RFQ_250440__Confirmation_from_PM_no_tangible_items_and_reseller_info.pdf

From: Kristina Jenkins To: Desiree Fernandez Subject: Re: WORKFLOW/Action PR_APPROVAL created by KJENKINS1 Date: Monday, June 15, 2026 4:33:21 PM Attachments: R002279_ICE_Synchro Upgrade and Maintenance_06-01-26.pdf

R002279_SOWV Memo_Synchro Upgrade and Maintenance_06-01-26.pdf R002279_SOWV_Synchro Upgrade and Maintenance_06-01-26.pdf

Hi Desiree, See all docs attached.

No tangible items.

Yes, they would need to be an authorized reseller.

Thank you, Kristina Jenkins IS Project Manager Information System Department Orange County Transportation Authority 600 South Main Street, Orange, CA 92868

Phone: (714) 560-5875

From: Desiree Fernandez <dfernandez1@octa.net> Sent: Monday, June 15, 2026 8:38 AM To: Kristina Jenkins <kjenkins1@octa.net> Subject: FW: WORKFLOW/Action PR_APPROVAL created by KJENKINS1

Hi Kristina, Can you please send me the ICE, SOWV and SOWV memo if needed.

Is any of this tangible items?

Does the wining firm need to be and authorized reseller of Synchro 12 Software?

mailto:kjenkins1@octa.net mailto:dfernandez1@octa.net

INDEPENDENT COST ESTIMATE (ICE)

FA-CAMM-006.docm ( 09/25/15) Page 1 of 3

INSTRUCTIONS

Complete and submit all three pages to Contracts Administration & Materials Management (CAMM), along with your requisition and scope of work. CAMM will not start the procurement until all three documents have been received.

PART I – GENERAL INFORMATION

Project Description: Synchro 12 Upgrade and Support/Maintenance (3-yr term)

SHADED AREA FOR PROCUREMENT USE ONLY

Assigned Buyer No.:

D/M/WBE%:

Purchase Requisition No.: R002279

New Contract / Procurement

Contract Amendment Current IFAS Printout Contract / PO No.:

(Required for Amendments)

Contract Task Order

Option Term

Date: 5/22/2026

Requestor: Kristina Jenkins Project Manager Phone Ext.: 5675 Name Title

Signature:

Cost Estimate: $ 13,642.65 (include shipping, handling and taxes, if applicable)

PART II – ESTIMATE GUIDE

Please substantiate the estimate using the following information.

Estimate Type Items to Include Where to Find Supporting Information

Services (Other than A&E)

1. Tasks you want done

2. Types of people needed

(i.e., supervisor, administrative assistant, other)

3. Positions required (i.e., Project Manager, Deputy PM, Senior Engineer / Planner, other)

4. Estimated hours by position

5. Salary / billing rates applied

6. Prevailing wage rate category applied

7. Prof it / applied fee

8. Direct expenses

9. Completion schedule

1. Current or past contracts for similar services

2. Other properties / departments doing similar work

3. Historical price and cost data

Estimate Guide Continued

FA-CAMM-006.docm ( 09/25/15) Page 2 of 3

Estimate Type Items to Include Where to Find Supporting Information

Architects, Engineers, Designers

1. Tasks you want done

2. Types of people needed (i.e., engineers, administrative assistant, other)

3. Positions (Project Manager, Deputy PM, Senior Engineer / Planner, other)

4. Estimated hours by position

5. Salary / billing rates applied

6. Prof it / applied fee

7. Overhead rate (%)

8. Direct expenses

1. Current or past contracts for similar services

2. Other properties / departments doing similar work

Goods/Equipment 1. Product needed

2. Quantity

3. Unit price

4. Markups, overhead, prof it

5. Delivery schedule desired

6. Warranty

1. Vendor survey / market survey

2. Current or past contracts for the same or similar product

4. Various published indices

Construction 1. Product needed

2. Labor (at a minimum use

Davis Bacon)

3. Materials

4. Bonds

5. Insurance

6. Mobilization

7. Equipment

8. Markups, f ringes, overheads, prof it

1. “Means Book”

2. “Blue Book”

3. Davis Bacon wage rates / prevailing wages

4. Current or past contracts for the same project

5. Historical price and cost data

Additional Information: The estimate is based on market research for the sof tware upgrade and associated support services for a 3-year term. The amount ref lects anticipated costs required to upgrade the sof tware and maintain support coverage throughout the full term.

