No.

Issued:

LACMTA ISSUE DATE: October 13, 2026 Community Relations Services Bench RFP No. PS145468

TABLE OF CONTENTS

I. LETTER OF INVITATION

LOI-01 NOTICE AND INVITATION

LOI-02 DEFINITIONS

LOI-03 AVAILABILITY OF SOLICITATION DOCUMENTS

LOI-04 COMMUNICATION WITH LACMTA

LOI-05 PRE-PROPOSAL CONFERENCE

LOI-06 WORKSITE VISIT (RESERVED)

LOI-07 BASIS OF AWARD

LOI-08 EXHIBITS

LOI-09 CONTRACT DOCUMENTS

LOI-10 MILESTONE PAYMENTS (RESERVED)

LOI-11 INDEMNITY

LOI-12 LIQUIDATED DAMAGES (RESERVED)

LOI-13 SOLICITATION LINKS

LOI-14 CRITICAL DATES

LOI-15 DBE PROGRAM (RESERVED)

LOI-16 SBE/DVBE PROGRAM (RESERVED)

LOI-17 SBE SET-ASIDE PROGRAM

LOI-18 MSZ PROGRAM (RESERVED)

LOI-19 LSBE PREFERENCE (RESERVED)

LOI-20 LOI SIGNATURES

II. PROPOSAL INSTRUCTIONS

INSTRUCTIONS TO PROPOSERS

IP-01 PRE-QUALIFICATION REQUIREMENTS

IP-02 CONTRACTOR REGISTRATION LAW (RESERVED)

IP-03 EXAMINATION OF RFP DOCUMENTS

IP-04 INTERPRETATION OF RFP DOCUMENTS

IP-05 COMMUNICATION WITH LACMTA OTHER THAN THE CONTRACT ADMINISTRATOR

IP-06 AMENDMENTS

IP-07 PREPARATION OF SUBMITTAL

IP-08 MODIFICATIONS AND ALTERNATIVE PROPOSALS

IP-09 SIGNING OF PROPOSAL AND AUTHORIZATION TO NEGOTIATE

IP-10 SUBMISSION OF PROPOSAL

IP-11 PROPOSAL EVALUATION PROCESS

IP-12 WITHDRAWAL OF SUBMITTAL

IP-13 LACMTA RIGHTS

IP-14 PUBLIC RECORDS ACT

IP-15 DISQUALIFICATION OF PROPOSERS

IP-16 FILING OF PROTESTS

IP-17 EVALUATION CRITERIA EXHIBIT

DEOD INSTRUCTIONS

DI-01 - INSTRUCTIONS TO BIDDERS/PROPOSERS

III. PROPOSAL REQUIREMENTS/FORMS

SUBMITTAL REQUIREMENTS

1.1 GENERAL FORMAT

1.2 PROPOSAL CONTENT

1.3 PROPOSAL FORMS

1.4 CERTIFICATION FORMS

1.5 SBE SET-ASIDE FORMS

EXHIBITS (SOLICITATION)

EXHIBIT 1 SBE SET-ASIDE BID/PROPOSAL FORMS

EXHIBIT 2 SCHEDULE OF QUANTITIES AND PRICES

EXHIBIT 3 EVALUATION CRITERIA

Community Relations Services Bench RFP No. PS145468

EXHIBIT 4 LIST OF CERTIFIED FIRMS (RESERVED)

EXHIBIT 5 PROPOSAL LETTER

EXHIBIT 6 LIST OF CURRENT CONTRACTS - BACKLOG

EXHIBIT 7 LIST OF COMPLETED CONTRACTS - LAST FIVE YEARS

EXHIBIT 8 ETHICS DECLARATION

EXHIBIT 9 GENERAL CERTIFICATIONS

EXHIBIT 10 CERTIFICATE OF COMPLIANCE WITH 49 CFR PART 655, PREVENTION OF ALCOHOL

MISUSE AND PROHIBITED DRUG USE IN TRANSIT OPERATIONS

IV. CONTRACT DOCUMENTS (SAMPLE)

FORM OF CONTRACT

ARTICLE 0 SIGNATURES

ARTICLE I CONTRACT DOCUMENTS ORDER OF PRECEDENCE

ARTICLE II DEFINITIONS

ARTICLE III SERVICES TO BE PERFORMED

ARTICLE IV COMPENSATION AND PAYMENT

ARTICLE V CONTRACT TERM AND PERIOD OF PERFORMANCE

ARTICLE VI OPTIONS (RESERVED)

ARTICLE VII AVAILABILITY OF FUNDS

ARTICLE VIII INSURANCE

ARTICLE IX NOTICES AND SERVICE THEREOF*

ARTICLE X ENTIRE AGREEMENT

SPECIAL PROVISIONS

SP-01 SBE SET-ASIDE

SP-02 ORGANIZATIONAL CONFLICTS OF INTEREST*

SP-03 RELEASE OF INFORMATION*

SP-04 WORKSITE ACCESS/RESTORATION (RESERVED)

SP-05 INSURANCE REQUIREMENTS

SP-06 LOSS PREVENTION

SP-07 CONTRACTOR EQUIPMENT*

SP-08 HAZARDOUS MATERIAL IDENTIFICATION AND SAFETY DATA (RESERVED)

SP-09 CLEAN UP

SP-10 PROTECTION OF STRUCTURES, EQUIPMENT, AND VEGETATION

SP-11 PROTECTION OF EXISTING VEGETATION, STRUCTURES, EQUIPMENT, UTILITIES, AND

IMPROVEMENTS* (RESERVED)

SP-12 ALLOWABILITY, ALLOCABILITY & REASONABLENESS DEFINITIONS*

SP-13 LIQUIDATED DAMAGES* (RESERVED)

SP-14 THE CONTRACTOR'S LICENSE

SP-15 LACMTA MANAGEMENT OF CONTRACTOR'S PERSONNEL*

SP-16 SUBCONTRACT ADMINISTRATION*

SP-17 PAYMENT AND REPORTING OF PREVAILING WAGE* (RESERVED)

SP-18 LIVING WAGE / SERVICE CONTRACT WORKER RETENTION POLICY* (RESERVED)

SP-19 METRO WORKFORCE INTIATIVE NOW (WIN-LA) PROGRAM (RESERVED)

