RFQ/RFP LAVTA 2017-22 Planner/Consultant for Rail Planning & Project Delivery

NOTICE IS HEREBY GIVEN THAT the Livermore Amador Valley Transit Authority is issuing a Request for Qualifications and Proposals (RFQ/RFP) from qualified firms to provide the services of a Planner/Consultant for regional rail planning and project delivery in the Tri-Valley and San Joaquin Valley.


The Planner/Consultant Services

The Livermore Amador Valley Transit Authority (LAVTA) seeks a qualified Consultant to provide day-to-day oversight of planning activities at the Alameda-San Joaquin Regional Rail Working Group, soon to be the Tri-Valley – San Joaquin Valley Regional Rail Authority, to ensure the proper planning for a connection of the BART and ACE rail systems in the Tri-Valley. Reporting to the LAVTA Executive Director, the selected Consultant will assist with the administration of the Rail Authority, as well as oversee all the projects and planning activities initiated by the Rail Authority or in support of the Rail Authority.

The successful Consultant will be a strong leader with a demonstrated history of project management, grant writing, understanding of regional/state/federal funding sources, and public administration. Experience with rail systems is highly desirable.

Specifically, the scope of work consists of the following tasks:

Requested Tasks
Planning Administration:
a. Preparation and technical oversight of studies, investigations, analyses, and development of recommendations.

b. Developing scope(s) of work for various procurements or planning activities.

c. Review and analysis of planning efforts by other agencies and firms that would affect the BART and ACE rail connection and operations.

d. Management of contractor invoices for planning services being performed to ensure accuracy.

e. Work with Executive Director to develop agendas and create staff reports for public meetings.

f. Preparation and delivery of presentations, or oversight of such presentations by contractors, to policy makers.

g. Professional interactions with the public in public meetings.

Technical Advisory Committee:
a. Provide assistance in noticing and preparing information for discussion at TAC meetings.

b. Provide necessary analysis and interaction with TAC to develop recommendations for policy makers.

Funding Development:
a. Research of grant and other funding opportunities related to the development of the BART and ACE rail system connection in the Tri-Valley.

Public Communications:
a. Develop and manage public communications in regard to planning work. Such communications may encompass newsletters, e-mail news blasts, press releases, and any other mechanism deemed to be appropriate.


The firm’s proposal will be evaluated based on its responsiveness and demonstrated ability to provide services outlined in the Scope of Work and its responsiveness to the RFQ/RFP. Final selection will be based on evaluating the firm’s combination of experience, competencies, and ability to address the Agency’s needs. In addition, prior to signing a contract, a firm must demonstrate that they have the required insurance; hold a valid business license; and are either: an existing Limited Partnership, Limited Liability Company or for-profit corporation, or, in the case of a sole proprietorship, have filed a fictitious business statement.


The firm shall be compensated for Consultant services based on the hourly rate set forth in Form B: Pricing Summary, which includes all labor, supervision, applicable surcharges such as taxes, insurance and fringe benefits as well as indirect costs, overhead and profit allowance, equipment, materials and supplies. Said hourly rate shall remain in effect for the term of the Agreement, unless new rates are incorporated via an amendment.

LAVTA will reimburse firm for all expenses deemed reasonable and necessary by LAVTA incurred by Consultant in the performance of work. Such reimbursement shall include travel and personal expenses incurred by Consultant.

The firm shall submit invoices for Consultant services rendered on a monthly basis covering fees and expenses for a single calendar month, identifying the work for which payment is requested; the hours worked; any authorized expenses, together with receipts for such expenses; the amount requested; and the cumulative amount billed and paid under this Agreement. The first year budget for this contract is $150,000.


The contract would be valid for one year from the effective date, with an ability to extend two additional one year periods. It is anticipated however that there is potential for a long term need for these services.


The selected Consultant shall be required to procure and maintain automobile liability of $300,000 or greater for each occurrence and $100,000 or greater per person for bodily injury and property damage. If the Consultant hires any employees, Worker’s Compensation as required by the State of California, and Employers’ Liability Insurance, one million dollars ($1,000,000) per accident for bodily injury or disease.


All submittals shall include the following information:

1. Form “A” – Proposer Information: Please complete all fields listed in Form “A” describing information about the Consultant.

2. Form “B” Price Summary: Please complete all fields listed in Form “B.” The Hourly Rate for Consultant shall include all labor, supervision, applicable surcharges such as taxes, insurance and fringe benefits as well as indirect costs, overhead and profit allowance, equipment, materials and supplies.

3. Description of Experience and Qualifications: Provide a description of your firm’s experience, including those identified in the Scope of Work. Provide a summary of the work experience for all individuals who will provide work under this agreement.

4. Legal Status: Describe the legal organization of the firm, indicating the type of entity (sole-proprietorship, partnership, or corporation), the number of firm clients, and the length of its existence.

5. References: Please provide at least two professional references (past clients or employers) relevant to this type of service.


All RFQ/RFP responses must be submitted via email in a single PDF file (preferred method to save resources) or postal mail as follows:

Tamara Edwards
Procurement Officer
Livermore Amador Valley Transit Authority
1362 Rutan Court, Suite 100
Livermore, CA 94551

Email: tedwards@lavta.org

The deadline for the submittal is Wednesday, November 15, 2017 at 2:00 p.m., Pacific Standard Time.

Submittals received after the deadline will not be accepted.



Event Date
Release RFQ/RFP October 24, 2017
Proposals Due November 15, 2017 at 2PM PST
Interviews with Candidates (if needed) (estimated)
November 22, 2017
Successful Consultant Selected Contract Term Begins (estimated)
December 7, 2017


Contact with any Altamont Regional Rail Working Group members, LAVTA Board members or LAVTA Staff, other than the point of contact regarding this Request for Qualifications/Request  for Proposals is prohibited and may be grounds for disqualification.

Any questions on this Request for Qualifications/Request for Proposals (RFQ/RFP) shall be directed to the point of Contact:

Michael Tree, Executive Director
E-Mail: mtree@lavta.org

For details of this RFQ/RFP click here.

  • Open Date: 10/24/2017 Close Date: 11/15/2017 2:00 pm