RFP NO. PS143903 1 Exhibit 3B – Submittal Requirements

RFP NO. PS143903

TRANSACTION AND USE TAX REVENUE FORECASTING AND RECOVERY SERVICES

EXHIBIT 3B – SUBMITTAL REQUIREMENTS

1.1 GENERAL FORMAT

A. Proposers shall comply with the following:

1. Prepare the Proposal on an 8.5” x 11” page size with 1” left, top, bottom, and right margins. Typing shall be single spaces with a minimum font size of ten. Use of 11” x 17” for large tables, charts, or diagrams is permissible, but should be limited.

Elaborate format is not necessary.

Do not provide promotional, marketing or advertising information.

2. When requested by the RFP, contain concise written materials (and drawings if applicable) that enable the reviewer to clearly understand the Proposer's capabilities.

3. The number of pages for the Proposal shall not exceed 50 pages (excluding certifications and resumes). If the number of pages is exceeded, LACMTA reserves the right not to evaluate those additional pages;

4. When requested by the RFP, specifically describe the Proposer's role and relationship to its proposed subcontractors and suppliers, and describe the work allocation and organizational controls interfaces with said proposed subcontractors and suppliers; and

5. Contractor Pre-Qualification Application documents shall not be included with the proposal document. Contractor Pre-Qualification Application documents shall be delivered directly to the Pre-Qualification Office no later than the Proposal due date and time.

B. Proposals shall be submitted in multiple volumes as specified below:

Volume I - Technical Proposal;

Volume II – Certification Forms;

Volume III - Price Proposal; and Volume IV – DEOD Forms and Required Documents.

C. Proposals shall be submitted electronically via email.

1. Electronical proposals via email shall be sent to bids@metro.net. This email address is exclusively reserved for the submission of proposals. Any other communications must be submitted directly to the Contract Administrator, Buyer, mailto:bids@metro.net

RFP NO. PS143903 2 Exhibit 3B – Submittal Requirements

DEOD, Ethics, Risk Management, and or Pre-Qualification Office accordingly.

Submittals must adhere to the following requirements:

a) Electronic proposals via email shall comply with the above document format structure 1 through 5 and the multiple volume structure.

b) Electronic proposals shall be searchable Adobe PDF

c) Email subject line must contain the Vendor Name, LACMTA Contract Administrator First and Last name, and the RFP Number. If more than one email is required for proposal submittal, indicate in the subject line, submittal 1 of 5, 2 of 5, etc.

d) Proposals shall be submitted no later than the proposal due date and time.

e) Individual email submittals should be no larger than 20MB.

f) It is recommended that proposers send their email(s) allowing for sufficient time to ensure that the proposer can meet the proposal due date. Additionally, it is recommended that proposer's email(s) are sent with a Delivery and Read receipt for their records. Lastly, proposers should send a verification email to the named Contract Administrator of the RFP after the email submission(s) of proposal to bids@metro.net.

The verification email should indicate that a proposal has been submitted by Vendor Name for RFP# on X number of emails.

1.2 PROPOSAL CONTENT

The Proposal shall have the following components and shall be presented in the format exactly as shown here:

VOLUME I – Technical Proposal

When preparing the below Subsections C through F, Proposers should consider the EVALUATION CRITERIA provided in Exhibit 3A for a further understanding of the Proposal content.

A. PROPOSAL LETTER (see Exhibit 6) - This letter shall be completed and executed by the Proposer's Authorized Representative. Other letters shall not replace or be included in addition to the Proposal Letter.

B. EXECUTIVE SUMMARY -Summarize in general terms the following:

1. Proposer's knowledge, skill and experience in successfully performing past contracts of a similar nature and complexity;

mailto:bids@metro.net

RFP NO. PS143903 3 Exhibit 3B – Submittal Requirements

2. Experience and capabilities of the proposer's planned team, including identification of members of the team and the knowledge, skill and experience of the proposer's key personnel;

3. Proposer's ability to manage performance of the Services in light of the proposer's other contracts; and

4. Proposer's understanding of the Services to be performed, LACMTA's requirements and objectives, and the Proposer's planned approach to providing the Services in a manner satisfactory to LACMTA.

C. MINIMUM QUALIFICATION REQUIREMENTS (Pass/Fail Criteria)

Proposers must meet the Minimum Qualifications Requirements at the time of proposal submittal:

1. Proposer must provide a notarized affidavit, signed by its authorized representative, attesting that if awarded contract, contractor is prohibited by Revenue & Taxation Code section 7056 from performing services for any retailer during the term of the contract that have potential to create a conflict of interest with regards to a Proposer’s obligations under the contract.

2. Proposer must have a minimum of five years of experience analyzing and forecasting municipal and state revenue sources, including, but not limited to, local district add-on and Bradley Burns taxes, including such taxes on Internet sales.

a. List no more than five (5) relevant contracts demonstrating that proposer has a minimum of five (5) years’ experience analyzing and forecasting municipal and state revenue sources, including, but not limited to, local district add-on and Bradley Burns taxes, including such taxes on Internet sales.

b. Complete and submit Exhibits 7 – List of Current

Contracts – Backlog and Exhibit 8 – List of Completed Contracts. Include only contracts relevant to this solicitation demonstrating Proposer’s ability analyzing and forecasting municipal and state revenue sources including, but not limited to, local district add-on and Bradley Burns taxes, including such taxes on Internet sales.

