Informal Request for Proposals (RFP) Telephone Town Call Services

The Orange County Transportation Authority is requesting proposals for telephone town call services software under an informal RFP (250173), with proposals due March 25, 2026. The contract is a firm-fixed-price engagement valued at $35,000 for a one-year term effective May 1, 2026 through April 30, 2027.

The scope requires in-house software development and administration of a countywide telephone town call simulcasted in English, Spanish, and Vietnamese for the Long-Range Transportation Plan public outreach. Key deliverables include a work plan with project schedule, customized web-based teleservice software capable of live polling and streaming, pre-call participant invitations, detailed poll results and participation reports, and audio recordings. The consultant must demonstrate experience organizing and conducting regional telephone town calls for transportation or government agencies. Work must be completed no later than fall 2026. OCTA retains responsibility for town call promotion, script creation, and poll question development. Consultant personnel are prohibited from authorizing governmental decisions or committing OCTA to any action without significant intervening substantive review by OCTA personnel, counsel, and management.

The consultant must maintain commercial general liability insurance at $1 million per occurrence and $2 million general aggregate, automobile liability at $1 million, workers' compensation with waiver of subrogation, and professional liability at $1 million. Insurance certificates must be submitted to InsureTrack within ten calendar days from the effective date and prior to work commencement. The contractor is classified as an independent contractor responsible for all employee-related obligations. Key personnel cannot be removed or replaced without prior written consent from OCTA; departing staff must be replaced with OCTA-approved candidates within seven calendar days.

Evaluation is weighted as follows: Qualifications of the Firm (30%), Staffing and Project Organization (20%), Work Plan (25%), and Cost (25%). Questions were due March 16, 2026, with OCTA responses provided March 19. A pre-evaluation meeting was held March 25, 2026 at 4:00 p.m. The Evaluation Committee reviewed proposals April 9, 2026, with contract execution anticipated by April 27, 2026.