FA-CAMM-006.docm ( 09/25/15) Page 3 of 3

PART III – INDEPENDENT COST ESTIMATE

Using the information provided in Part II, prepare the ICE for your procurement.

Use any or all of the categories listed below.

Prepared By: Kristina Jenkins Date: 5/22/2026

Signature:

DESCRIPTION OF COST ELEMENTS

1. DIRECT LABOR

(List of Labor Categories)

Estimated Hours

Rate Per Hour ($)

Cost ($)

Total Est.

$ $ 0.00

$ $ 0.00 $ $ 0.00

Total Direct Labor: $ 0.00

2. OVERHEAD

Rate (%)

(use decimal input)

Total Labor ($)

% $ 0.00 $ 0.00 $ 0.00

3. MATERIALS/SERVICES (Excluding Information Technology [IT]) Estimated

4. INFORMATION TECHNOLOGY SUPPORT Estimated

Synchro 12 Upgrade and Support/Maintenance (3-yr term) $ 13,642.65

Total IT Support: $ 13,642.65

5. TRAVEL Estimated

6. SUBCONTRACTOR(S) / CONSULTANT(S) Estimated

Total Subcontractor(s) / Consultant(s): $ 0.00

7. OTHER DIRECT COSTS Estimated

8. TOTAL ESTIMATED COST: $ 13,642.65

INTEROFFICE MEMO

May 22, 2026

To: Whom It May Concern

From: Kristina Jenkins

Subject: SOW Verification – Requisition R002279

There was no selection made on the Scope of Work Verification form for the Synchro upgrade and maintenance. This scope of work does not fit within the two options given on the Scope of Work Verification form.

This purchase is for annual maintenance for a product that is already in use and must be this specific brand.

Kristina Jenkins Project Manager, IS Department

SCOPE OF WORK VERIFICATION

This Form Must Be Submitted with Scope of Work (SOW)

FA-CAMM-071.docm ( 05/16/16) Page 1 of 1

The following general rules shall apply when preparing scopes of work and specifications:

a) Provide a clear and concise Scope of Work (SOW) and not impose unreasonable requirements.

b) Specif ications and Scopes of Work shall identify all characteristics and specif ic tasks and functions of the items or services to be procured, and meet the Authority’s requirements.

c) Whenever possible, the expected quality of services to be provided or the performance characteristics of the item shall be specif ied.

d) The requestor shall identify all optional items, and the solicitation documents shall set forth the expected needs and the manner in which the related bid prices will be considered.

e) Brand name specif ications must be accompanied by an explanation that clearly indicates that the specif ication is not intended to be restrictive.

f ) The salient characteristics represented by the brand names shall be identif ied to allow for evaluation of possible “or equal” material.

g) Because standard specif ications and requirements allow for more ef f icient operations and result in lower prices, they shall be used wherever suitable.

h) Industry, federal, state and local government specif ications and requirements can be used.

Consultants are prohibited from writing the Scope of Work or assisting in the development or writing the Scope of Work in which they may bid.

INSTRUCTIONS

Project Managers (PM) must select one of the following certifications and submit this form with the scope of work/specifications. This form must be signed by the Project Manager and one of the following: the PM’s Department Manager or Director or Executive Director.

Project Description: Synchro 12 Upgrade and Support/Maintenance Requisition No: R002279 o I certify that the attached SOW/specifications was independently prepared to invite competition;

does not include reference to a brand name, or include unreasonable restrictions or an intent to favor any specific vendor or brand product.

