RFQ_250239_Exhibit_A_SOW.pdf
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- Solicitation number
- 250239
- Issued by
- Orange County, California
About this file
This is a Scope of Work document for the Orange County Transportation Authority (OCTA) soliciting large parcel and Less-Than-Truckload (LTL) heavy freight shipping services. OCTA requires intrastate and interstate transportation services to support its Warranty Department, with typical shipments including bus parts, engines, windshields, and related cargo transported by truck. Shipments must weigh between 100 and 500 pounds, with delivery required within one week of pickup. Service will be provided at two pickup locations: OCTA's Santa Ana Base at 4301 W. MacArthur Boulevard and Gillig LLC in Livermore, California, with shipments destined for New Flyer Industries in Louisville, Kentucky. Pickup hours are Monday through Friday from 7:00 a.m. to 4:00 p.m. The contract will be awarded to the lowest responsive and responsible firm on a lump sum basis, with an initial term of one year. Written questions must be submitted by 4:00 p.m. on March 10, 2026, with responses provided by March 12, 2026. Firms that do not bid on all line items in the pricing proposal will be deemed non-responsive and ineligible for award.
The budget for this effort is $18,000.00 for the initial one-year contract term. All shipments will be pre-packaged, secured, and palletized by OCTA personnel prior to pickup using standard 48" x 48" pallets, with occasional exceptions for oversized items. Vehicle engines will be drained of all fluids prior to packaging, and no hazardous materials or perishable goods will be transported. Most standard bus parts and engines will ship under Freight Class 85, while glass components including windshields will be classified under National Motor Freight Classification 86630. Contractors must submit invoices via email to Vendorinvoices@octa.net with required documentation including the contract or purchase order number, delivery address, order date, and itemized details. Contractors must maintain required insurance coverage and provide certificates of insurance upon request. OCTA reserves the right to modify routes, delivery expectations, and service levels as operational needs evolve and may evaluate contractor performance based on responsiveness, reliability, adherence to delivery schedules, communication, and shipment accuracy.
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Text version
RFQ 250239
EXHIBIT A
SCOPE OF WORK
LARGE PARCEL/HEAVY FREIGHT SERVICES
1. GENERAL DESCRIPTION
The Orange County Transportation Authority (OCTA) requires heavy freight and Less- Than-Truckload (LTL) shipping services, including intrastate and interstate transportation, to support the Warranty Department. Typical shipments include bus parts, engines, windshields, and other cargo, transported by truck.
Transit timelines will vary from urgent/expedited delivery to standard shipping schedules, with all shipments to be delivered at no later than one (1) week from the pickup date.
Shipments will not contain hazardous materials; however, weight, size, and dimensions will vary by shipment.
2. SERVICE REQUIREMENTS
• Contractor shall provide OCTA with heavy parcel and LTL shipping services for shipments weighing more than 100 pounds and up to 500 pounds.
• No hazardous materials or perishable goods will be shipped under this contract.
o Vehicle engines will be drained of all fluids prior to packaging.
• All shipments will be packaged, secured, and palletized by OCTA personnel prior to pickup to ensure protection during transit.
o Most standard bus parts and engines will ship under Freight Class 85.
o Pallets used by OCTA will be of standard size (48” x 48”).
o OCTA may occasionally require the shipment of items that exceed weight and standard pallet dimensions.
o Irregular-sized glass components, including large bus windshields, are classified under National Motor Freight Classification (NMFC) 86630 (Glass, including windshields). Freight class varies depending on size and packaging characteristics.
• All shipment quantities are estimates only. OCTA shall issue shipping requests against the purchase order on an as-needed basis with no guarantee of usage.
• Related shipping services that fall within the scope of work but are not listed on the price summary sheet may also be requested under the blanket purchase order.
• Contractor shall provide a quote and obtain written approval from OCTA for any shipment not listed on the price summary sheet prior to performing the service.
• OCTA reserves the right to reject shipment quotes if markups exceed fair and reasonable market rates.
RFQ 250239
EXHIBIT A
3. LOCATIONS, HOURS, AND CONTACTS
• Shipment pickup hours will be Monday through Friday, 7:00 a.m. to 4:00 p.m.
• The following locations will be supported under this contract:
Pick up Location Contact Name Phone Number Destination
Santa Ana Base 4301 W. MacArthur
Blvd.
Santa Ana, CA 92704
Patricia McClure 714-668-4542 Gillig LLC
1100 Voyager St, Dock B Livermore, CA 94551
Carlos Miranda 714-668-4540 New Flyer Industries Limited 7001 Universal Coach Dr, Warranty Returns Dock 14 Louisville, KY 40258-1889 Jamie Diaz 714-265-4440
4. INVOICING AND PAYMENT REQUIREMENTS
• Invoice Submission o Invoices must include the following information:
• Contract or Purchase Order Number
• Delivery address
• Order date and itemized details of the purchase.
• Invoice Submission Methods o Invoices should be submitted via email to:
• Vendorinvoices@octa.net
• Payment Processing Delays o Failure to comply with invoice requirements (e.g., missing documentation, unclear pricing, or invoice submission method outside of what is deemed acceptable) will result in processing delays, and subsequently the payment schedule.
5. ADDITIONAL PROVISION
• Contractor shall maintain insurance coverage as required under the contract and shall provide certificate of insurance upon request.
• OCTA reserves the right to modify routes, delivery expectations, or service levels as operational need evolve throughout the contract term.
• Contractor performance may be evaluated periodically based on factors including, but not limited to, responsiveness, reliability, adherence to delivery schedules, communication, and accuracy of shipments.
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