C250166_Email_with_PM_01-06-26.pdf
PDF 885 KB Posted
- Attached to
- Grants Administration Consultant Support
- Solicitation number
- 250166
- Issued by
- Orange County, California
About this file
This email correspondence documents the procurement process for a Grants Administration Consultant Support contract with the Orange County Transportation Authority (OCTA). The requisition (R000850) seeks a part-time consultant to provide grants administration support services on an as-needed basis for a two-year agreement. The contract value is $250,000 total. As of January 6, 2026, the RFP was anticipated to be released by the end of January or the first week of February 2026, with an expected contract start date in March 2026. The evaluation committee will include multiple evaluators from different departments to ensure diversity and include subject matter experts and stakeholders beyond the initial Revenue Administration representatives.
The procurement will be funded using local funds from either the FY25 or FY26 budget, depending on the RFP timeline. The evaluation criteria weights are established as follows: Qualifications of the Firm (25%), Staffing and Project Organization (30%), Work Plan (20%), and Cost (25%), with cost weighted at a minimum threshold of 25 percent as required by procurement guidelines. No specific certifications are required of responding firms for insurance purposes. The evaluation committee membership includes Alex Cuestas, Chris Ramos, and potentially May Hout, with capacity for up to four total participants including department representatives. The requisition was originally submitted on October 29, 2025, and went through multiple approval workflows before being assigned to the procurement officer on November 25, 2025.
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Rhea Aninzo
From: Rachel Mak Sent: Tuesday, January 6, 2026 3:59 PM To: Rhea Aninzo Subject: RE: Requisition R000850 Attachments: ICE Signature.pdf; SOWraedits RM Responses.docx
Follow Up Flag: Follow up Flag Status: Completed
Hi Rhea
Happy New Year!
1. Sorry for the oversight, please see attached for signed ICE form.
2. I’ve responded as a reply to the comments. If you would rather me accept all changes and add the full names to the acronyms, please let me know.
3. Yes, this procurement will be funded using local funds.
4. Sounds good, thank you.
5. Is there a limit of three participants, or would it be possible to have four total? For example, Alex and I, plus two additional staff from different departments, would that be acceptable?
6. That adjustment is fine. Thank you.
Rachel Mak Senior Financial Analyst Grants Administration Orange County Transportation Authority rmak@octa.net | (714) 560-5041
From: Rhea Aninzo <raninzo@octa.net> Sent: Monday, January 5, 2026 3:41 PM To: Rachel Mak <rmak@octa.net> Subject: RE: Requisition R000850
Hi Rachel, Happy New Year!
Thanks again for the docs and responses. Some follow up questions:
1. Could pages 1 and 3 of the ICE please be signed?
2. I converted the scope into a Word doc (attached). I made some edits and had a few questions. Can responses please be provided within the doc?
3. Regarding the funding source, will this procurement be funded using local funds?
4. In terms of the timeline, I can draft a schedule once I have all the information needed to prepare the RFP.
I’ll most likely be able to release the RFP the end of January or the first week of February.
5. For the evaluation committee, the proposed members are all from Revenue Administration. Typically, the committee should be diverse and include subject matter experts and/or stakeholders. Would you have any suggestions for other members?
6. For the evaluation criteria, cost can’t have the lowest weight and would need to be at least 25%. What do you think about adjusting qualifications of the firm to 25%?
a. Qualifications of the firm 30% 25%
b. Staffing and Project Organization 30%
c. Work Plan 20%
d. Cost 20% 25%
Thank you, Rhea
From: Rachel Mak <rmak@octa.net> Sent: Tuesday, December 23, 2025 1:32 PM To: Rhea Aninzo <raninzo@octa.net> Cc: Katie Gagnon <kgagnon@octa.net>; Sam Kaur <skaur@octa.net>; Chris Ramos <cramos@octa.net>; Alex Cuestas <acuestas@octa.net> Subject: RE: Requisition R000850
Hi Rhea
Please see attached for the info/items requested.
