REQ_R000477_Email_Correspondence_Approved_Equals_not_accepted.pdf
PDF 1 MB Posted
- Attached to
- Request For Quotes (RFQ) Paint Supplies
- Solicitation number
- 250175
- Issued by
- Orange County, California
About this file
This email correspondence document details the internal contracting communications between the Orange County Transportation Authority (OCTA) regarding Request for Quotes (RFQ) R000477 for paint supplies. The procurement involves soliciting qualified firms to provide paint supplies for a two-year initial term with an option term period. Key procedural requirements established include that approved equals will not be accepted, firms must bid on all line items in the pricing proposal to be considered responsive, and award will be made to the lowest responsive and responsible bidder on a lump sum basis. Written questions or clarifications must be submitted by 4:00 p.m. on January 30, 2026, with written responses issued via addendum by February 3, 2026. The initial term budget is $40,000 for two years, with a separate budget allocated for the option term, for a total contract value of $50,000.
The cost analysis methodology weights the percentage discount at 10 percent and the lump sum total price at 90 percent to determine the weighted award amount. The email chain reflects internal clarifications regarding procurement documentation, including definitions of "PM Sub Brand" as a specific paint product line used to classify and standardize facility paint materials. The successful firm must comply with all applicable Equal Employment Opportunity Laws and Regulations, as well as economic sanctions requirements related to Ukraine/Russia-related sanctions imposed by the State of California and the United States Government. The procurement may proceed to award without further discussion with bidders.
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Carolyn Baltazar
From: Ashley Huynh Sent: Monday, January 26, 2026 12:09 PM To: Carolyn Baltazar; Elvis Diaz Subject: RE: REQ 35559/R000477 Paint Supplies Attachments: REQ R000477 (Ellipse REQ 35559) Price Summary Sheet.xlsx; ICE - REQ R000477 (Ellipse
REQ 35559).pdf
Hello Carolyn, Please see attached ICE and Price Summary Sheet for the update as discussed.
Confirm we will not accept approved equals.
Thank you, Ashley Huynh Contracts Analyst Contracts Administration and Materials Management Orange County Transportation Authority Email ahuynh1@octa.net | Phone 714-560-5616
From: Carolyn Baltazar <cbaltazar@octa.net> Sent: Monday, January 26, 2026 11:34 AM To: Ashley Huynh <ahuynh1@octa.net>; Elvis Diaz <ediaz@octa.net> Subject: RE: REQ 35559/R000477 Paint Supplies
Thank you Ashley, please confirm end users are not accepting approved equals?
From: Ashley Huynh <ahuynh1@octa.net> Sent: Monday, January 26, 2026 7:22 AM To: Carolyn Baltazar <cbaltazar@octa.net>; Elvis Diaz <ediaz@octa.net> Subject: RE: REQ 35559/R000477 Paint Supplies
Good morning Carolyn, Please see attached for updated ICE and Price Summary Sheet
Ashley Huynh Contracts Analyst Contracts Administration and Materials Management Orange County Transportation Authority Email ahuynh1@octa.net | Phone 714-560-5616
From: Carolyn Baltazar <cbaltazar@octa.net> Sent: Friday, January 23, 2026 3:35 PM To: Elvis Diaz <ediaz@octa.net> Cc: Ashley Huynh <ahuynh1@octa.net> Subject: RE: REQ 35559/R000477 Paint Supplies Importance: High
Hi Elvis and Ashley The release of the RFQ will be delayed due to the following:
1. The RFQ will be posted with the initial term value since there is a separate budget for both initial and option term. (Initial term, 2 years = $40,000).
2. Please update the ICE to reference the budget amount for initial term and option term in the Additional Information box.
3. Price Summary Sheet –please provide clarification “PM SUB BRANCH” this can be interpreted in different ways, “PM will need to be spelled out.
4. Please confirm approved equals will not be accepted.
I will send an updated procurement plan and schedule once the above items are resolved, thank you
From: Elvis Diaz <ediaz@octa.net> Sent: Tuesday, January 13, 2026 3:47 PM To: Carolyn Baltazar <cbaltazar@octa.net> Cc: Ashley Huynh <ahuynh1@octa.net> Subject: Re: REQ 35559/R000477 Paint Supplies
Hi Carolyn, PM Sub Brand - describes the specific paint product line under a main brand, used to classify, track, and standardize facility paint materials.
Thank you, Elvis Diaz Section Manager III Contracts Administration and Materials Management Orange County Transportation Authority Tel: 714.560.5884 | E: ediaz@octa.net 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584
From: Carolyn Baltazar <cbaltazar@octa.net> Sent: Tuesday, January 13, 2026 3:34 PM To: Elvis Diaz <ediaz@octa.net> Cc: Ashley Huynh <ahuynh1@octa.net> Subject: RE: REQ 35559/R000477 Paint Supplies
Hi Elvis Could you please confirm with the end users what is meant by the “PM Sub Brand” on the price summary sheet?
From: Carolyn Baltazar Sent: Thursday, January 8, 2026 3:34 PM To: Elvis Diaz <ediaz@octa.net> Cc: Ashley Huynh <ahuynh1@octa.net> Subject: RE: REQ 35559/R000477 Paint Supplies
Thank you
From: Elvis Diaz <ediaz@octa.net> Sent: Thursday, January 8, 2026 12:34 PM To: Carolyn Baltazar <cbaltazar@octa.net> Cc: Ashley Huynh <ahuynh1@octa.net> Subject: Re: REQ 35559/R000477 Paint Supplies
Hi Carolyn, The attached procurement plan has been signed. The Price Summary Sheet has also been updated adding "For cost analysis purposes, the percentage discount listed above will be weighted at _10%__ and the lump sum total price will be weighted at _90%__. Award will be made to the responsive, responsible bidder with the lowest sum of the weighted amount."
Let me know if you have any questions. Thank you.
Thank you, Elvis Diaz Section Manager III Contracts Administration and Materials Management Orange County Transportation Authority Tel: 714.560.5884 | E: ediaz@octa.net 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584
From: Carolyn Baltazar <cbaltazar@octa.net> Sent: Wednesday, January 7, 2026 7:21 PM To: Elvis Diaz <ediaz@octa.net> Cc: Ashley Huynh <ahuynh1@octa.net> Subject: REQ 35559/R000477 Paint Supplies
Hi Elvis Please see attached procurement plan and schedule for the above requisition. Please sign upon your approval.
Additionally, the Price Summary Sheet will be processed to include the Miscellaneous Items Discount language as this is to procure parts and not services.
For cost analysis purposes, please provide the weighted percentage for the percentage discount listed and the lump sum total price.
Please advise if you have any questions thank you.
Thank you
Carolyn Baltazar | Senior Buyer Contracts Administration and Materials Management Orange County Transportation Authority cbaltazar@octa.net | (714) 560-5499 550 South Main Street Orange, CA 92868
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