GENERAL CONDITIONS

GC-01 GLOSSARY OF TERMS*

GC-02 GOVERNING LAW*

GC-03 CONTRACT DOCUMENTS

GC-04 INTERPRETATION*

GC-05 AUTHORITY OF THE CONTRACTING OFFICER

GC-06 LACMTA'S TECHNICAL REPRESENTATIVE (PROJECT MANAGER)

GC-07 ORGANIZATIONAL AND KEY PERSONNEL

GC-08 WHISTLEBLOWER REQUIREMENTS*

GC-09 AGENT TO ACCEPT SERVICE

GC-10 ETHICS AUTHORITIES*

GC-11 CONFIDENTIALITY*

GC-12 COVENANT AGAINST CONTINGENT FEES*

GC-13 ENGLISH REQUIREMENTS*

Community Relations Services Bench RFP No. PS145468

GC-14 LICENSES AND PERMITS

GC-15 GOODS*

GC-16 RIGHTS IN PROPERTY*

GC-17 INDEPENDENT CONTRACTOR

GC-18 SUBCONTRACTORS AND SUPPLIERS*

GC-19 STANDARDS OF PERFORMANCE*

GC-20 INSPECTION OF WORK (ACCEPTANCE)*

GC-21 SAFETY*

GC-22 SAFETY AND LOSS PREVENTION*

GC-23 UNAUTHORIZED ACTIONS*

GC-24 LIABILITY AND INDEMNIFICATION*

GC-25 PERIOD OF PERFORMANCE

GC-26 EXTENSION OF TIME

GC-27 SUSPENSION*

GC-28 HISTORICAL, ARCHAEOLOGICAL, PALEONTOLOGICAL, AND SCIENTIFIC DISCOVERIES*

GC-29 CHANGES

GC-30 NOTICE OF INTENT TO CLAIM AND CLAIMS

GC-31 RESOLUTION OF DISPUTES

GC-32 FINAL ACCEPTANCE*

GC-33 WARRANTY*

GC-34 SOFTWARE LICENSING AGREEMENT AND PROVISIONS FOR USE*

GC-35 RIGHTS IN TECHNICAL DATA, PATENTS AND COPYRIGHTS*

GC-36 COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT*

GC-37 ENVIRONMENTAL COMPLIANCE

GC-38 THE CONTRACTOR'S INTERACTION WITH THE MEDIA AND THE PUBLIC*

GC-39 TERMINATION FOR CONVENIENCE OF LACMTA*

GC-40 TERMINATION FOR DEFAULT*

GC-41 ASSIGNMENT*

GC-42 NO WAIVER

GC-43 SEVERABILITY*

GC-44 AUDIT REQUIREMENTS*

GC-45 CONTRACTOR'S OBLIGATIONS*

REGULATORY REQUIREMENTS

RR-01 ADMINISTRATIVE CODE*

RR-02 DISCRIMINATION*

RR-03 PUBLIC RECORDS ACT*

RR-04 CIVIL RIGHTS REQUIREMENTS*

RR-05 CLEAN WATER AND CLEAN AIR REQUIREMENTS*

RR-06 CONTRACTOR REGISTRATION LAW* (RESERVED)

RR-07 COMPLIANCE WITH CALIFORNIA HEALTH AND SAFETY CODE (HSC) §25250.51 (RESERVED)

EXHIBITS (CONTRACT)

EXHIBIT A SCOPE OF SERVICES

EXHIBIT B PRICING AGREEMENT

EXHIBIT C WORK-COMPLETION/DELIVERABLE SCHEDULE (RESERVED)

EXHIBIT D DIVERSITY & ECONOMIC OPPORTUNITY DEPARTMENT CONTRACT COMPLIANCE MANUAL

(SET-ASIDE)

EXHIBIT E-1 PAYMENT CERTIFICATION (CONTINUOUS)

EXHIBIT E-2 PAYMENT CERTIFICATION (FINAL)

EXHIBIT F RELEASE OF CLAIMS

EXHIBIT G APPROVED SUBCONTRACTORS AND SUPPLIERS

Community Relations Services Bench RFP No. PS145468

I. LETTER OF INVITATION

Community Relations Services Bench RFP No. PS145468

LOI-01 NOTICE AND INVITATION

DATE: Tuesday, October 13, 2026

ATTENTION: PROSPECTIVE PROPOSER

SUBJECT: REQUEST FOR PROPOSAL No.PS145468

SOLICITATION TITLE: LACMTA Set-Aside Opportunity (Small Business Prime) COMMUNITY RELATIONS

SERVICES BENCH

The Los Angeles County Metropolitan Transportation Authority (LACMTA) is seeking proposals to establish a multi-disciplinary Community Relations Services Bench to provide on-call professional services supporting community engagement, research, public affairs, digital engagement, training and facilitation, and related activities for capital projects, operational initiatives, and agency-wide programs. This project is detailed in the Scope of Services, Exhibit A. The resultant contract, if awarded, will be state/locally funded and is subject to fiscal year funding.

This solicitation is open to Certified Small Businesses only. SBEs responding to this solicitation must be SBE certified with LACMTA in the appropriate NAICS codes at the time the proposal is submitted. An SBE submitting a proposal must perform a commercially useful function (CUF) during the performance of the contract. An SBE is presumed to be performing a CUF when it performs and exercises responsibility for at least thirty percent (30%) of the total cost of the contract work - actually performing, managing or supervising the work involved with its own workforce.

The Community Relations Services Bench is divided into five (5) disciplines:

1. Community Outreach & Engagement

2. Research, Polling & Data Analytics

3. Public Affairs & Advocacy Support

4. Digital Engagement and Technology Platforms

5. Training & Facilitation

A bench is defined as a roster of qualified firms that provide the same services under this solicitation. During the period of performance, LACMTA intends to competitively procure task orders among firms under the bench on a per discipline basis and issue Task Orders (TOs) in accordance with the established contract rates and terms and conditions of the Bench Contracts.

LACMTA does not guarantee award of work to the selected Contractors and reserves unconditional rights to perform all work stated herein by own or other agency forces. LACMTA may make changes within the general scope of the resultant Contracts in the best interest of LACMTA. Having a place on the Bench does not guarantee receipt of a Task Order.

