Title
National Transit Database Professional Auditing Services Contract Award - RFP PTD19-003 (Ordinance S-45705)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with CliftonLarsonAllen LLP (CLA) for the purpose of conducting professional auditing services for the Public Transit Department's annual National Transit Database (NTD) report in accordance with the Federal Transit Administration (FTA) guidelines. Further request authorization for the City Controller to disburse funds in an amount not to exceed $123,850.
Report
Summary
In an effort to keep track of industry trends and provide public information and statistics, the FTA's NTD records the financial, operating and asset condition of transit systems nationwide. The NTD is designed to support local, state and regional planning efforts and assist governments and other decision-makers in making multi-year comparisons and performing trend analyses. Additionally, some of the data included in the annual NTD report is also used in the funding formulas for FTA's formula-based grant funding programs to apportion funds to states and urbanized areas.
The contractor will test the NTD data that is collected and tracked by the Public Transit Department's service providers, as well as data directly generated and maintained by the Public Transit Department, and compile reports in accordance with the NTD reporting manual and FTA established guidelines. NTD data that is collected and reported consists of revenue (service) hours and miles, total miles and hours, boardings, service days, costs, revenues, transit asset information, and other various transit-specific operational and capital data.
Procurement Information
The Public Transit Department issued a Request for Proposals (RFP PTD19-003) on Jan. 15, 2019, to solicit proposals for NTD Professional Auditing Services. This RFP was conducted in accordance with Administrative Regulation 3.10.
Two proposals were received by the Public Transit Department on Feb. 7, 2019. The proposals were scored by an evaluation panel based on the following criteria:
- Firm Experience (up to 300 points).
- Staff Experience (up to 275 points).
- Method of Approach (up to 225 points).
- Price (up to 200 points).
The following is a summary of the highest scoring offers:
- CLA: 819 points.
- Heinfeld Meech: 705 points
The proposal from CLA received the highest overall score based on the evaluation criteria and was also the lowest priced offer to the City. Based on evidenced marketplace competition, the pricing is determined to be fair and reasonable. Public Transit staff concurs with the evaluation committee's decision and recommends awarding the contract for NTD Professional Auditing Services to CLA as the best overall proposal and best value to the City based on the evaluation criteria.
Contract Term
The contract consists of a three-year base agreement with two optional one-year extensions, to be exercised only if it is in the City's best interest to do so and the contractor has performed satisfactorily during the base period. The contract term will begin on or about July 1, 2019 and end on June 30, 2024, if both options are exercised.
Financial Impact
The aggregate value of the contract will not exceed $123,850, with an estimated annual cost of $24,770. Transportation 2050 Funds are available in the Public Transit Department's proposed 2019-20 operating budget for the first year contract amount.
Concurrence/Previous Council Action
This item was recommended for approval at the Aviation and Transportation Subcommittee meeting on May 28, 2019, by a vote of 3-0.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Public Transit Department.