THE PROCUREMENT PROCESS

Presented by

CaltransRural and Small Transit Operators

Procurement and MonitoringBranch

WHY DO WE HAVE TO DO THIS?

In order to receive federal funding, grantees must adhere to the requirements set forth in FTA Circular 4220.1E for the solicitation, award and administration of its third party contracts.

•State of California StandardAgreement

WHY DO WE HAVE TO DO THIS?

•Section 5311 Handbook and Guide - April 2002

PROCUREMENT PROCESS

•Planning

•Requisition

•Documentation

BASIC REQUIREMENT

Full and Open Competition

Methods of Procurement

Micro Purchase – Under $2,500 Small Purchase - More than

$2,500 but under $100,000

Invitation for Bid

Methods of Procurement

Request for ProposalPiggyback

Project Category

CapitalVehicles; Intermodal Facilities; Bus

Shelter,Bench, and Signage; Radio

Communication;Planning Study

OperatingSystem Operation, Management,

and/orMaintenance

State Vehicle Bus Contract

Lowest possible price Time savings Meets all State and Federal

contracting requirements Seven types of ADA compliant

vehicles available ranging from 5-32 passenger capacity

461 vehicles purchased in 2004

State Vehicle Bus Contract

What do we need from you?Local Procurement

• Procurement Schedule• Bid Document•Price Analysis and Proposed Bid Award

•Pre-Award and Post-Delivery Audit (Rolling Stock Only)

•Request for Reimbursement

What do we need from you?State Procurement

• Procurement Schedule• Purchase Order•Vehicle Acceptance and Request for Reimbursement

What do we need from you?Piggyback

• Procurement Schedule•Request for Piggyback•Letter from Primary Agency Allowing a Piggyback and Copy of

the Contract.

•Purchase Order•Vehicle Acceptance and Request for Reimbursement

Required Contract Clauses

1. Fly America

2. Buy America

3. Charter Bus & School Bus

4. Cargo Preference

5. Seismic Safety

6. Energy Conservation

7. Clean Water

8. Bus Testing

9. Pre-Award and Post Delivery Audit

10. Lobbying

Required Contract Clauses

11. Access to Records & Reports

12. Federal Changes

13. Bonding

14. Clean Air

15. Recycled Products

16. Davis-Bacon & Copeland Anti-Kickback Acts

17. Contract Work Hours & Safety Standards Act

19. No Government Obligation to Third Parties

20. Program Fraud and False or Fraudulent Statements and Related Acts

Required Contract Clauses

21. Termination

22. Government-Wide Debarment & Suspension

23. Privacy Act

24. Civil Rights

25. Breaches & Dispute Resolution

26. Patent and Rights in Data

27. Transit Employee Protective Agreements

28. Disadvantaged Business Enterprise (DBE)

30. Incorporation of FTA Terms

31. Drug & Alcohol Testing

INTERNET REFERENCES

FTA Circular 4220.1E -http://www.fta.dot.gov/documents/C4220_1E_Annotated.doc

FTA Best Practice Procurement Manual -http://www.fta.dot.gov/9386_ENG_HTML.htm

FTA Procurement News - http://www.fta.dot.gov/news/15774_ENG_HTML.htm

FTA Third Party Procurement Helpline -http://www.fta.dot.gov/ftahelpline/index.htm

Division of Mass Transportation–Transit Procurement http://www.dot.ca.gov/hq/MassTrans/ostprocurement.htm

Section 5311 Handbook and Guide -

http://www.dot.ca.gov/hq/MassTrans/doc_pdf/5311/5311_Handbook.pdf

RESOURCES

Dan Mundy – Branch ChiefEmail: Dan_Mundy@dot.ca.govPhone: (916) 657-4587

Helen LouieEmail: Helen_Louie@dot.ca.govPhone: (916) 657-3946

Caltrans Division of Mass Transportation

Rural and Small Transit OperatorsProcurement and Monitoring

BranchP.O. Box 942874, M.S. 39

Sacramento, CA 94272-0001