Contract Compliance Monitoring and Equity Support Services

The vendor is required to provide contract compliance, monitoring, and equity support services, including but not limited to:
•    Monitoring, auditing, analyzing, and reporting on contractor compliance, in accordance with agency, local, state, and federal requirements, including labor compliance such as prevailing wage requirements; 
•    Conducting independent review and reconciliation of contract data and reporting findings, if any; 
•    Determining contract-specific contact equity goals; 
•    Coordinating and administering agency local business contract equity (LBCE) program and the Caltrans disadvantaged business enterprise (DBE) program plan; 
•    Processing LBCE program certification applications for local business enterprise (LBE), small local business enterprise (SLBE), and very small local business enterprise (VSLBE) firms; 
•    Conducting outreach; and 
•    Providing as-needed technical support.
- Project management
•    Manage the contract and the consultant team for accurate, timely and complete work under. 
•    Monitor contract performance and budget. 
•    Maintain, or ensure maintenance of, schedule for (i) consultant team on agency calendars. 
•    Correct performance issues within thirty (30) calendar days of being issued an unsatisfactory performance notice from agency. 
•    If a second unsatisfactory performance notice is issued from agency, provide a suitable replacement team member, subject to the approval of the agency pm. 
•    Meet with the agency pm as necessary to schedule tasks, plan upcoming activities, prioritize work, and coordinate with other staff or consultants, to ensure that this scope of services is completed according to the agency expectations. 
•    Upon request of the agency pm, develop a work plan for each year and a detailed implementation schedule for all contract deliverables, to be maintained jointly with agency.
•    Prepare for and participate in bi-monthly check-in meetings with the agency pm to ensure consultant is meeting agency expectations. 
•    Attend and present at public meetings as requested, including, but not limited to, meetings of the agency committees or commission. 
•    Record and prepare meeting notes for meetings. 
•    Provide suitable substitute and replacement consultant team members in a timely manner, as needed.  
•    Other project management support services as requested.
- Contract and equity program compliance
•    Track, monitor, review, and analyze contracts, in accordance with agency, local, state, and federal requirements, including labor compliance such as prevailing wage requirements. 
•    Determine applicability of LBCE program for upcoming sponsor agency contracting opportunities and review draft solicitation documents to determine compliance. 
•    Ensure LBCE and disadvantaged business enterprise (DBE) program compliance on the part of consultants, contractors, and vendors working under contract with agency, as directed by the agency pm. 
•    Assist in resolving and mediating contract issues relating to the LBCE program and DBE program. 
•    Coordinate and collect contract data, conduct independent review to verify and reconcile such data to reporting findings, if any, for the LBCE program utilization reports. 
•    Review LBCE program waiver of goals requests from sponsor agencies. 
•    Review LCBE program substitution requests from sponsor agency desiring to use its own local business program. 
•    Review and evaluate proposals, statements of qualifications and procurement documents to ensure responsiveness to the LBCE program and DBE program goal requirements. 
•    Participate in agency procurement process as needed and as directed by agency, including as an independent observer for any agency-let contract.
•    Provide information to potential bidder about the LBCE program and DBE program.
•    Other contract and program compliance support services as requested.
- Administrative and program support services
•    Review, track and process LBCE program certification applications for eligible firms in a timely manner for approval by the agency, including expediting and flagging time sensitive applications. 
•    Assist in investigation of firm status per the LBCE program, including conducting site visits. 
•    Maintain the databases for interested and certified LBE, SLBE, and VSLBE firms in the agency system. 
•    Coordinate monthly posting of the certified firms list in a timely manner. 
•    Maintain accurate and complete certification application documents of firms that apply for agency certification and recertification. 
•    Assist firms with recertification, including issuing notification 60 days prior to expiration of certification. 
•    Provide firms with guidance on agency certification application process. 
•    Categorize all firms using the north american industry classification system (NAICS) codes. 
•    File and maintain all certification records. 
•    Develop and prepare, for approval by agency pm, a plan to increase goal achievement on professional services and construction contracts administered or sponsored by agency. 
•    Develop and prepare, for approval by agency pm, an outreach plan for each specific professional services contract to increase LBE, SLBE, VSLBE and DBE participation. 
•    Assist in implementing agency -approved outreach plans. 
•    Attend and participate in business outreach meetings hosted by agency and selected business events to inform vendors of agency LBCE program. 
•    Participate in the partner agency meetings and outreach events on behalf of agency. 
•    Prepare and coordinate delivery of advertisements and notices for upcoming contracting opportunities to local contracting community and other agency partners, and perform follow-up outreach. such advertisement and outreach will include, but is not limited to, preparing and posting and distributing: advertisements in publications, email campaigns via online email marketing platforms, and notices on websites, newsletters, and forums. 
•    Coordinate outreach events on behalf of agency. 
•    Participate in outreach events hosted by sponsor agencies and other like entities to inform business community of upcoming contracting opportunities. 
•    Facilitate networking and team building among potential subs and primes to increase LBCE program and DBE program participation. 
•    Assist agency staff to connect with LBE, SLBE, VSLBE and DBE firms for potential contracting opportunities. 
•    Other administrative and program support services as requested.

- Contract Period/Term: 3 years
- Optional Online Pre-Proposal Meeting Date: October 10, 2025
- Questions/Inquires Deadline: October 17, 2025