C250192_PP-APPROVED.pdf

INTEROFFICE MEMO

Date: May 7, 2026

To: Cheryl Larson, Senior Project Manager - Consultant, Finance and

Administration

From: Gina Torres, Senior Contract Administrator, CAMM

Subject: PROCUREMENT PLAN AND SCHEDULE RFP 250192 “Enterprise Asset Management System”

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: RFP IFB

Justification: A Request for Proposals (RFP) was issued as the nature of the requirement demands that evaluation criteria, in addition to price, be used to select a consultant.

Evaluation Criteria:

PROPOSAL WEIGHT

Qualifications of the Firm 25%

Staffing/Project Organization 20%

Work Plan 30%

Cost 25%

Justification: Qualifications of the firm is weighted at 25 percent as the firm must demonstrate it has prior experience providing similar services. Staffing and project organization is weighted at 20 percent to ensure the firm’s staff have the requisite expertise for completing the project of similar size. Work plan is weighted the highest at 30 percent to ensure the firm’s approach and EAM system phase 2 meet OCTA’s asset management requirements. Cost and price are weighted at 25 percent to ensure OCTA receives value for the services provided.

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

Justification: The contract type is firm-fixed because the firms are requested to propose fixed prices for the efforts specified in the Scope of Work. The RFP has a specific Scope of Work detailing individual tasks and deliverables;

therefore, a firm-fixed price contract shall be used.

Procurement Plan and Schedule, RFP 250192

Retention: Yes % No N/A

Prevailing Wages: Yes $ No N/A

Liquidated Damages: Yes $ No N/A

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

Suggested Evaluation Team Members:

5 members are required over $250k

Internal Evaluators:

Gina Torres, Senior Contract Administrator, CAMM Cheryl Larson, Senior Project Manager - Consultant, Information Technology Project Management Office Mike Henry, Senior Section Manager, Enterprise Computer Solution & Support Tamika Wright, Section Manager III, OC Streetcar Operations Fermin Mora, Section Manager III, Contract Services Maintenance Oversight

Contract Term: Two (2)-year Term effective September 1, 2026 through August 31, 2028

Funding Source: Local Measure M Federal (CMAQ)

Dollar Amount: Initial Term $1,500,000 Option Term N/A

Independent Cost Estimate Received: Yes No

Scope of Work Verification Form Received: Yes No

Requisition Received: Yes R000680 No

DBE Goal: Yes No

Project Manager Concurrence:

Charyl Larson, Senior Project Manager - Consultant, Information Technology Date Project Management Office

CAMM Section/Department Manager Concurrence:

Georgia Martinez, Department Manager, CAMM Date

5/8/26