1. ICE - submitted
2. Scope of work - submitted
3. Scope of work verification form - submitted
4. Previous/current agreement number (if applicable) – not applicable
5. Funding source – FY25 Budget or FY26 depending on timeline
6. At least two additional evaluators – could you please let me know the timeline? I have Alex Cuestas and
Chris Ramos so far. We would like to add May Hout if schedule permits.
7. Expected contract dates – March 2026; however, it potentially depends on the quality of candidates.
8. Weight for each of the below evaluation criteria:
a. Qualifications of the firm 30%
b. Staffing and Project Organization 30%
c. Work Plan 20%
d. Cost 20%
9. For insurance purposes, are there any certifications required of the firms? – none
I will be out of office and return Tuesday, January 6, 2025 but if there’s anything else you need, please let me know and I’ll work on it when I return.
Thank you, Rachel Mak Senior Financial Analyst Grants Administration Orange County Transportation Authority rmak@octa.net | (714) 560-5041
From: Rhea Aninzo <raninzo@octa.net> Sent: Wednesday, November 26, 2025 12:38 PM To: Rachel Mak <rmak@octa.net> Subject: Requisition R000850
Hi Rachel, Just wanted to let you know that I’ll be processing this req. When you get a chance, may the following info/items be provided?
1. ICE
2. Scope of work
3. Scope of work verification form
4. Previous/current agreement number (if applicable)
5. Funding source
6. At least two additional evaluators
7. Expected contract dates
8. Weight for each of the below evaluation criteria:
a. Qualifications of the firm __%
b. Staffing and Project Organization __%
c. Work Plan __%
d. Cost __%
9. For insurance purposes, are there any certifications required of the firms?
Thank you, Rhea
From: FEProd@octa.net <FEProd@octa.net> Sent: Tuesday, November 25, 2025 2:47 PM To: Rhea Aninzo <raninzo@octa.net> Subject: WORKFLOW/Action PR_APPROVAL created by AROSALES1
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.
Example: [[this is an official comment to the e-mail response]] All other comments will be ignored.
WORKFLOW MODEL INFORMATION:
User=RANINZO Model=PR_APPROVAL Activity=A38_0008 Key=F9C9EEDA-F360-40D8-BE5A-B453CC6E6A97 Version=6 UniqueKey=294FD156-B67E-4F30-B01A-528DAACAE009
WORKFLOW INSTANCE INFORMATION:
Purchase Request# = R000850 PR Total$ = $250,000.00 Requested By = Angela Rosales Request Date = 10/29/2025 Entry Date = 10/29/2025 Vendor = V99999-TBD
ACCOUNT INFORMATION
Item# Quantity Price Item Total Lg Key Object Amt/Pct
0001 1.000 $250,000.00 $250,000.00 GL 1260 7519 100%
JL A5267 F01
Item Description A new requisition is needed for a part-time consultant. 2-year agreement.
PR Notes 2-year agreement for part time consultant
WORKFLOW HISTORY INFORMATION:
User ID : AROSALES1 Status : Accepted Date/Time : 10/29/2025 9:36:37 AM User ID : AOFTELIE Status : Not Accepted Date/Time : 10/29/2025 9:43:40 AM User ID : AROSALES1 Status : Accepted Date/Time : 10/29/2025 12:45:36 PM User ID : AROSALES1 Status : Accepted Date/Time : 10/29/2025 12:49:30 PM User ID : AOFTELIE Status : Accepted Date/Time : 11/4/2025 12:49:41 PM User ID : AROSALES1 Status : Accepted Date/Time : 11/4/2025 1:25:03 PM User ID : AROSALES1 Status : Accepted Date/Time : 11/4/2025 1:25:03 PM User ID : SCONNOR
Status : Accepted Date/Time : 11/4/2025 2:36:02 PM User ID : IDENEAU Status : Accepted Date/Time : 11/4/2025 2:36:02 PM User ID : AROSALES1 Status : Accepted Date/Time : 11/25/2025 2:46:47 PM
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