C250202_Email_PM_Correspondence_02-03-26.pdf
PDF 862 KB Posted
- Attached to
- OC Bus Customer Satisfaction Survey
- Solicitation number
- 250202
- Issued by
- Orange County, California
About this file
This email correspondence file documents procurement communications between the Orange County Transportation Authority (OCTA) Project Manager Ryan Maloney and Procurement Specialist Rhea Aninzo regarding Purchase Request R001352 for professional services to develop, conduct, and report on an OC Bus Customer Satisfaction Survey. The project involves developing a strategic survey instrument using industry best practices, distributing and collecting surveys onboard OC Bus vehicles and at transit stops and centers, performing data entry, conducting data analysis, and delivering a final report with presentations to the OCTA Board of Directors and board committees as requested. The firm fixed agreement has an initial term of approximately one year, with most work to be completed between March and June 2026, though presentation availability is required through October 2026. The effective date is March 2026, with no option terms included in the agreement.
The contract budget is $150,000 for the initial one-year term, funded through local OCTA Fund 30 and encumbered in Fiscal Year 2025-26. OCTA last conducted a formal customer satisfaction survey in 2014 (Agreement C-41511), with related work documented under Agreement C-5-3173. The evaluation committee consists of Ryan Maloney, Christina Perez from HR, Steve Hossack (GIS), and Kevin Khouri as an alternative, with evaluation criteria weighted as follows: Qualifications of the Firm (30%), Staffing and Project Organization (20%), Work Plan (25%), and Cost (25%). No specific certifications are required of proposing firms. Supporting documentation includes an Independent Cost Estimate (ICE), Scope of Work Verification Form, and detailed Scope of Work, with the procurement workflow showing multiple internal approvals completed between January 12 and January 26, 2026.
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Text version
Rhea Aninzo
From: Ryan Maloney Sent: Tuesday, February 3, 2026 3:36 PM To: Rhea Aninzo Subject: RE: R001352 Attachments: OC Bus CSS 2026 ICE _SIGNED.pdf
Hello Rhea!
Here are the responses to the questions. I have also attached the ICE. I am expecting the SOW verification form today, and will send that along with the (verified) SOW too. Please consider the panel members as tentative for now – once Maggie has approved, I will confirm. Note that all potential panel members have advised they are available.
Ryan
1. ICE
2. Scope of Work Verification Form
3. Scope of Work
4. Previous or current agreement number (if applicable)
a. Reference:
b. 2014 Bus Customer Cost Satisfaction Survey (C41511)
c. Transportation Needs Assessment (C91505)
d. Rider Safety Perception Survey (C42193)
5. Funding source (local, federal, Measure M2, etc.)
a. Local (OCTD Fund 30)
6. Expected contract term/dates
a. Effective March 2026. Firm fixed agreement for roughly 1 year (most work completed in March –
June timeframe; presentation availability through Oct)
7. At least 3 evaluation committee members:
a. (Tentative, Maggie Approval Needed)
b. Ryan Maloney
c. Christina Perez, HR (CAMM Procurement Training needed)
d. Steve Hossack, GIS
e. Kevin Khouri (alternative)
8. Weights for the below evaluation criteria:
a. Qualifications of the firm 30%
b. Staffing and Project Organization 20%
c. Work Plan 25%
d. Cost 25% *Note: cost must be at least 25%*
9. For insurance purposes, are there any certifications required of the firms?
a. No required certifications that we are aware of.
From: Rhea Aninzo <raninzo@octa.net> Sent: Monday, February 2, 2026 4:05 PM
To: Ryan Maloney <RMaloney@octa.net> Subject: RE: R001352
Hi Ryan, Can I please follow up on this? I understand this needs to be executed in March, and we’ll do our best, but will need all the docs/info to get things moving.