LACMTA requests that you submit a Proposal to furnish all Services required for the performance of a contract resulting from this Request for Proposal (RFP), on a Firm Fixed Unit Rate basis including but not limited to all necessary management, labor, materials, and other related items. The period of performance of this Bench shall be four (4) years.

Community Relations Services Bench RFP No. PS145468

Interested Proposers may submit an offer for one or more disciplines, however, a separate Proposal must be submitted for each discipline, containing all required documentation and formatted per the Submittal Requirements. Proposers submitting multiple proposals must clearly identify the discipline associated with each proposal submission.

The number of firms selected per discipline will depend on the qualifications, experience, skills, capacity and value added to LACMTA. LACMTA reserves the right to select as many or as few firms as it determines in the best interest of the LACMTA.

Proposals must be submitted electronically via email to bids@metro.net no later than 2:00 PM PST, Monday, November 16, 2026. Time of receipt is determined by the date/time stamp recorded by the email system.

Proposers are strongly encouraged to allow sufficient time for submission to ensure the deadline is met.

Proposers are also encouraged to request Delivery and Read receipt for their records. After submitting, proposers should send a verification email to Jaureguima@metro.net, confirming that a proposal was submitted to bids@metro.net. Proposals should be submitted as PDF or ZIP attachments only, with sufficient time allowed to ensure the Proposer can meet the proposal due date. Website links to file-sharing services and platforms such as Citrix, Dropbox, etc. are unacceptable.

LOI-02 DEFINITIONS

Refer to the Contract Documents, including, but not limited to, the Section titled GLOSSARY OF TERMS in the General Conditions for the meaning of various abbreviations, acronyms and terms used in this RFP but not defined herein.

LOI-03 AVAILABILITY OF SOLICITATION DOCUMENTS

The RFP documents are available for download through LACMTA's Vendor Portal (Open Solicitations).

LOI-04 COMMUNICATION WITH LACMTA

All communications in connection with this RFP shall be provided as follows:

Contract Administrator:

• By U.S. Mail, FedEX, UPS or courier:

Los Angeles County Metropolitan Transportation Authority One Gateway Plaza Los Angeles, CA 90012-2952 Attention: Alicia Jauregui, Senior Manager, Contract Administration RFP No. PS145468

• By electronic mail at Jaureguima@metro.net mailto:bids@metro.net mailto:Jaureguima@metro.net mailto:bids@metro.net https://business.metro.net/webcenter/portal/VendorPortal/pages_home/solicitations/openSolicitations mailto:Jaureguima@metro.net

Community Relations Services Bench RFP No. PS145468

Diversity & Equal Opportunity: Lisa Tousant at (213) 922-5419 or via email at DEODS@metro.net.

Request for information on lobbyist registration are to be directed to the Ethics Department at One Gateway Plaza, Mail Stop 99-19-1, Los Angeles, CA 90012; ethics@metro.net.

Pre-Qualification Department: (213) 922-4130 or via email at Pre-Qual@metro.net.

LOI-05 PRE-PROPOSAL CONFERENCE

LACMTA will hold a Pre-Proposal Conference. Proposers are invited to attend the Pre-Proposal Conference.

Attendance is not mandatory to be considered for award of a contract; however, when a Pre-Proposal Conference is held, attendance is encouraged.

Virtual Pre-Proposal Conference

Time and Date: 10:00AM PST, Tuesday, October 20, 2026

Location:

Microsoft Teams meeting Join:https://teams.microsoft.com/meet/222079762322448?p=3ePUWgpaTXeugMxNXO Meeting ID: 222 079 762 322 448 Passcode: jA6Ja2sj

Need help? | System reference

Dial in by phone +1 213-279-1001,,601441995# United States, Los Angeles Find a local number Phone conference ID: 601 441 995#

LOI-06 WORKSITE VISIT (RESERVED)

LOI-07 BASIS OF AWARD

A. Any Bench Contracts awarded will be made to the Proposer(s) whose Proposal meets the requirements of the RFP and is most advantageous to LACMTA based upon the Proposal Evaluation Criteria found in Exhibit 3. LACMTA reserves its rights, including, but not limited to, those identified in the Instructions to Proposers, LACMTA RIGHTS, and to be the sole judge of the merits of the respective Proposals received.

LOI-08 EXHIBITS

This solicitation incorporates all Exhibit documents, including but not limited to, those identified as Exhibits mailto:ethics@metro.net mailto:Pre-Qual@metro.net https://teams.microsoft.com/meet/222079762322448?p=3ePUWgpaTXeugMxNXO https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTRlZTdjNzQtNWU3MC00NmNhLTkwN2QtZmM5NzhkZWQ2MzZk%40thread.v2/0?context=%7b%22Tid%22%3a%22ab57129b-dbfd-4cac-aa77-fc74c40364af%22%2c%22Oid%22%3a%2240b53311-b170-4bc0-a677-e2205f3888e1%22%7d file:/u06/app/applmgr/fs_ne/inst/mtaprod_fisaps01/logs/appl/conc/log/tel:+12132791001,,601441995 https://dialin.teams.cloud.microsoft/3cd961a0-34f2-4621-a3cb-51eaa4028e8e?id=601441995

Community Relations Services Bench RFP No. PS145468

(Solicitation) and Exhibits (Contract), with the same force and effect as if they were provided in this solicitation in full text.

LOI-09 CONTRACT DOCUMENTS

A sample copy of all Contract Documents is included as part of this solicitation.

LOI-10 MILESTONE PAYMENTS (RESERVED)

LOI-11 INDEMNITY

Any contract awarded pursuant to this RFP will contain the indemnity provisions included in the Section titled LIABILITY AND INDEMNIFICATION in the General Conditions, which will require the Proposer to indemnify LACMTA as provided therein.

LOI-12 LIQUIDATED DAMAGES (RESERVED)

LOI-13 SOLICITATION LINKS

This solicitation may reference the followingelectronic webpages/links. The following listing is provided for the convenience of the Bidders or Proposers and LACMTA does not warrant it to be an all-inclusive listing. Other links may be identified in other solicitation documents or Contract Documents.

