Terms and Conditions

Limitations 

This request for application (RFA) does not commit Civic Thread to award a contract, to pay any costs incurred in the preparation of applications to this request, or to procure or contract for services or supplies. Civic Thread expressly reserves the right to reject any and all applications or to waive any irregularity or informality in any application or in the RFA procedure and to be the sole judge of the responsibility of any applicant and of the suitability of the materials and/or services to be rendered. Civic Thread reserves the right to withdraw this RFA at any time without prior notice. Further Civic Thread reserves the right to modify the RFA schedule described above. 

Until the award of a contract, the applications shall be held in confidence and shall not be available for public view. No applications shall be returned after the date and time set for the opening thereof. All applications become the property of Civic Thread. Upon award of contract to the successful applicants, all applications shall be public records.  

Award 

All finalists may be required to participate in negotiations and submit such price, technical, or other revisions of their applications as may result from negotiations. However, each initial application should be submitted on the most favorable terms from a price and a technical viewpoint.  

RFA Addendum 

Any changes to the RFA requirements will be made by addenda issued by Civic Thread via the Civic Thread Website and shall be considered part of the RFA. Upon issuance, such addenda shall be incorporated in the agreement documents and shall prevail over inconsistent provisions of earlier issued documentation.  

Verbal Agreement of Conversation 

No prior, current, or post award verbal conversations or agreement(s) with any officer, agent, or employee of Civic Thread shall affect or modify any terms or obligations of the RFA, or any contract resulting from this RFA.  

Precontractual Expense 

Precontractual expenses include any expenses incurred by applicants and selected contract in: 

• Preparing applications in response to this RFA 

• Submitting applications to Civic Thread 

• Negotiations with Civic Thread on any matter related to the application. 

• Other expenses incurred by a contractor or applicant prior to the date of award of any agreement.  

In any event, Civic Thread shall not be liable for any precontractual expenses incurred by an applicant or selected contractor. Applicants shall not include any such expenses as part of the price proposed in response to this RFA. Civic Thread shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFA.  

Signature 

The applicant will also provide the following information in the online form: name and email address of individual with authority to bind the applicant and also who may be contacted during the period of the application evaluation. The application shall be signed by an authorized signatory. The application must be a firm offer for at least a 46-day period. Execution of the contract is expected by December 2024.  

Contract Arrangements 

The successful consultants are expected to contract similar to SACOG’s Standard Agreement, which meets all State and/or Federal requirements. A copy of SACOG’s Standard Agreement is attached as an Exhibit. 

The contract will be an agreement between Civic Thread and the selected consultants.  

Disadvantaged Business Enterprise (DBE) Policy 

Disadvantaged Business Enterprises (“DBE’s”) shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. DBE’s are for-profit small business concerns as defined in Title 49, Part 26.5, Code of Federal Regulations (“CFR”). Civic Thread will not practice discrimination based on race, color, national origin, or sex in the award or performance of this contract. All consulting firms qualifying under this solicitation are encouraged to submit applications, including those who qualify as a DBE. The requirements of 49 CFR Part 26, Regulations of the U.S. Department of Transportation, apply to this request for applications and contract. 

Disadvantaged Business Enterprise (DBE) Obligation 

A DBE Contract Goal of 6.82% has been established for this contract. The applicant must make in good faith efforts, as defined in Appendix A, 49 CFR Part 26, to meet the Contract Goal of DBE participation in this contract.  

The applicant consultant and its subcontractor(s) must agree to ensure that DBEs have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds. In this regard, the consultant and its subcontract(s) shall take all necessary and reasonable steps in accordance with 49 CFR Part 26 to ensure that DBEs have the maximum opportunity to compete for and perform contracts. The consultant and its subcontractor(s) shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of the contract. 

Title VI of the Civil Rights Act of 1964 

The consultant must agree to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000d) and the regulations of the U.S. Department of Transportation issued thereunder in 49 CFR Part 21.  

Equal Employment Opportunity 

In connection with the performance of the contract, the consultant shall not discriminate against any employee or applicant for employment because of race, color, age, creed, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.  

Notification of Results 

All applicants will be notified of the results of the evaluation and which applicants, if any, are recommended for an award.  

Project Funding Source 

This project is funded by SACOG through a federally funded grant program. Funding for the consultant services will be provided by Civic Thread after Civic Thread is reimbursed by SACOG. All expenses must be federally compliant. Payment is on a reimbursement basis. 

Payment Schedule 

The consultant will submit monthly invoices to Civic Thread for services rendered and Civic Thread will compensate the consultants for these services as set forth in the agreement. 

The consultant will be paid in arrears, and on a paid when paid basis. The consultant should forward a copy of all invoices for payment for work performed and associated expenses by the first day of the following month. At Civic Thread’s discretion, Civic Thread may withhold ten percent (10%) of the payments until the successful completion of the project and the delivery and acceptance of all final products.  

