 - 28 but other than that I'll be around.

Orange County Transportation Authority

Pronouns: He/Him/His

Sent: Tuesday, November 18, 2025 7:44 AM

To: Peter Sotherland <psotherland@octa.net> Subject: RE: Purchase Req R000553

Good morning Peter, Thank you. Sorry, I haven’t had the chance to start on the procurement plan or schedule yet, but just for planning purposes, will you be out during the holidays? I can plan around that if needed.

Thank you, Rhea

From: Peter Sotherland <psotherland@octa.net> Sent: Friday, November 14, 2025 11:52 AM To: Rhea Aninzo <raninzo@octa.net> Subject: Re: Purchase Req R000553

Rhea, I've settled on the review team and they are as follows

Allison Imler Community Relations Specialist

Kevin Khouri Transportation Analyist

Rachel Om Senior Regional Planner

Rachel is from SCAG and as far as I know she will be scoring and will also have Oliver Luu from Caltrans sitting in but he won't be a scoring member.

Thanks, Peter Sotherland Active Transportation Coordinator Orange County Transportation Authority Pronouns: He/Him/His

From: Peter Sotherland <psotherland@octa.net> Sent: Tuesday, November 11, 2025 10:22 AM To: Rhea Aninzo <raninzo@octa.net> Subject: Re: Purchase Req R000553

Thank you! And there will be no retention in the contract.

Orange County Transportation Authority Pronouns: He/Him/His

Sent: Tuesday, November 11, 2025 10:14 AM To: Peter Sotherland <psotherland@octa.net> Subject: RE: Purchase Req R000553

Hi Peter, No worries, and thank you! I noticed afterward that the ICE didn’t include the req number and was dated after the entry date of 9/16/25. I went ahead and updated it (attached).

Could I also check whether the contract will include retention?

I’ll wait to hear back on the evaluators.

Thanks again, Rhea From: Peter Sotherland <psotherland@octa.net> Sent: Monday, November 10, 2025 3:14 PM To: Rhea Aninzo <raninzo@octa.net> Subject: Re: Purchase Req R000553

Hi Rhea, Sorry about that, I forget the second signature every time, please see the attached. Regarding the review team I am still working on that but I know for certain that Allison Imler will be on the team and that Oliver Luu from Caltrans (funding agency) would like to participate but not score. For the scoring I am thinking the following

1. Qualifications of the firm 25%

1. Staffing and Project Organization 25%

1. Work Plan 30%

1. Cost 20%

Orange County Transportation Authority Pronouns: He/Him/His

Sent: Monday, November 10, 2025 11:43 AM To: Peter Sotherland <psotherland@octa.net> Subject: RE: Purchase Req R000553

Hi Peter, Thank you. It looks like only the first page of the ICE was signed. Could page 3 be signed as well?

Yes, we can have more than 5 committee members. Who would you like them to be? For external evaluators, could you please provide their names and titles?

Could I also get the weights for the below evaluation criteria:

1. Qualifications of the firm __%

2. Staffing and Project Organization __%

3. Work Plan __%

4. Cost __%

I’ll start drafting the procurement plan and schedule. Please let me know if you’ll be out during the holidays, and I’ll plan around that.

Thank you, Rhea

From: Peter Sotherland <psotherland@octa.net> Sent: Friday, November 7, 2025 8:04 AM To: Rhea Aninzo <raninzo@octa.net> Subject: Re: Purchase Req R000553

Hi Rhea, Please see the updated documentation attached. Regarding you other questions there isn't an existing contract or contract number. The contract term should be three years with an optional fourth (if possible) the funding sources are SCAG Sustainable Communities Grant and Caltrans Sustainable Transportation Planning Grant. For the committee members, can it be more than five? Sometimes Caltrans and SCAG want to participate but I would like someone from Outreach involved as well as they are handling the outreach portion. No certificates are required. I think ideally I would like to go to the Board in April or May to avoid missing the end of the fiscal year and maximize the amount of time in the two grants we received.

Thanks!

Peter Sotherland

Orange County Transportation Authority

Pronouns: He/Him/His

Sent: Monday, November 3, 2025 3:42 PM To: Peter Sotherland <psotherland@octa.net> Subject: Purchase Req R000553

Hi Peter, Sorry for the delay in reaching out to you about this. I reviewed the ICE and scope and noticed that pages 1 and 3 of the ICE aren’t signed. Can they be signed please?

When you have a chance, I’ll also need the following docs/info:

1. Scope of Work Verification Form

2. On the scope, the paragraph below Task 1.1 seems unclear. Should this be revised or left as is?

3. On Task 2.3 of the scope, does “AT” stand for something?

4. Previous or current agreement number if there is one

5. Contract term

6. Funding source

7. Three evaluation committee members. As a note, there will be a total of 5 total evaluators, including you and me.

8. Weights for the below evaluation criteria:

1. Qualifications of the firm __%

2. Staffing and Project Organization __%

3. Work Plan __%

4. Cost __%

9. For insurance purposes, are there any certifications required of the firms?

10. For the procurement schedule, when do you expect to have this to the committee and board?

Thank you, Rhea

From: FEProd@octa.net <FEProd@octa.net> Sent: Wednesday, October 8, 2025 7:58 AM To: Rhea Aninzo <raninzo@octa.net> Subject: WORKFLOW/Action PR_APPROVAL created by PSOTHERLAND

To approve this, simply reply and type Y, YES, or OK in the first line.

To reject this, reply and type N or NO in the first line.

To add comments, type up to 255 characters on subsequent lines delimited by double square brackets.

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WORKFLOW MODEL INFORMATION:

User=RANINZO Model=PR_APPROVAL Activity=A38_0008 Key=B9A3185B-E2F7-4E15-9042-53879CD61C6C Version=6 UniqueKey=E5EE60C6-B469-4CBE-9F97-5423FD3FE291

WORKFLOW INSTANCE INFORMATION:

Purchase Request# = R000553 PR Total$ = $1,000,000.00 Requested By = Peter Sotherland Request Date = 9/16/2025 Entry Date = 9/16/2025 Vendor = V99999-TBD

ACCOUNT INFORMATION

Item# Quantity Price Item Total Lg Key Object Amt/Pct

0001 1.000 $1,000,000.00 $1,000,000.00 GL 1531 7519 100%

JL A4530 0ZO

Item Description Professional services contract for $1 million budget item

PR Notes This is a large professional services contract that will require both a Board rfp release and selection approval. I entered in the due date as the Board date we are currently targeting (December 8) though this may change to the January date. This item is encumbered in this FY so the contract execution would need to be before June 30, 2026. Apologies if I entered this incorrectly.

WORKFLOW HISTORY INFORMATION:

User ID : PSOTHERLAND Status : Accepted Date/Time : 9/16/2025 10:42:25 AM Comments : This is a large professional services contract that will require both a Board release and approval. I entered in the due date as the Board date we are currently targeting (December 8) though this may change to the January date. This item is encumbered i User ID : rcasey Status : Accepted Date/Time : 9/16/2025 10:57:04 AM User ID : AROSALES1 Status : Accepted Date/Time : 9/16/2025 11:32:45 AM User ID : VGARCIA~1 Status : Accepted Date/Time : 9/16/2025 11:32:45 AM

User ID : SCONNOR Status : Accepted Date/Time : 9/17/2025 3:28:03 PM User ID : IDENEAU Status : Accepted Date/Time : 9/17/2025 3:28:03 PM User ID : PSOTHERLAND Status : Accepted Date/Time : 10/8/2025 7:58:20 AM