Thank you, Rhea
From: Rhea Aninzo Sent: Tuesday, January 27, 2026 3:58 PM To: Ryan Maloney <RMaloney@octa.net> Subject: R001352
Hi Ryan, Just wanted to let you know that I’ll be processing this req. When you have a chance, could you please provide the following documents and information?
1. ICE
2. Scope of Work Verification Form
3. Scope of Work
4. Previous or current agreement number (if applicable)
5. Funding source (local, federal, Measure M2, etc.)
6. Expected contract term/dates
7. At least 3 evaluation committee members
8. Weights for the below evaluation criteria:
a. Qualifications of the firm __%
b. Staffing and Project Organization __%
c. Work Plan __%
d. Cost __% *Note: cost must be at least 25%*
9. For insurance purposes, are there any certifications required of the firms?
Thank you, Rhea
From: FEProd@octa.net <FEProd@octa.net> Sent: Monday, January 26, 2026 12:46 PM To: Rhea Aninzo <raninzo@octa.net> Subject: WORKFLOW/Action PR_APPROVAL created by GROCK
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=D09B765C-6D39-4436-8A5B-37411CDF1880 Version=7 UniqueKey=97168CBB-51F4-40F8-88E3-572939AFA720
WORKFLOW INSTANCE INFORMATION:
Purchase Request# = R001352 PR Total$ = $150,000.00 Requested By = Gina Rock Request Date = 1/12/2026 Entry Date = 1/12/2026 Vendor = V99999-TBD
ACCOUNT INFORMATION
Item# Quantity Price Item Total Lg Key Object Amt/Pct
0001 1.000 $150,000.00 $150,000.00 GL 1837 7519 100%
JL A3311 E6L
Item Description Request for procurement of professional services to develop, conduct and report on Customer Satisfaction Survey. Request is for a Firm Fixed agreement for professional services, starting on or before March 2026 with a one-year initial term, and no option terms. Agreement will be encumbered in FY 25- 26.
PM Ryan Maloney ext.
PR Notes Request for procurement of professional services to develop, conduct and report on Customer Satisfaction Survey (CSS).
Request is for a Firm Fixed agreement for professional services, starting on or before March 2026 with a one-year initial term, and no option terms. Agreement will be encumbered in FY 25-26.
OCTA last conducted a formal OC Bus Customer Satisfaction survey in 2014, with agreement C-4-1511. Results from the survey are available on OCTA.net/news/publications/market-research. A related firm fixed agreement for survey work is C-5-3173.
The vendor will assist OCTA staff in developing a strategic survey instrument using best practices for customer satisfaction evaluation within the public transit industry.
The vendor will distribute and collect the survey onboard OC Bus as well at OC Bus stops and transit centers. The vendor will perform data entry on all gathered surveys and gather surveys to meet overall CSS project and sampling targets.
The vendor will conduct an analysis of the gathered survey data, providing a final report and presentation, along with presentations upon request to the OCTA Board of Directors or Board committee meeting(s).
Initial term value (1 year) will be $150,000
The initial term will be funded by approved funding of $150,000, which is available in FY 2025/26. Funds will be encumbered in FY 25/26, with most work expected to be completed within FY 25/26.
Funds for this item are budgeted in the 1837-7519-A3311-E6L line item.
PM: Ryan Maloney, ext 5451
WORKFLOW HISTORY INFORMATION:
User ID : GROCK Status : Accepted Date/Time : 1/12/2026 4:15:14 PM User ID : RARMSTRONG Status : Accepted Date/Time : 1/12/2026 4:17:45 PM User ID : AROSALES1 Status : Accepted Date/Time : 1/12/2026 4:19:51 PM User ID : AROSALES1 Status : Accepted Date/Time : 1/12/2026 4:19:51 PM User ID : IDENEAU Status : Accepted Date/Time : 1/13/2026 10:43:31 AM User ID : IDENEAU Status : Accepted Date/Time : 1/13/2026 10:43:32 AM User ID : GROCK Status : Accepted Date/Time : 1/26/2026 12:45:43 PM
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