• Vendor Portal (Open Solicitations)

• California's Online Marketplace

• Office of Civil Rights

• BLS North American Industry Classification System (NAICS)

• US Census North American Industry Classification System

• Metro Contractor Pre-Qualification Program

• LACMTA Administrative Code

• LACMTA Lobby Ordinance (Applicable Law)

• LACMTA Contractor's Code of Conduct

• Protest Instructions (protest procedures)

• Labor Compliance Manual

• Living Wage and Service Contractor Worker Retention Policy Manual

• Environmental Policy https://business.metro.net/webcenter/portal/VendorPortal/pages_home/solicitations/openSolicitations https://business.metro.net/webcenter/portal/VendorPortal/pages_home/solicitations/openSolicitations https://caleprocure.ca.gov/ https://dot.ca.gov/programs/civil-rights https://dot.ca.gov/programs/civil-rights http://www.bls.gov/bls/NAICS.htm http://www.census.gov/eos/www/naics/ https://www.metro.net/about/business/pre-qualification/ http://media.metro.net/images/MTA%20Administrative%20Code%20Enactment.pdf http://lrs.metro.net/forms/applicablelaw.aspx http://lrs.metro.net/forms/applicablelaw.aspx http://media.metro.net/about_us/ethics/images/codes_ethics_contractors_2014-07.pdf http://media.metro.net/about_us/ethics/images/codes_ethics_contractors_2014-07.pdf http://media.metro.net/about_us/ethics/images/codes_ethics_contractors_2014-07.pdf http://media.metro.net/about_us/ethics/images/codes_ethics_contractors_2014-07.pdf http://media.metro.net/about_us/ethics/images/codes_ethics_contractors_2014-07.pdf http://media.metro.net/ebb/protest.pdf https://www.metro.net/about/lwrp/ https://www.metro.net/about/lwrp/ http://media.metro.net/about_us/sustainability/images/Environmental.pdf

Community Relations Services Bench RFP No. PS145468

• Federal Transit Administration (Drug and Alcohol) https://transit-safety.fta.dot.gov/DrugAndAlcohol/Regulations/Regulations/default.aspx

Community Relations Services Bench RFP No. PS145468

LOI-14 CRITICAL DATES

The following dates are critical for this solicitation:

RFP Issue Date: Tuesday, October 13, 2026

Pre-Proposal Conference (where required): 10:00AM PST, Tuesday, October 20, 2026

Questions Due Date: Friday, October 23, 2026

Pre-Qualification Application Due Date: 2:00PM, PST, Monday, November 16, 2026

Proposal Due Date: 2:00PM, PST, Monday, November 16, 2026

LOI-15 DBE PROGRAM (RESERVED)

LOI-16 SBE/DVBE PROGRAM (RESERVED)

LOI-17 SBE SET-ASIDE PROGRAM

Bidders/Proposers are hereby notified that:

This project is funded with state and/or local funds and will comply with LACMTA's Small Business

Community Relations Services Bench RFP No. PS145468

Enterprise (SBE) and Disabled Veteran Business Enterprise (DVBE) or Medium-Size Business Enterprise (MSZ) program requirements. It is LACMTA's policy that it shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of any contract or in the administration of its SBE/DVBE or MSZ programs.

A. LACMTA has determined that this solicitation is a race neutral "Small Business Enterprise Set-Aside" project, pursuant to the LACMTA SBE Program Race-Neutral SBE Set-Aside Policy where there are at least three LACMTA certified SBEs with the appropriate North American Industry Classification System (NAICS) code(s):

1. Bidders/Proposers are hereby notified that Bids or Proposals for this state and/or locally funded project shall only be considered from certified SBE firms in accordance with LACMTA SBE certification requirements.

2. Bidders/Proposers must be certified by LACMTA as an SBE at the time of Bid or Proposal due date to be eligible for a set-aside contract award. Bidder/Proposer shall provide, as part of its Bid/Proposal, copies of SBE certification letters issued by LACMTA.

3. If at least one responsive and responsible bid/proposal is received from a LACMTA certified SBE firm, LACMTA may make award.

4. Any firm seeking to be certified as an SBE shall comply with LACMTA's SBE certification process detailed in LACMTA's website at www.metro.net/connect.

5. SBE firms must perform a commercially useful function (CUF) during the performance of the contract.

An SBE is presumed to be performing a CUF when it performs and exercises responsibility for at least thirty percent (30%) of the total cost of the contract work with its own workforce. LACMTA encourages SBE Primes to consider joint venture opportunities with other SBEs firms. However, should an SBE choose to joint venture with a non-SBE, the SBE partner shall perform a CUF. Currently, instructions for counting and calculating SBE credit is included in the Instructions to Bidders/Proposers and Forms (Set Aside). As referenced in the instructions, LACMTA will only credit SBE participation, for firms performing a CUF.

6. Bidder/Proposer shall provide LACMTA, as part of its Bid/Proposal, a complete list (including names and addresses) of all subcontractors (SBE and non-SBE) who will perform any portion of the contract work. Instructions to Bidders/Proposers provides the SBE Set-Aside Bid/Proposal Forms that must be completed and submitted by all Bidders/Proposers at time of Bid/Proposal due date.

LOI-18 MSZ PROGRAM (RESERVED)

LOI-19 LSBE PREFERENCE (RESERVED)

LOI-20 LOI SIGNATURES

For this solicitation, the resulting Contract is set up to be conducted electronically, including the use of electronic signatures. If you wish to opt out of electronic transactions for the Contract, you must notify the Contract Administrator in writing.

Issued by:

Community Relations Services Bench RFP No. PS145468

LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY

Alicia Jauregui

Senior Manager, Contract Administration

10/13/2026

Community Relations Services Bench

II. PROPOSAL INSTRUCTIONS

Community Relations Services Bench RFP No. PS145468

INSTRUCTIONS TO PROPOSERS

IP-01 PRE-QUALIFICATION REQUIREMENTS

A. Pre-Qualification applies to primes, first tier subcontractors and direct suppliers to LACMTA. Pre- Qualification is required for all firms not exempted from the process if their bid or proposal will exceed $500,000 for non-Construction contracts. Pre-Qualification is required of all firms not exempted from the process regardless of amount for public works construction contracts. Failure to do so may cause your Proposal to be rejected as non-responsive.

B. Contractor Pre-Qualification Applications must be emailed to Pre-Qual@metro.net, the LACMTA Pre- Qualification Office, no later than the Proposal due date and time. DO NOT insert copies of pre-qualification documents in your Proposal. All first-tier subcontractors must be pre-qualified prior to performing any Services. Contractor is responsible for ensuring a timely submittal of all Contractor Pre- Qualification Applications.

