C250166_RFP_Exhibit_A,_SOW.pdf

RFP 250166

EXHIBIT A

SCOPE OF WORK

GRANTS ADMINISTRATION CONSULTANT SUPPORT

I. INTRODUCTION

The Orange County Transportation Authority (OCTA) seeks a qualified CONSULTANT to provide part-time, flexible, as-needed professional support to the Revenue and Grants Department.

CONSULTANT shall assist with administering post-award activities for OCTA’s state and federal grants, preparing key financial deliverables, including the annual budget, long-term forecasts, revenue accruals, and variance analyses—and support additional financial and operational needs. CONSULTANT shall supplement OCTA staff by contributing advanced analytical skills, strong organizational abilities, and technical expertise to ensure efficient, compliant, and accurate grants and financial administration. Work shall be performed collaboratively with OCTA staff and management to deliver timely, high-quality results aligned with OCTA priorities.

II. BACKGROUND

OCTA is the county transportation planning commission, responsible for funding and implementing transit and capital projects for a balanced and sustainable transportation system.

OCTA is responsible for projects, programs, and services that affect the daily quality of life for Orange County’s nearly 3.2 million residents in 34 cities. OCTA receives a broad portfolio of federal and state funding, including but not limited to Senate Bill 1 (SB1), State Transportation Improvement Program (STIP), Senate Bill 125 (SB125), Federal Transit Administration (FTA), and Federal Highway Administration (FHWA). The Grants Administration group at OCTA oversees all post-award activities, ensuring compliance with funding requirements, accurate financial reporting, and the timely receipt of grant reimbursements. The team plays a vital role in managing approximately one billion dollars ($1,000,000,000) in grant funds and works to optimize the utilization of those funds.

III. GENERAL REQUIREMENTS

CONSULTANT shall provide technical support in the post-award administration of state and federally funded grants, annual budget development, annual revenue accruals, quarterly variance and funding analysis, as well as the development and implementation of a new grants financial system to support compliance and reporting, reimbursement processing, and long-term forecasting. CONSULTANT shall work closely with the Revenue and Grants team on an as-needed, time-and-expense basis.

Grants Administration support services include but are not limited to the following:

Grants Administration Support

1. Grant Documentation & Tracking o Maintain and track grant applications, amendments, budget revisions, and required reporting.

o Preserve detailed historical project funding documentation.

o Monitor obligation processes and prepare required reimbursement and disbursement packages.

2. Compliance & Reporting o Assist in preparing required quarterly, annual, and ad hoc compliance reports.

o Help prepare program-specific reporting such as Milestone Progress Report (MPR), Federal Financial Report (FFR), SB 1, Cap and Trade, STIP, Low Carbon Transit Operations Program (LCTOP), Transit and Intercity Rail Capital Program (TIRCP), etc.

3. Interagency Coordination o Work with OCTA project managers to ensure grant compliance and awareness of funding requirements.

o Assist with communications and submittals to the California Department of

Transportation (Caltrans) (District & Headquarters), Southern California Associaton of Governments (SCAG), FTA, FHWA, Federal Railroad Administration (FRA), Federal Emergency Management Agency (FEMA), California Governor’s Office of Emergency Services (CalOES), and other partner agencies.

Financial Analysis & Budget Support

1. Budget Development & Monitoring o Collect, analyze, and validate budget information.

o Support development of budget related to grant revenue.

o Assist with year-end revenue accruals.

2. Forecasting & Modeling o Develop or support forecasting for revenue sources (e.g., Transportation

Development Act [TDA], Local Transportation Fund [LTF]).

o Contribute to long-range financial planning, including the Comprehensive Business

Plan.

o Perform cost-benefit, sensitivity, and scenario analysis as needed.

3. Variance Analysis & Reporting o Participate in quarterly and annual Budget, Accrual, Audit analysis.

o Prepare variance explanations for grant revenues and expenditures.

o Prepare management-level reports and presentations.

Systems & Data Support

1. Data Management & Reporting o Use Excel for tracking, modeling, and analysis (pivot tables, lookups, formulas).

o Analyze data in systems such as Access, Power BI, Power Apps, Qlik Sense, financial systems, and Accounts Payable/Receivables modules.

o Validate system data and reconcile financial information.

2. System Development & Implementation o Assist in requirements gathering, system configuration, testing, training, and rollout activities for new or updated financial systems.

o Coordinate with cross-functional teams to ensure accurate system integration and business processes.

3. Process Improvement o Recommend enhancements to internal controls, workflows, standard operating procedures, and data management processes.

o Support evaluation and improvement of departmental work streams.

Administrative, Strategic, and Cross-Departmental Support

1. Executive-Level Requests o Respond to ad hoc data or analysis requests from executive leadership, management, the Finance & Administration Committee, or other stakeholders.

2. Staff Support & Knowledge Transfer o Provide guidance or training to OCTA team members as appropriate, consistent with expectations seen at senior/principal levels.

3. Representation & Communication o Communicate financial concepts, grant requirements, and analytical findings clearly and effectively.

IV. CONSULTANT QUALIFICATIONS

A qualified CONSULTANT shall include but not be limited to the following:

1. Grant Post-Award Administration Knowledge o Demonstrate knowledge of federal and state grant programs, including relevant regulations, compliance requirements, and reimbursement procedures.

o Familiarity with the full grant lifecycle, including award, administration, reporting and closeout processes.

o Experience working with public sector agencies on grant-funded projects, ensuring adherence to funding guidelines and timely drawdown of funds.

2. Data and System Support o Proficiency with Microsoft Suite, Excel, Access, Power BI, Power Apps, Qlik Sense, and other data tools.

o Ability to adapt to new systems and validate system-generated financial data.

3. Executive and Departmental Support o Ability to evaluate and improve departmental workflow, financial analyses, and administrative processes.

4. Skills and Requirements o Strong organizational skills and attention to detail.

o Ability to manage multiple priorities and deliver accurate work independently.

o Work onsite at OCTA with flexibility to remote work as appropriate.

V. LIMITATION ON GOVERNMENTAL DECISIONS

Nothing contained in this scope of work permits CONSULTANT’s personnel to authorize or direct any actions, votes, appoint any person, obligate, or commit OCTA to any course of action or enter into any contractual agreement on behalf of OCTA. In addition, CONSULTANT’s personnel will not provide information, an opinion, or a recommendation for the purpose of affecting a decision without significant intervening substantive review by OCTA personnel, counsel, and management.