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Welcome Air Quality ServicesContract Outreach

Caltrans Division of Environmental Analysis Office of Hazardous Waste, Air Quality, Noise, and

Paleontology (HWANP)July 28, 2021

Location: Webex 10:00 AM – 12:00 PM

Purpose of this Event

• Contract Information Sharing• Question and Answer Session

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Agenda

• 10:00-10:10 Welcome/ Introduction • 10:00-10:15 Small Business Liaison/DVBE Goal • 10.15-10:30 Div. of Proc & Contracts: Contract timelines,

procurement process • 10:30-10:50 Contract Overview • 10:50- 11:20 Statement of Work • 11:20- 11:55 Question & Answer Session • 11:55-12:00 Closing Remarks

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Introduction

• Caltrans➢Contract Manager – Scott Fredrickson, Chief, HWANP➢Bruce Rymer, HWANP➢Daisy Laurino, HWANP➢District 3, Small Business Liaison – Robynn Spence➢DPAC Coordinator – Jarred Lakis

• Consultant Name and Company Registered for the Event

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Small Business Liaison/Disadvantaged Veteran

Business Enterprise (DVBE) Goal • Robynn Spence, District 3 Small Business Liaison

• 703 B Street, Marysville, CA 95901 • (530) 741-4222 • D3.Small.Business@dot.ca.gov

• Contract Goals (5% DVBE) – State-only funds

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Caltrans Districts

Statewide DSBL Contact List • https://dot.ca.gov/programs/ci

vil-rights/dsbl-contact-list

District Map

District Small Business Liaison (DSBL)

Services We Offer: • One-on-One Assistance – To discuss strategies on working with our

agency and how best to work with us. • Technical Assistance – Provide technical assistance to our Small

Businesses on a variety of topics, including certification applications, navigating our online portals and resources, and connecting businesses to other subject matter experts within Caltrans.

• Public Outreach Opportunities – Districts host and participate in outreach opportunities to increase the visibility of our department, including mandatory pre-bid meetings, procurement fairs, and contractor bootcamps.

• Event Calendar: https://dot.ca.gov/programs/civil-rights/caltrans-events-calendar

• Resource for Caltrans Staff – We are a resource for our Caltrans staff who have purchasing and contracting needs and are trying to source small businesses to solicit bids from.

Certifications Recognized by Caltrans

State Certifications • Small Business (SB)

• Small Business – Public Works (SB-PW)

• Disabled Veterans Business Enterprise (DVBE)

Federal Certifications • Disadvantaged Business Enterprise (DBE)

SB & SB-PW Eligibility Requirements

Small Business (SB) • Independently owned and

operated

• Not dominant in field of operation

• Principle office located in California

• Owners must live in California

• Have 100 or fewer employees and an average annual gross receipts of $15M or less over the last 3 tax years

Small Business – Public Works (SB-PW) • Independently owned and

operated

• Not dominant in field of operation

• Principle office located in California

• Owners must live in California

• Have 200 or fewer employees and an average annual gross receipts of $36M or less over the last 3 tax years

Disabled Veterans Business Enterprise (DVBE) Eligibility Requirements

• Must have a service-connected disability of at least 10%

• U.S. military, naval, or air service

• Must be at least 51% owned by one or more disabled veteran

• Must reside in California

• Must be managed/controlled by disabled veteran

SB/DVBE Certification

• Visit: https://www.caleprocure.ca.gov/to apply for SB/DVBE Certification

• Navigate to the “Get Certified” section

• Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS)

• OSDSHelp@dgs.ca.gov • (916) 375-4940 • Hours: 8am to 5pm

Disadvantaged Business Enterprise (DBE) Eligibility Requirements

• Must be at least 51% owned by one or more socially & economicallydisadvantaged individual

• Must be a for-profit small business• Personal net worth of $1.32M or less• Must be managed/controlled by DBE individual and a U.S. Citizen• Average annual gross receipts for the 3 previous fiscal years cannot exceed

$26.29M

/dbe

DBE Certification

• For more information, visit:https://dot.ca.gov/programs/civil-rights/dbe

• Caltrans – Office of Civil Rights

Small Business Advocate SmallBusinessAdvocate@dot.ca.gov(916) 324-6900

• Outreach & Supportive Services Branch

https://dot.ca.gov/programs/civil-rights

Annual Caltrans Small Business Goals

Goal required for this contract: • Disabled Veterans Business Enterprise (DVBE) - 5%

Other goals not required for this contract: • Small Business (SB)/Small Business – Public Works (SBPW) -

25% • Disadvantaged Business Enterprise (DBE) - 17.6%

OVERVIEW CURRENT A&E

CONTRACT PROCESS

Jarred Lakis, PE Senior Transportation Engineer

Division of Procurement and Contracts (DPAC)

https://dot.ca.gov/programs/procurement-and-contracts/ae-contract-information

Click …

to go here …

Contract Process

A&E Contract Planning Phase

• Assemble Required Financial Documents

• Develop SOQ

• Use Current SOQ Submittal Instructions

• SOQ Responsiveness Checklist

• Use FILR to Submit Electronic SOQ Submittal

Financial Documents Submittal Checklists

Request from AE.Customer.Service@dot.ca.gov

Initial Evaluation • Analyst performs SOQ Responsiveness Check • Selection Committee Evaluates SOQs • Strengths and Weaknesses Documented