C. For contact information, please refer to the Letter of Invitation (LOI). For detailed instructions, refer to the Contractor Pre-Qualification Application which can be downloaded from LACMTA's Pre-Qualification website, or provided by the Pre-Qualification Office.

IP-02 CONTRACTOR REGISTRATION LAW (RESERVED)

IP-03 EXAMINATION OF RFP DOCUMENTS

A. All Proposals shall be submitted in strict accordance with the RFP documents.

B. Copies of the solicitation and LACMTA responses to all written questions, requests for interpretation, and requests for clarification will be available as provided in this RFP. The Proposer is solely responsible for the examination of solicitation documents, reviewing all amendments, and comprehending all conditions that may impact the Proposal and the performance of the Services should the Proposer be selected. Failure of the Proposer to examine and inform itself is at its sole risk.

IP-04 INTERPRETATION OF RFP DOCUMENTS

A. Requests for interpretation or clarification of the solicitation documents shall be submitted in writing. All written requests shall be submitted to the Contract Administrator identified in the LOI. Written responses to requests for interpretation or clarification will be provided to all prospective Proposers.

B. To ensure that responses are provided to all prospective Proposers, inquiries shall be received at least ten

(10) working days prior to the submittal due date. Where such interpretation or clarification requires a change in the solicitation documents, LACMTA will issue an amendment.

C. LACMTA shall not be bound by, and the Proposers shall not rely on for any purpose, any oral interpretation or oral clarification of the solicitation documents.

mailto:Pre-Qual@metro.net http://media.metro.net/uploads/EBB/PQA/images/Pre-Qualification.pdf

Community Relations Services Bench RFP No. PS145468

IP-05 COMMUNICATION WITH LACMTA OTHER THAN THE CONTRACT ADMINISTRATOR

Any written correspondence with the following support groups should include a copy to the attention of the Contract Administrator identified in the LOI.

A. Pre-Qualification addressed in PRE-QUALIFICATION REQUIREMENTS, which should be directed to the Pre-Qualification Department as indicated in the LOI, and

B. Diversity and Economic Opportunity, which should be directed to the Diversity and Economic Opportunity Department (DEOD), as indicated in the LOI.

IP-06 AMENDMENTS

A. LACMTA reserves the right to revise the solicitation documents prior to the Proposal submittal due date.

Such revisions, if any, will be made by amendment to this RFP.

B. Proposers shall acknowledge receipt of all amendments to the solicitation documents in the Proposal Letter. Failure to acknowledge receipt of all amendments and to include all the requirements of the amendments in the Proposal may render the Proposal unacceptable and cause it to be rejected.

C. Prior to submitting the Proposal to LACMTA for consideration, each Proposer is responsible for checking the LACMTA website to ensure that it has received all applicable amendments.

IP-07 PREPARATION OF SUBMITTAL

A. The Proposal shall be formatted in accordance with the requirements specified in the solicitation documents (see Submittal Requirements). Proposers shall complete and submit all required forms in accordance with the directions specified in this RFP and on the forms provided herein. All required explanatory narratives and the supplementary data are to be included with the Proposal forms as indicated.

B. Proposals shall contain concise written materials that enable the reviewer to clearly understand the Proposer's capabilities.

C. Proposals shall 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.

D. Pencil or erasable ink shall not be accepted. Initial all modifications made to the Proposer's entries and identify the Proposer's name on the top right of each page, or subcontractor's name when applicable.

Liquid or dry correction materials shall not be used.

E. Failure to comply with the requirements outlined in these solicitation documents may render a Proposal incomplete and may cause rejection of the Proposal. This RFP does not commit LACMTA to enter into a contract nor does it obligate LACMTA to pay for any costs incurred in the preparation and submission of Proposals.

Community Relations Services Bench RFP No. PS145468

IP-08 MODIFICATIONS AND ALTERNATIVE PROPOSALS

A. Proposers are cautioned to limit exceptions, conditions, qualifications and limitations to the provisions of this RFP as they may be determined by LACMTA to cause the Proposal to be deemed non-responsive.

LACMTA may determine in its sole discretion whether a Proposal is responsive and reserves the right but assumes no obligation to waive deficiencies, informalities and irregularities to the maximum extent permitted by law.

B. Proposers submitting conforming Proposals may submit alternate Proposals to this RFP as complete separate Proposals if the alternate Proposals offer technical improvements or modifications that are to the overall benefit of LACMTA. An alternate Proposal must be equal to or better than the original requirements of the Contract Documents, as determined by LACMTA in its sole discretion. LACMTA reserves the right, at its sole discretion, to accept or reject any alternate Proposal. An alternate Proposal will not be considered by LACMTA if it would reduce quality, performance or reliability. The decision to accept or reject an alternate Proposal shall not be grounds for protest by any Proposer. Oral or telephonic Proposals and/or modifications shall not be considered.

Any alternative Proposals accepted by LACMTA will be evaluated in accordance with the Evaluation Criteria in this RFP.

IP-09 SIGNING OF PROPOSAL AND AUTHORIZATION TO NEGOTIATE

A. An Authorized Representative with the full legal authority to commit the Proposer shall execute the Proposal Letter and all required Proposal forms and other solicitation documents.

B. If the Proposer is a joint venture or partnership, it shall submit with its Proposal a duly notarized Venturer or Partner-executed Irrevocable Power of Attorney that designates the Proposer's Authorized Representative and a copy of the properly executed Joint Venture or Partnership Agreement. The Proposer's Authorized Representative shall be empowered to execute the Proposal on behalf of the Proposer and to act for and bind the Proposer in all matters relating to the Proposal. The Irrevocable Power of Attorney and the Joint Venture or Partnership Agreement shall specifically state that each venturer or partner shall be jointly and severally liable for any and all of the duties and obligations of the Proposer that are assumed under any contract arising from the Proposal. The Proposer's Authorized Representative shall execute the Proposal on behalf of the joint venture or partnership in its legal name.

C. Proposers shall submit sufficient documentation to (1) establish the legal authority of the identified Authorized Representative(s) to act on behalf of the Proposer, and (2) define the scope of the Authorized Representative's authority.