Attachments

Upload the required attachments below and ensure it is complete and accurate. Templates are provided (links below) for some attachments and they may be downloaded and utilized.  

• Proposed Budget Template (Access Civic Thread’s Proposed Budget Template here)  

• Resumes (one-page limit per key personnel on the project – combine into one PDF document) 

• 10-H (Access Civic Thread’s 10-H Template here) 

• W-9 (Download the blank W-9 form here) 

References

Below are recommended items to review to support with understanding the project and requirements, if awarded.  

• Full RFA (PDF Version) – UPDATED 9/9/2024: RFA previously stated that the timeline of the work would be from January 2024 to June 2026. Please note that the correct timeline is January 2025 to June 2026. This RFA contains the same information as the information on the website.
• RFA Application (Word Document Version) – Use the online application to submit your response. Do not submit via word document.
• Sample Contract Template (Federal) (PDF Version) – to be added

• RAISE Grant Project Narrative 

• Terms and Conditions 

Federal Exhibits

The Community Leads contracts are federal contracts and awarded Community Leads must meet federal requirements. Applicants are required to review the following exhibits and confirm in the online application they have reviewed the requirements within each exhibit. Note: Awarded Community Leads will be required to complete each exhibit and submit to Civic Thread and SACOG. Applicants DO NOT need to complete all the exhibits at the time of application submission. However, the 10-H1 cost proposal is due with your submission. 

• Exhibit B – Debarment Certification Form 

• Exhibit D – Levine Act Form + Gov Code 1090 (8-1-23) 

• Exhibit J – Lobbying Certification 

• Exhibit 10-H1 Cost Proposal 

• Exhibit 10-K Indirect Costs and Financial System Certification 

Application Checklist

​​☐​ Review the RFA thoroughly and utilize the application in the RFA to support with completing the online form. 
​☐​ Review the reference documents, required attachments, and federal exhibits to ensure understanding of the project requirements.  
​☐​ Complete all required attachments.  
​☐​ Initiate the online application. (The online application cannot be saved and continued at a later time. Utilize the RFA application as a reference and transfer the responses once ready to submit.) 
​☐​ Respond to all required questions and upload all required attachments. Please note that all narrative responses require them to be written separately and uploaded individually.
​☐​ Submit the online application. 

Application (For Reference Only)

Submit your application via the online form.

Please read the guidelines and instructions in the Request for Applications (RFA) carefully before beginning your application. Required fields and attachment uploads are marked with a red asterisk (*).

Link to RFA Materials: https://civicthread.org/community-leads/

Applicants may save their application anytime by clicking the “Save as draft” button at the bottom of the page. A link to your saved draft will appear. Be sure to save the link to access your draft application later. This link can be shared with others in your organization. Please note that files and signatures will not be saved when saved as a draft. You may only submit your application once.

We strongly recommend that applicants work on an external document using the RFA application as a reference. This will ensure that all requirements are met, and responses are accurate. Once you have completed your responses, you can easily copy them into the application. All narrative responses must be uploaded directly in the form so that applicants may submit responses longer than 2000 characters.

EXTENDED APPLICATION DUE DATE: Sunday, September 27, 2024 at 11:59 PM PST 

If you experience any issues submitting your application, email us at contact@civicthread.org with the subject line: Mobility Zones Community Lead RFA – SUBMISSION ISSUE – [ORGANIZATION NAME].  

— 

For your convenience, below are some key timeline dates and information: 

Application Timeline: 

• Question Submission Deadline: September 3, 2024 

• Information Session: September 9, 2024, from 12:00 – 1:00 pm PST – Access the Recording Here – Download the Slides – Download FAQ Here: Frequently Asked Questions

• Extended Application Submission Deadline: Sunday, September 27, 2024 at 11:59 pm PST 

Submit questions related to the RFA to contact@civicthread.org with the subject line: Mobility Zones Community Lead RFA Question – [Organization Name] between Thursday, August 22, 2024 to Tuesday, September 3, 2024.  

If you experience any issues submitting your application, email us at contact@civicthread.org with the subject line: Mobility Zones Community Lead RFA – SUBMISSION ISSUE – [ORGANIZATION NAME].  

Applicant Information 

1. Organization Name * 

2. Organization Address * 

3. Name of Authorized Signatory * 

4. Email Address of Authorized Signatory * 

5. Name of Primary Contact for Application * 

6. Email Address of Primary Contact * 

7. Phone Number for Primary Contact * 

8. Select the county/counties you are applying for. * 

​​☐​ El Dorado (Diamond Springs, Placerville, North Cameron Park, etc.) 

