RFP_Intake_Questions_Completed.docx

RFP Intake – Project Manager Information Request Thank you for reaching out. Please provide the following information and documents so CAMM can initiate and properly evaluate the RFP request:

1. How long you want the agreement to be effective for, including any proposed option terms (number and length of options) 5-year term

2. Desired effective date of the agreement September 1, 2026

3. Previous agreement number, if applicable C-1-3494

4. Independent Cost Estimate (ICE) None

5. Draft Scope of Work (SOW) Provided

6. Completed Scope of Work Verification form Provided

7. Funding source(s) for this procurement (e.g., local, state, federal, grant-funded).

N/A

8. Total budget amount for this procurement. The Board approval threshold is $500,000. Will the initial term plus all option terms exceed this threshold? Please provide the dollar amount for each option year so CAMM can determine Board approval requirements.

Initial term (input time here): $ Option terms (input time here): $ $0.00, this is a commission-based contract and compensation will be based on a percentage of recovered unrealized sales tax revenue. While annual payments will vary from year to year, the compensation does not come from OCTA’s budget. Therefore, Board approval of the contract award is not required per Section III.D and Section VI.B.4.c. of the CAMM Policies and Procedures.

9. Any known funding constraints, conditions, or deadlines that may impact the procurement schedule.

No

11. Identify the proposed Evaluation Committee members. A minimum of three (3) evaluators is required for procurements that do not require Board approval, and a minimum of four (4) evaluators is required for procurements requiring Board approval. Please include names, titles, and departments.

May Hout, Principal Financial Analyst, Revenue & Grants Department Francesca Ching, M2 PMO Manager, M2 Program Management Office John Garbowski, Principal Financial Analyst, Financial Planning & Analysis Department

Evaluation Criteria and Weighting Please complete the table below to propose evaluation criteria and weights for this RFP. Per CAMM requirements, Cost must be weighted at a minimum of twenty-five percent (25%) of the total evaluation score. The total of all criteria must equal 100%.

Justification for proposed evaluation criteria and weighting:

The standard weighting of 25 percent for each evaluation criterion is not applied for this procurement due to the specialized nature of the services being procured.

Qualifications of the firm are weighted at 25 percent to ensure the selected consultant demonstrates a strong understanding of California Transactions and Use Tax Law and has a proven track record of accessing, managing, and analyzing confidential sales tax data on behalf of public agencies. This foundational expertise is critical to successfully performing the required audit and recovery services.

Staffing and project organization are weighted at 30 percent, reflecting the importance of the assigned team’s experience and local knowledge. The consultant’s personnel must possess direct familiarity with jurisdictions and businesses operating within Orange County, as well as expertise in California Transactions and Use Tax Law, to effectively identify and resolve allocation issues.

Work plan is weighted at 25 percent to evaluate the consultant’s proposed approach to performing the scope of work. This includes the ability to apply a range of audit methodologies, data analysis techniques, and coordination with CDTFA to maximize revenue recovery and ensure compliance.

Recovery rate percentage is weighted at 20 percent to ensure that OCTA receives fair and reasonable value for the services. Because compensation is based on a percentage of recovered revenue, it is important to consider cost competitiveness; however, it is weighted lower than technical criteria to prioritize qualifications, staffing, and approach, which are the primary drivers of successful revenue recovery.

12. Will this procurement be structured as a Firm Fixed Price or Time and Expense contract?

The contract type is firm-fixed price because the RFP has a specific scope of work detailing specific tasks and deliverables. The firm’s compensation will be based on a percentage of recovered unrealized sales tax revenue.

12. 1 If Firm Fixed, please indicate whether retention will be required for progress payments. If retention, there is usually 10% retained per payment.

No

12.2 If firm fixed please confirmed if the requisition should be encumbered:

No

13. Is a Pre-Proposal Conference necessary for this procurement? If yes, please provide justification based on project complexity or the need to clarify requirements.

No