IP-10 SUBMISSION OF PROPOSAL

A. LACMTA will accept Proposals submitted by the Proposer at the address and place shown in the LOI, up to the date and time shown therein.

B. It is the Proposer's sole responsibility to see that its Proposal is received as required. LACMTA may leave unopened any Proposal received after the date and time for receipt of Proposals. Any such unopened Proposal may be returned to the Proposer.

Community Relations Services Bench RFP No. PS145468

IP-11 PROPOSAL EVALUATION PROCESS

A. LACMTA will review and evaluate the Proposals in accordance with the Evaluation Criteria, Exhibit 3, and the requirements of the solicitation documents. Following the evaluation period, the Notice of Intent to Award will be sent to all proposers.

B. During the Proposal evaluation period, staff shall determine if Proposals are responsive and Proposers are responsible. Responsiveness is defined to mean the Proposal must comply in all material respects with the RFP, as determined by LACMTA. Responsibility is defined as the apparent ability of the Proposer to meet and successfully complete the requirements of the Contract. Responsibility determination includes, but is not limited to, consideration of a Proposer's trustworthiness, the quality of past performance, financial ability, and fitness and capacity to provide the proposed Services in a satisfactory manner. Proposers may be required by LACMTA to present further evidence that they have successfully performed similar services of comparable magnitude or provide other proof satisfactory to LACMTA that they are competent to successfully perform the Services.

C. A debriefing is available to Proposers after award. Proposers must request the debriefing in writing within five (5) days of receipt of the Notice of Intent to Award. Any request for a debriefing should be addressed to the Contract Administrator identified in the LOI.

IP-12 WITHDRAWAL OF SUBMITTAL

The Proposer, by means of a written request signed by the Proposer's Authorized Representative, may withdraw a Proposal. Such written request shall be delivered to the Contract Administrator identified in the LOI prior to the award recommendation.

IP-13 LACMTA RIGHTS

LACMTA may investigate the qualifications and responsibility of any Proposer under consideration, inclusive of, but not limited to, the information provided in the Contractor Pre-Qualification Application, Proposal, or any other information available to LACMTA. LACMTA may require confirmation of information furnished by a Proposer, and require additional evidence of qualifications and responsibility to perform the Services described in this RFP.

LACMTA reserves the right to take any of the actions below:

A. Reject any or all of the Proposals, at its discretion;

B. Remedy errors in the RFP;

C. Cancel the entire RFP;

D. Issue subsequent RFP;

E. Amend the RFP before and after receipt of Proposals;

F. Exercise its sole discretion to determine matters of responsiveness and issues that may be cured or addressed through evaluation of the criteria and sub-criteria identified in the RFP, and request further or additional information from any or all Proposers;

Community Relations Services Bench RFP No. PS145468

G. Appoint evaluation committees to review Proposals;

H. Seek the assistance of outside technical experts to review Proposals;

I. Request clarification from any or all Proposers of any information contained in Proposals;

J. Conduct discussions with any or all of the Proposers;

K. Approve or disapprove the use of particular subcontractors and suppliers;

L. Establish a list of Proposers within a competitive range for purposes of discussions or negotiations;

M. Solicit best and final offers (BAFO) from all or some of the Proposers;

N. Exercise its discretion in evaluating Proposals according to the Evaluation Criteria to determine the Proposal most advantageous to LACMTA;

O. Negotiate with any, all or none of the Proposers;

P. Award a contract to one or more Proposers;

Q. Accept other than the lowest priced Proposal;

R. Disqualify the Proposal(s) upon evidence of an organizational conflict of interest, false or misleading certifications or representations in its Proposal, or collusion with intent to defraud or other illegal practices on the part of the Proposer(s);

S. Waive any informalities or irregularities in any Proposal, to the extent permitted by law;

T. Award a contract without interviews, discussions or negotiations;

U. Require, as a condition to the award of any contract, security from Proposers for the full and faithful performance and completion of the contract in a form determined by LACMTA in its sole discretion, including without limitation payment bonds, performance bonds, letters of credit and guarantees from shareholders of the Proposer or otherwise;

V. Require, in its sole discretion, Proposers to provide current cost and pricing data;

W. Examine any books, records, accounts and other documents of any Proposer as it relates to the Proposal;

and

X. Accept, reject, or negotiate the terms of any alternate Proposal.

IP-14 PUBLIC RECORDS ACT

A. Responses to this RFP are subject to the provisions of the California Public Records Act (California Code Government Code § 6250 et seq.).

B. Any documents, including financial records, provided by the Proposer/Contractor to LACMTA marked "Trade Secret," "Confidential," or "Proprietary" provided by the Proposer/Contractor to LACMTA shall be handled in accordance with the Section titled PUBLIC RECORDS ACT in the Regulatory Requirements.

Community Relations Services Bench RFP No. PS145468

IP-15 DISQUALIFICATION OF PROPOSERS

A. Organizational conflict of interest restrictions apply to this RFP Process. Organizational conflicts of interest are fact dependent and may arise in various situations or circumstances, including but not limited to, as referenced in the SPECIAL PROVISION entitled

ORGANIZATIONAL CONFLICTS OF INTEREST.

B. As noted above, organizational conflicts of interest are fact dependent, and the party with the greatest access to the relevant facts as to whether a Proposer has an organizational conflict of interest will always be the Proposer itself. LACMTA is the ultimate arbiter of whether a Proposer has an organizational conflict of interest. LACMTA has determined that it is not appropriate for LACMTA to:

1. Evaluate a particular Proposer's circumstances before receiving all the facts that would be included in a proposal;

2. Give legal advice; or

3. Make a business decision for a Proposer concerning participation in a procurement.

C. Proposers are prohibited from:

1. Directly or indirectly obtaining any advice or engaging in discussions relating to the Project or the RFP Process from or with; or

2. Including on its Proposer team, any person or entity with an organizational conflict of interest.

Proposers are responsible for identifying any potential or actual organizational conflict of interests before obtaining any advice or engaging in any discussions relating to the Project or the RFP Process and when determining who to include within the Proposer team.