​​☐​ Placer (Colfax, Dutch Flat, King’s Beach, etc.) 

​​☐​ Sacramento (North Highlands, Meadowview, West Arden-Arcade, etc.) 

​​☐​ Sutter (Live Oak, Northeast Yuba City, Sutter, etc.) 

​​☐​ Yolo (Broderick/Bryte, Esparto, Royal Oak, etc.) 

​​☐​ Yuba (Olivehurst, Linda, Marysville, etc.) 

9. Provide a brief overview of your organization and why you are suited to lead this work in the county/counties you have identified. (500 words or less) *   

Cost Proposal 

10. Cost Proposal * 

Funding allocations for each county are anticipated at $70,000 to $80,000. Enter the total dollar amount of costs proposed here. 

Project Understanding 

11. What is your understanding of the project? (250 words or less) * 

12. What do you understand are the anticipated outcomes of your role in the community engagement process? (250 words or less) * 

Approach 

13. What is your general approach to reaching priority communities in your county? Consider your networks in the county you will be working in, where do you anticipate being able to hold events, and which communities can you successfully reach? (500 words or less) * 

14. Engagement should be county-wide, based on your selection in question 8, please identify the jurisdictions, neighborhoods, or unincorporated areas within the county that you have connections in and are able to reach via engagement activities. (500 words or less/list is fine) * 

15. Please identify areas within the county that you may need support engaging. (500 words or less) * 

16. What kind of engagement events would you implement and why are those the best for the communities you work in? Be specific about communities and how you would reach them. (500 words or less) * 

Capacity 

This is a two-year contract concluding in the fall of 2026 and has a heavy community engagement and event planning component. 

17. What kind of staff resources are you able to dedicate to this work? Consider staff time, number of staff, future and existing workload demands, staff experience, etc. (500 words or less) * 
    Note: This question can be supplemented by your budget as documentation and explanation of your capacity.  

18. Please review the timeline provided within the RFA in the Project Funding section under the Contract Period subsection of the RFA and assert that your organization can conduct events accordingly to the timeline established. * 

​​☐​ Yes  

​​☐​ No 

19. Awarded community leads should conduct at least 6-10 events in each phase of the engagement (12-20 events total). If the number of events you can conduct is less or significantly more, please explain. (500 words or less). * 

Experience 

20. Demonstrate your understanding of your county’s specific needs around mobility, connectivity, and/or transportation, and the impacts of people’s daily lives such as access to education, employment, and services. Be specific about any work your organization has conducted related to these topics. (300 words or less). * 

21. Project Reference 1: Provide a project reference that speaks to your organization’s ability to manage and lead this work and the experience of the proposed personnel. Include the project name, total budget, client contact information, and a short description of the work conducted. (250 words) * 

22. Project Reference 2: Provide a project reference that speaks to the technical ability and experience of the proposed personnel. Include the project name, total budget, client contact information, and a short description of the work conducted. (250 words) * 

Required Attachments  

Please upload all attachments as required in the RFA and any supplemental attachments (e.g. resumes for key personnel, budget). File type for each attachment have been identified below. Be sure to upload only in the requested file or it will not be accepted. You may download and utilize available attachment templates on the Civic Thread website. 

23. Proposed Project Budget * 

Your proposed project budget should include the overall project cost, budget by task, including direct costs (mileage, printing, translations, etc.) and billable rates for each project staff. Ensure that your proposed budget is complete and accurate and is aligned with your proposed cost. Upload your final proposed project budget in excel format only.  

24. 10-H1 * 

Complete the 10-H1 form and upload it in excel format only.  

25. Resumes for Key Personnel * 

Provide resumes for each key personnel on this project (one-page limit per staff) and upload as one PDF document.  

26. W-9 

Complete and submit a W-9 for your organization.  

27. Required Attachments *

I assert that I have uploaded all attachments as required in the RFA and any supplemental attachments (e.g. resumes for key personnel, budget). File type for each attachment have been identified above. Be sure to upload only in the requested file or it will not be accepted. You may download and utilize available attachment templates on the Civic Thread website.

28. Assertion of Federal Exhibits Review 

Assert for each exhibit that you have reviewed and understand the requirements of each document below. Links to the exhibits can be found in the RFA. Awarded Community Leads will be required to complete each exhibit and submit to Civic Thread and SACOG. Applicants do not need to complete the exhibits at the time of application submission with the exception of the 10-H1 form. The 10-H1 form should be completed and uploaded in the attachments section above.  

• Exhibit B – Debarment Certification Form * 

• Exhibit D – Levine Act Form + Gov Code 1090 (8-1-23) * 

• Exhibit J – Lobbying Certification * 

• Exhibit 10-H1 Cost Proposal * 

• Exhibit 10-K Indirect Costs and Financial System Certification *