RFP_250186_PM_Email_Confirmations.pdf
PDF 282 KB Posted
- Attached to
- Northbound State Route 57 Truck Climbing Lane Project Public Communications and Community Outreach Support
- Solicitation number
- 250186
- Issued by
- Orange County, California
About this file
This document consists of email confirmations between contract administrators at the Orange County Transportation Authority (OCTA) regarding the procurement of an Outreach Consultant for the Northbound State Route 57 Truck Climbing Lane Project (R000706). The project requires a qualified consultant to develop and implement a public communications and community outreach plan to strengthen project awareness and ensure compliance with state and federal public involvement requirements during the environmental phase. The contract is structured as a three-year initial term with one two-year option term. A pre-proposal conference was requested by the project manager. The first public meeting for the project is scheduled for May 1, 2026, with contract execution targeted for early March 2026 to allow adequate time for outreach preparation.
The contract budget was established at $350,000 for the three-year initial term and $100,000 for the two-year option term, with estimated first-year costs of approximately $125,000 to $150,000 and option term costs not to exceed $50,000 annually. The project utilizes M2 funding. The evaluation criteria consist of Qualifications of the Firm (20%), Staffing/Project Organization (25%), Work Plan (30%), and Cost (25%). The evaluation panel includes Chris Boucly, Angela Hui, and Niall Barrett. The proposed agreement start date is February 1, 2026, and the procurement does not require Board approval.
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From: Chris Boucly To: Michael Cardozo Subject: Re: R000706 SR-57 (Lambert Road to Tonner Canyon Road) Outreach Consultant Date: Thursday, January 15, 2026 5:27:06 PM
Hi Michael, I went back again to look at two contracts for similar outreach services, and the initial term for both was three years @ $300,000 with a two-year option term in the amount of $100,000. I reviewed invoices, and I think we can take a similar approach with this contract, with a bit added to adjust for inflation.
So, I want to revise my initial term to $350,000 and go with $100,000 for the option term. If you wouldn't mind, please send the req back and we will make the change.
And yes, I would like a pre-proposal conference.
Thank you, Chris
From: Michael Cardozo <mcardozo@octa.net> Sent: Thursday, January 15, 2026 5:13 PM To: Chris Boucly <cboucly@octa.net> Subject: RE: R000706 SR-57 (Lambert Road to Tonner Canyon Road) Outreach Consultant
Please also let me know if you would like a pre-proposal conference for this procurement.
From: Michael Cardozo Sent: Thursday, January 15, 2026 3:58 PM To: Chris Boucly <cboucly@octa.net> Subject: RE: R000706 SR-57 (Lambert Road to Tonner Canyon Road) Outreach Consultant
Hello Chris, To confirm, according to the req this will be a three year initial term with one two year option term. The req is submitted for $400,000. Please confirm the following:
Three Year Initial term: $350,000 Two Year Option term: $100,000 mailto:cboucly@octa.net mailto:mcardozo@octa.net
Thank you, Michael Cardozo
From: Chris Boucly <cboucly@octa.net> Sent: Tuesday, January 13, 2026 3:55 PM To: Michael Cardozo <mcardozo@octa.net> Subject: Re: R000706 SR-57 (Lambert Road to Tonner Canyon Road) Outreach Consultant
We are using M2 funding. Please see requested information below.
From: Michael Cardozo <mcardozo@octa.net> Sent: Tuesday, January 13, 2026 3:39 PM
Thank you for the document, what kind of funding are we using for this project? Local, Federal, M2?
Also please fill out the criteria below, the minimum for cost is 25%.
Evaluation Criteria:
PROPOSAL WEIGHT
Qualifications of the Firm 20%
Staffing/Project Organization 25%
Work Plan 30% mailto:cboucly@octa.net mailto:mcardozo@octa.net
Cost 25%
Justification: The SR-57 Truck Climbing Lane Project has entered the environmental phase. A consultant is needed to assist with developing and implementing a plan to strengthen awareness of the project and to ensure compliance with state and federal public involvement requirements.
From: Chris Boucly <cboucly@octa.net> Sent: Tuesday, January 13, 2026 3:35 PM
Hi Michael, Please see attached for the SOWV. I would like to have an agreement in place by early March if at all possible. The sooner the better, as our first public meeting for this project is set for May 1, 2026.
Thanks, Chris
From: Michael Cardozo <mcardozo@octa.net> Sent: Tuesday, January 13, 2026 9:33 AM
Thank you, please send me the SOWV when you have it so we can move forward with the RFP. Do you have an estimated date for the agreement to be effective?
Sent: Monday, January 12, 2026 4:26 PM
It won't be a Board item. The first year will probably be about $125k-$150k. Option terms will be no more than $50k each, likely less.
From: Michael Cardozo <mcardozo@octa.net> Sent: Monday, January 12, 2026 4:22 PM
Thank you for the documents.
Can you please give me a breakdown of the amount for the initial year and estimated amount for each option term. This will determine if it will be Board item and how many evaluators we will need.
Sent: Monday, January 12, 2026 4:19 PM
The SOW and ICE are attached. I'm waiting on a signature for the SOWV and will send that over once it's ready. How many people do we need on the eval panel? So far, I have Angela Hui, Niall Barrett and me.
mailto:cboucly@octa.net mailto:mcardozo@octa.net mailto:mcardozo@octa.net mailto:cboucly@octa.net
Sent: Monday, January 12, 2026 4:01 PM
Following up on the below, if you are not ready to move forward, we can reroute the req back and then resubmit when ready.
From: Michael Cardozo Sent: Wednesday, December 10, 2025 11:14 AM
Following up on the below as promised, please send me the documents and responses.
Sent: Wednesday, November 12, 2025 2:42 PM mailto:mcardozo@octa.net mailto:cboucly@octa.net
Received. I'll have everything to you by COB tomorrow. I'll send what I have when it's ready so you don't get it all at once.
Sent: Wednesday, November 12, 2025 11:56 AM
Subject: R000706 SR-57 (Lambert Road to Tonner Canyon Road) Outreach Consultant
I hope you are doing well, I have been assigned req R000706. Please send me the following documents and information:
1. ICE
2. SOW
3. SOWV
4. Total amount of the contract for the initial term (3 years)
5. Total estimated amount of the Option Term (2 years)
6. Confirm start date of the agreement 2/1/26.
7. Previous agreement number if any
Michael Cardozo | Contract Administrator
Contracts Administration and Materials Management Orange County Transportation Authority ( 714.560.5627 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584
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