D. By submitting a Proposal, each Proposer agrees that if any perceived, potential, or actual organizational conflict of interest is discovered after the Proposer has submitted its Proposal, the Proposer will make an immediate and full written disclosure to LACMTA that includes:

1. The names and contact information of the persons or entities to which the perceived, potential, or actual organizational conflict of interest relates;

2. A description of the perceived, potential, or actual organizational conflict of interest; and

3. A description of the action that the Proposer has taken, or proposes to take, to avoid or mitigate such perceived, potential, or actual organizational conflict of interest.

E. The process for responding to any LACMTA organizational conflict of interest finding shall be governed by LACMTA's organizational conflict of interest policy and Administrative Code.

Community Relations Services Bench RFP No. PS145468

IP-16 FILING OF PROTESTS

A. All protests must be filed and resolved in accordance with LACMTA's Protest Procedures.

B. Appeals from the denial of Pre-Qualification must be filed and resolved in accordance with LACMTA's procedures for denial of Pre-Qualification (available for download at LACMTA's Pre-Qualification website).

IP-17 EVALUATION CRITERIA EXHIBIT

This solicitation incorporates the Evaluation Criteria document(s) as an exhibit. Please see Exhibit 3 for the full text of the Evaluation Criteria document(s).

END OF INSTRUCTIONS TO PROPOSERS

http://media.metro.net/ebb/protest.pdf https://www.metro.net/about/business/pre-qualification/

Community Relations Services Bench RFP No. PS145468

DEOD INSTRUCTIONS

DI-01 - INSTRUCTIONS TO BIDDERS/PROPOSERS

SECTION 100 - SBE PROGRAM

100 LACMTA POLICY STATEMENT: The Los Angeles County Metropolitan Transportation Authority (LACMTA) is the recipient of non-federal funds from state and local funding sources. It is LACMTA's policy to provide maximum opportunity for Small Business Enterprises(s) to compete and to foster increased SBE participation in its procurement and contracting program. LACMTA shall take all necessary and reasonable steps to ensure nondiscrimination in the award and administration of with non-federal funds.

A. To take all reasonable steps to ensure nondiscrimination in the award and administration of non-federally funded contracts.

B. Create a level playing field on which SBEs can compete fairly for LACMTA contracts.

C. Ensure that only firms that fully meet the eligibility requirements of the LACMTA SBE Program are permitted to participate as SBEs.

D. Help remove barriers to the participation of SBEs in LACMTA contracts.

E. Assist the development of firms that can compete successfully in the marketplace outside the SBE program.

101 INTERPRETATION: Any conflict, error, omission or ambiguity which may arise between these instructions, California law and LACMTA's SBE Program shall be resolved first in favor of California law and second in favor of LACMTA's SBE program. Failure of a Bidder/Proposer or its subcontractors, consultants, suppliers or other entities to carry out these requirements may be grounds for LACMTA to implement administrative penalties or other remedies imposed by LACMTA.

102 SUSPENSION OR DEBARMENT: Suspension or debarment proceedings may be initiated by LACMTA against any firm:

A. That attempts to participate in the LACMTA SBE Program as an SBE if the firm does not meet the eligibility criteria stated in the Certification Standards for SBE programs and if it attempts to participate on the basis of false, fraudulent or deceitful statements or representations or under circumstances indicating a serious lack of business integrity or honesty.

B. That in order to be eligible for the SBE Set-Aside program, to meet the SBE subcontracting goals or other SBE program requirements uses or attempts to use on the basis of false, fraudulent or deceitful statements or representations, another firm that does not meet the SBE eligibility criteria stated in the certification standards.

In either case, LACMTA shall take action through the Diversity & Economic Opportunity Department and/or LACMTA's Office of Inspector General further action under and may refer the matter for prosecution under appropriate criminal statutes.

Community Relations Services Bench RFP No. PS145468

103 SBE SET-ASIDE BID/PROPOSAL FORMS: Bidder/Proposer shall submit with its Bid/Proposal completed SBE Set-Aside Bid/Proposal Forms listed below and found in Exhibit 1.

Form No.

Form Name To Be Completed By

Prime (Includes SBE

Primes)

All Subcontractors /

Suppliers

Form 1 Proposed Subcontractors & Suppliers X

Form 2 Commercial Useful Function Affidavit X

Form 3 SBE Business Data Sheet X X

Form 4 Proposed Lower Tier Subcontractors & Suppliers X

Form 5 SBE Affirmation

(Only if subcontracting with SBE business) X X

The Prime is required to complete and submit SBE Forms 1, 2 and 3. The Prime is required to jointly complete and submit Form 5 if subcontracting with a SBE business.

All subcontractors/suppliers are required to complete and submit Form 3 and 4. SBE subcontractors and suppliers are required to jointly complete and submit Form 5 when subcontracting with the Prime.

104 SBE PARTICIPATION: After contract award, SBE participation percentage(s) for SBE subcontractors, consultants or suppliers, listed by the Bidder/Proposer at time of bid or proposal will be monitored and enforced from contract inception through the term of contract. Failure to meet the SBE commitment may result in penalties and/or administrative sanctions. SBE administrative requirements for this contract are provided in the Diversity & Economic Opportunity Department Contract Compliance Manual (Set-Aside) incorporated as part of the conformed contract.

105 LACMTA OVERALL SBE GOAL: LACMTA has set an overall goal for SBE participation. The overall SBE goal applies to non-federally funded contracts LACMTA expects to expend for the fiscal year. LACMTA supports the use of race neutral measures to facilitate participation of SBEs and other small businesses, and encourages prime contractors to subcontract portions of their work that they might otherwise perform with their own forces. To ascertain whether the overall SBE goal is being achieved, LACMTA will track the dollar amount(s) paid to all certified SBE firms performing work called for in this contract that is eligible to be credited toward LACMTA's overall goal.

106 INFORMATION MUST BE CURRENT ACCURATE AND COMPLETE: Bidders/Proposers shall ensure all information provided in its response to the SBE requirements are current, accurate, and complete.

LACMTA will perform an independent review and assessment of the data and information provided.

107 SBE INFORMATION: Bidders/Proposers are informed of the following:

A. SBE firms listed to meet the SBE goal must be SBE certified by LACMTA (see Section 300 SBE Certification Requirements).

B. An SBE may participate as a prime contractor, subcontractor, joint venture partner with a prime or subcontractor, vendor of material or supplies, or as a trucking company.