*See Memo OR o The SOW/specifications prepared includes a “brand name or equal” description because it was determined to be “impractical or uneconomical” (as referenced in FTA Circular 4220.1F -revised March 18, 2013) to write a clear and accurate description of the technical requirements of the goods or services to be acquired. However, the specific features or salient characteristics of the named brand which must be met by offerors of “an equal” proposal have been clearly stated, as required by Federal Transit Administration regulations. (FTA Circular 4220.1F – revised March 18, 2013)

Project Manager Signature Dept. Manager/Director/Executive Director Signature

Information Systems 05/22/26 Department Date

Thank you, Desiree Fernandez | Associate Contract Administrator

Procurement Contracts Administration and Materials Management

Orange County Transportation Authority

550 South Main Street

PO BOX 14184

Orange, CA 92863

(714) 560-5811 dfernandez1@octa.net

From: FEProd@octa.net <FEProd@octa.net> Sent: Friday, June 12, 2026 8:30 AM To: Desiree Fernandez <dfernandez1@octa.net> Subject: WORKFLOW/Action PR_APPROVAL created by KJENKINS1

To approve this, simply reply and type Y, YES, or OK in the first line.

To reject this, reply and type N or NO in the first line.

To add comments, type up to 255 characters on subsequent lines delimited by double square brackets.

Example: [[this is an official comment to the e-mail response]] All other comments will be ignored.

WORKFLOW MODEL INFORMATION:

User=DFERNANDEZ1 Model=PR_APPROVAL Activity=A38_0003 Key=E733281F-0296-45C7-8365-083FE23A27AD Version=8 UniqueKey=FFAA572F-8DE3-4FDD-AAA3-E754DE6C0257

WORKFLOW INSTANCE INFORMATION:

Purchase Request# = R002279 PR Total$ = $13,642.65 Requested By = Kristina Jenkins Request Date = 6/1/2026 Entry Date = 6/1/2026 Vendor = V99999-TBD mailto:dfernandez1@octa.net

ACCOUNT INFORMATION

Item# Quantity Price Item Total Lg Key Object Amt/Pct

0001 1.000 $2,518.95 $2,518.95 GL 1284

7612 100%

JL A5352 41E

Item Description UPGRD: Synchro + Slim Traffic 12

SUL

Part# 97512-

0002 3.000 $2,098.95 $6,296.85 GL 1284

7612 100%

JL A5352 41E

Item Description UPGRD: Synchro + Slim Traffic 12

SUL

0003 1.000 $1,836.45 $1,836.45 GL 1284

JL A5352 41E

Item Description UPGRD: Synchro + Slim Traffic 12

SUL

0004 1.000 $2,990.40 $2,990.40 GL 1284

JL A5352 41E

Item Description Version 12 3-Year Support/Maintenance

PR Notes PM - Kristina Jenkins

RFQ - Synchro 12 Software Upgrade and Support/Maintenance (3-yr term)

Term - 9/1/26 to 8/31/29

This will go on FY26-27 budget

WORKFLOW HISTORY INFORMATION:

User ID : KJENKINS1 Status : Accepted Date/Time : 6/1/2026 10:18:47 AM User ID : LLEU Status : Accepted Date/Time : 6/1/2026 12:38:23 PM User ID : JDUKE Status : Accepted Date/Time : 6/8/2026 4:13:56 PM User ID : AROSALES1 Status : Accepted Date/Time : 6/10/2026 11:09:06 AM User ID : VGARCIA~1 Status : Accepted Date/Time : 6/10/2026 11:09:06 AM User ID : RABEYTA Status : Accepted Date/Time : 6/11/2026 10:08:16 AM User ID : RABEYTA Status : Accepted Date/Time : 6/11/2026 10:08:16 AM User ID : KJENKINS1 Status : Accepted Date/Time : 6/12/2026 8:29:40 AM