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III. SUBMITTAL REQUIREMENTS FORM OF PROPOSAL AND DUE DATE TRANSMITTAL LETTER A transmittal letter signed by an official authorized to solicit business and enter into contracts for the firm must accompany the proposal. The transmittal letter should include the name and telephone number of a contact person, and describe the working relationship between the Proposer and sub -consultants, if any. The transmittal letter should include a statement that the proposal is a firm offer to contract with the City of Santa Ana to perform work according to the terms of the RFP and that the offer is binding for a minimum of ninety (90) days from the date of submission. The transmittal letter should also include a statement that the Project Manager and key personnel will be available to the extent proposed for the duration of the project and that the Project Manager and key personnel shall not be removed or replaced without the prior written approval of the City. TITLE PAGE The title page should show the RFP number, RFP subject, the name of the proposer's firm, local address, telephone, name of contact person, email address and the date. TABLE OF CONTENTS The table of contents should include a clear identification of the material by section and page number. OVERVIEW AND SUMMARY This section should clearly convey Consultant's understanding of the nature of the work required and the general approach to be taken in completing the Pre -PE Analysis. It should include the following: A. Consultant's experience in successfully preparing the following items consistent with federal/FTA regulations, policies and guidelines: New Starts Templates and Applications, Project Management Plans, Safety and Security Management Plans, Draft Fleet Management Plans, Quality Management Plans, Real Estate Management Plans, Investment Grade Ridership Forecasts, and FTA Summit Analyses using FTA Summit software. B. Consultant's opinion regarding the most difficult issues or risk factors affecting implementation of the project and Consultant's recommendations for addressing each of them. WORK PLAN Consultant shall provide a narrative that addresses the Scope of Work and shows Consultant's understanding of the needs and requirements associated with the Pre -PE Analysis. Consultant shall describe the approach and work plan for completing the services specified in the Scope of Work. The work plan shall be of such detail to demonstrate the Consultant's ability to accomplish the project objectives and overall schedule. A detailed staffing plan for each task and subtask must be submitted and should include an organization chart. The staffing plan shall identify all staff by name and identify the specific tasks for which each individual will be responsible. The proposal must also demonstrate adequacy of labor resources for the duration of the project, utilizing a table projecting the labor -hour allocation to the project, and must include each team member's current and projected availability for the duration of the project, including a summary of the time allocated to other projects. Cost Proposal In a separate, sealed envelope, Consultant shall submit a fixed -fee cost proposal consistent with the Scope of Work and the requirements of this RFP. Any optional tasks proposed by the Consultant shall be estimated separately in the cost proposal. The cost proposal shall include a full description and breakdown of the expected expenditures of funds for the proposed project, as set forth in the Scope of Work, in two forms: a task budget and a line item budget. The classifications, names, and hourly billing rates of individuals proposed for the project shall be clearly identified. Cost proposals shall not be opened 3