Community Relations Services Bench RFP No. PS145468

C. An SBE joint venture partner must be responsible for performing a clearly defined scope of work. SBE joint venture partners must actually perform, manage and supervise the work with its own forces; and share in the capital contribution, control, management, risks and profits of the joint venture commensurate with its ownership interest.

D. An SBE must perform a commercially useful function, by being responsible for the execution of a distinct element of the work and must carry out its responsibility by actually performing, managing and supervising at least 30% of the project work with its own workforce (see Section 200 - Commercially Useful Function).

108 RECOMMENDED SBE OUTREACH: Bidders/Proposers shall outreach to SBE firms in all available subcontract work categories identified for this contract. The following are recommended outreach efforts the Bidder/Proposer can undertake to provide maximum opportunities to SBE firms include the following:

A. Solicit certified SBE firms that have the capability to perform the work of the contract through all available means (e.g. attendance at pre-bid/proposal meetings, advertising and/or written notices). Provide sufficient time for SBE firms to respond and take appropriate steps to follow-up initial solicitations.

B. Select portions of work to be performed by SBE firms in order to obtain SBE participation, which may include breaking out contract work items into economically feasible units to facilitate SBE participation even when the Bidder/Proposer might otherwise prefer to perform these work items with its own work forces.

C. Provide interested SBE firms with adequate information about the plans, specifications, and requirements of the contract in a timely manner to assist with response to a solicitation.

D. Negotiate in good faith with SBE firms.

E. Make efforts to assist interested SBE firms in obtaining lines of credit or insurance as required for the contract.

F. Effectively use the services of available small business organizations and other business assistance offices to provide assistance in the recruitment of SBE firms.

109 REPLACEMENT OF AN SBE FIRM: If a Bidder/Proposer lists an SBE subcontractor, subconsultant or supplier firm that is subsequently denied prequalification, or if for any reason SBE firm cannot perform under contract and must be replaced, the Bidder/Proposer shall use its best efforts to replace the SBE with another SBE firm. The Bidder/Proposer shall submit a written request to LACMTA for approval, prior to replacing an SBE. The Bidders'/Proposers' written request shall include the scope of work and dollar commitment for the replaced SBE and the SBE replacement.

SECTION 200 - CALCULATING AND COUNTING SBE PARTICIPATION

200 COMMERCIALLY USEFUL FUNCTION: SBE primes and subcontractors, at any tier, must perform a Commercially Useful Function (CUF). A SBE performs a commercially useful function when it is responsible for execution of the work of the contract and is carrying out its responsibilities by actually performing, managing, and supervising the work involved. To perform a commercially useful function, the SBE must also be responsible, with respect to materials and supplies used on the contract, for negotiating price, determining quality and quantity, ordering the material, and installing (where applicable) and paying for the material itself.

To determine whether a SBE is performing a commercially useful function, you must evaluate the amount of work subcontracted, industry practices, whether the amount the firm is to be paid under the contract is commensurate with the work it is actually performing and the SBE credit claimed for its performance of the

Community Relations Services Bench RFP No. PS145468 work, and other relevant factors.

A SBE does not perform a commercially useful function if its role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of SBE participation. If a SBE does not perform or exercise responsibility for at least 30 percent (30%) of the total cost of its contract with its own work force, or the SBE subcontracts a greater portion of the work of a contract than would be expected on the basis of normal industry practice for the type of work involved, LACMTA must presume that the SBE is not performing a commercially useful function.

When a SBE is presumed not to be performing a commercially useful function, the SBE may present evidence in writing to rebut this presumption. LACMTA may determine that the firm is performing a commercially useful function given the type of work involved and normal industry practices. LACMTA decisions on commercially useful function, but are not administratively appealable.

201 CALCULATING SBE PARTICIPATION: LACMTA is only able to count toward the achievement of the SBE commitment percentage the value of actual dollar paid for work actually performed by SBE firms. There will be no credit for work performed by a non-SBE prime and/or subcontractor. SBE participation listed in the Bid or Proposal must comply with the provisions of this section.

Counting guidelines are provided as follows:

A. SBE as the Prime Contractor: 100% SBE credit for that portion of the work performed by the SBE's own forces, including the cost of materials and supplies. Work that a SBE prime subcontracts to a non-SBE firm does not count toward the SBE.

B. SBE as a Joint Venture Contractor: 100% SBE credit for that portion of the total dollar value of the contract equal to the distinct, clearly defined portion of the work performed by the SBE's own forces.

C. SBE as a Subcontractor: 100% SBE credit for the work of the subcontract performed by the SBE's own forces, including the cost of materials and supplies, excluding the purchase of materials and supplies or the lease of equipment by the SBE subcontractor from the prime contractor or its affiliates. Work that a SBE subcontractor in turn subcontracts to a non-SBE firm does not count toward the SBE.

D. SBE as a Material Supplier or Broker:

1. 60% SBE credit for the cost of the materials or supplies purchased from a SBE regular dealer.

2. 100% SBE credit for the cost of materials or supplies obtained from a SBE manufacturer.

3. 100% SBE credit for the value of reasonable fees and commissions for the procurement of materials and supplies if not a regular dealer or manufacturer.

E. SBE as a Trucker: 100% SBE credit for trucking participation provided the SBE is responsible for the management and supervision of the entire trucking operation for which it is responsible. At least one truck owned, operated, licensed and insured by the SBE must be used on the contact. Credit will be given for the full value of all such SBE trucks operated using SBE employed drivers. SBE credit will be limited to the value of the reasonable fee or commission received by the SBE if trucks are leased from a non-SBE company. LACMTA uses the following six (6) factors in determining whether to count expenditures to a SBE trucking firm, to determine if it is performing a commercially useful function:

Community Relations Services Bench RFP No. PS145468

1. The SBE must be responsible for the management and supervision of the entire trucking operation for which it is responsible on a particular contract and there cannot be a contrived arrangement for the purpose of meeting SBEs.

2. The SBE must itself own and operate at least one fully licensed, insured and operational truck used on the contract.

3. The SBE receives credit for the total value of the transportation services it provides on the contract using trucks it owns, insures, and operates using drivers it employs.

4. The SBE may lease trucks from another SBE firm, including an owner-operator who is certified as a SBE. The SBE who leases the trucks from another SBE receives credit for the total value of the transportation services…