Short List Identified • Notice to All Responsive Firms • Invitation to Interview Sent To Shortlisted Firms • Sample Example Task Order Provided

Final Evaluation

• Interview Structure• Example Task Order Presentation• Consultant’s Technical Scenario Questions

Review• Consultant’s Oral Responses to Technical

Scenario Questions• Consultant’s Closing Statement on Technical

Scenario Questions

• Strengths and Weaknesses Documented

Consulting Firm Selection

• Most Highly Qualified Consulting Firm Identified • Notice to All Interviewed Firms • Selected Firm Notified:

• Scheduled Negotiation Meeting • Deadline to Submit Financial Documents Package

Negotiation and Financial Document Assessment

• Contract Fee and Escalation Rates Advertised • Financial Document Checklist (internet) • Audits and Investigations Conducts Assessment • Respond to Action Items within 48 hours

Checklist

• Read RFQ Instructions (Shall/Must)• Minimum Qualifications• Responsiveness Checklist• Conflict of Interest Disclosures• DBE Requirements• Submittal Date and Time: Electronic• Financial Documents

Thank you!

Air Quality Services Disclaimer:

The information provided in today’s outreach event does not constitutes a solicitation or offer of any contract with Caltrans. It solely serves informational purpose. The scope of work, contract amount, schedule and other aspects of the contract are still under development. Information provided are preliminary and subject to change.

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Contract Overview

Current Contracts:

Existing Contract No.

Districts Contract Authority

Expiration Date Consultant

43A0368 43 $4M 8/31/21 Sonoma Technology, Inc.

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Contract Overview

Preliminary Contract Grouping: Grouping of Districts Contract Authority

(3 Year Contracts)

43 $4M

NOTE: Grouping of Districts and Contract Authority shown are for illustration only

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Caltrans Districts Map

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Schedule

• Advertisement – August 2021

• Statement of Qualification (SOQ) – September 2021

• Interviews – October 2021

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• Conduct studies to assist with long-term strategic planning and

advance Caltrans’ practices in the fields of Air Quality.

Statement of Work

• The Consultant shall perform and have the expertise, capability, and equipment necessary to perform the work related to Air Quality Services:

• Provide expertise to Caltrans, in coordination with partnering

Federal, State, and local agencies, to address project-related air

quality, conformity, MSAT, climate change, and HRA regulatory

compliance.

• Assist with developing, updating, and revising manuals, guidance, and analytical processes.

• Assist with meetings, workshops, conferences, public outreach/awareness activities, incidental trainings that involve the specific work products of this contract, and other information sharing sessions on Air Quality analysis and mitigation practices to plan, design, and construct highway projects.

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Statement of Work (Continued)

• Provide reports including but not limited to memoranda and technical guidance.

• The work shall be performed pursuant to the National Environmental Policy Act (NEPA), the Clean Air Act, the California Environmental Quality Act (CEQA), state, regional, local, and other applicable statutes, laws, codes, regulations, policies, procedures, ordinances, standards, specifications, performance standards, and guidelines.

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Statement of Work (Continued)

• Consultant shall be available for meetings.• The Consultant’s Air Quality Services shall be in support of

Federal and State environmental laws and regulations.• Support Caltrans on NEPA responsibilities. • Provide personnel with expertise in Global Positioning System,

Geographic Information System, GeoRef(http://www.agiweb.org/index.html),) and Environmental Systems Research Institute (ESRI) GIS software will also be needed.

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Statement of Work (Continued)

• When authorized by the Caltrans Contract Manager and required by a Task Order, the Consultant may establish direct contact with regulatory agencies for the purpose of obtaining information, expertise, and assistance in developing work products required by a Task Order but shall not negotiate or make decisions in Caltrans’ name.

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Summary of Personnel Requirements

Consultant Contract and Task Order Managers: Consultant Contract Manager: The Consultant Contract Manager shall have a minimum of five (5) years of responsible experience performing the duties as a contract manager for similar Air Quality Services contracts. The Consultant Contract Manager shall be knowledgeable about all Caltrans policies and procedures. The Consultant Contract Manager shall be an employee of the prime Consultant.Task Order Manager or Project Manager: The Consultant Task Order Manager shall be a Registered Professional Engineer, licensed in the State of California, in good standing with the California State Board for Professional Engineers, Land Surveyors, and Geologists at all times during the Contract period. The Consultant Task Order Manager shall possess a Bachelor, Master, or Doctorate Degree of Science or Arts in a field related to Air Quality and five (5) years of demonstrated experience acceptable to Caltrans in performing the Air Quality work.

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Questions and Answers

• This session is intended to address questions collected via Webex Chat.

• Verbal questions will be accepted• Questions may be answered at or, after the event• Questions and Answers will be posted on Division of

Procurements and Contracts (DPAC) website:https://dot.ca.gov/programs/procurement-and-contracts/ae-contract-information/a-e-outreach-events/2021-07-28-d43

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Closing Remarks

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