D. QUALIFICATION OF FIRM

1. Demonstrate record of satisfactory performance and successful completion of similar work, including projects performed under a confidentiality agreement with the California Department of Tax and Fee Administration (CDTFA).

RFP NO. PS143903 4 Exhibit 3B – Submittal Requirements

2. Demonstration of the firm’s financial capacity and resources sufficient to perform the required services on a contingency fee basis, including the ability to fund all necessary costs and expenses pending Metro’s receipt of any recovered tax revenues.

3. Demonstration of history of amounts of prior recoveries of sales tax revenues in actual dollars and as a percentage of the revenues prior to the recoveries.

4. Indicated number of staff to be assigned to Metro’s sales tax audit, recovery and forecasting components.

5. Demonstration of the firm’s current and past sales tax revenue forecasting capabilities and level of expertise and accuracy (variance to actual experience).

E. QUALIFICATION OF STAFF

1. Describe specific qualifications regarding prior sales tax auditing, recovery and forecasting work for key individuals. Please indicate staff experience on transit agency accounts.

2. Demonstrate general qualifications to perform relevant auditing, recovery and forecasting work for the supporting staff assigned to Metro’s engagement.

F. WORK PLAN AND PROJECT ORGANIZATION

1. Demonstrate ability to organize sales tax revenue data and produce revenue forecasts based on relevant microeconomic factors, including separate data on aviation fuel sales at county airports and separate data on Internet sales.

2. Demonstrate clear understanding of point of sale vs. point of destination sales tax reporting as it relates to Metro revenues.

3. Describe realistic, well organized and thorough workplan designed to achieve maximum revenue recovery.

4. Identification of additional sales taxes owed to Metro by either the CDTFA or taxpayers.

5. Describe process to collect delinquent taxes from taxpayers or cause the CDTFA to make corrections to its books where errors are found and remit any payments due.

6. Demonstrate detailed plan to coordinate a smooth transition from the current provider as well as a schedule of the conversion process.

VOLUME II – CERTIFICATION FORMS

See Section 1.4

RFP NO. PS143903 5 Exhibit 3B – Submittal Requirements

VOLUME III - PRICE PROPOSAL

The Price Proposal shall identify Proposer’s offer for the performance of the Services identified in the Scope of Services (Exhibit A). Price Proposals shall be evaluated as follows:

Description of Work Basis for Pricing Forecasting Services

Proposer shall submit a Firm Fixed Price (FFP) for the Forecasting Services.

Recovery Services Proposer shall submit the percentage to be applied against the Transaction and Use Tax Recoveries. This will be a fee based on a percentage of revenues recovered as a direct result of proposer efforts and will be paid only after recovered revenues have been verified by the CDTFA and received by Metro.

Proposers must complete and submit the following:

Required Submittal Documents For Proposal Evaluation and Negotiation Purposes

Exhibit 2A – Schedule of Prices and Fees with the following supporting documentation:

1. Form 60 (Exhibit 2B) for the entire team (Prime

Contractor and all subcontractors)

Proposals shall be in accordance with the format prescribed by LACMTA and as attached hereto. The Proposer's Price Proposal must include a price covering the entire Scope of Services, including information for the Proposer and members of its team (e.g., joint venturers or partners, subcontractors, etc.). The Proposer's price shall include all applicable direct labor, all applicable labor surcharges such as taxes, insurance and fringe benefits, as well as indirect costs, overhead, general and administrative expense, other direct costs, and profit.

VOLUME IV – DEOD FORMS AND REQUIRED DOCUMENTS*

All Diversity and Economic Opportunity Department (DEOD) Forms required for the Proposal shall be included in this volume.

*VOLUMES III AND IV SHALL BE SUBMITTED TOGETHER, SEPARATE FROM VOLUMES I

AND II.

RFP NO. PS143903 6 Exhibit 3B – Submittal Requirements

1.3 PROPOSAL FORMS

This solicitation requires the following completed documents in the Proposal:

Price Form(s) titled Schedule of Prices and Fees - Please see Exhibit 2A. (PRICE FORM(S)

SHALL BE INCLUDED AS PART OF VOLUME III).

Form 60- Please see Exhibit 2B

Proposal Letter - Please see Exhibit 5.

List of Current Contracts - Backlog - Please see Exhibit 6.

List of Completed Contracts - Last Five Years - Please see Exhibit 7.

1.4 CERTIFICATION FORMS

This solicitation requires the following completed certifications in the Proposal:

Ethics Declaration (Proposer must submit its completed Ethics Declaration, as well as a completed Ethics Declaration from each of Proposer's prospective subcontractors, in the Proposal) - Please see Exhibit 8.

General Certifications - Please see Exhibit 9.

Certificate of Compliance with 49 C.F.R. Part 655, Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations - Please see Exhibit 10.

1.5 SBE/DVBE FORMS

This solicitation requires the following completed DEOD forms, Exhibit 1, as instructed in the Instructions to Bidders/Proposers Section:

SBE/DVBE Bid/Proposal Forms:

Form 1 Non-Construction - Proposed Subcontractors and Suppliers (For Non- Construction Only)

Form 2 - SBE/DVBE Affidavit Form 3 - Business Data Sheet Form 4 - SBE/DVBE Affirmation Form 5 - Bidders List Form Form 6 - SBE/DVBE Regular Dealer/Distributor Affirmation Form

END OF SUBMITTAL REQUIREMENTS