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THE PROCUREMENT PROCESS Presented by Caltrans Rural and Small Transit Operators

THE PROCUREMENT PROCESS Presented by Caltrans Rural and Small Transit Operators Procurement and Monitoring Branch. WHY DO WE HAVE TO DO THIS?.

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THE PROCUREMENT PROCESS Presented by Caltrans Rural and Small Transit Operators

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  1. THE PROCUREMENT PROCESS Presented by Caltrans Rural and Small Transit Operators Procurement and Monitoring Branch

  2. 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.

  3. WHY DO WE HAVE TO DO THIS? • State of California Standard Agreement • Section 5311 Handbook and Guide - April 2002

  4. PROCUREMENT PROCESS • Planning • Requisition • Documentation

  5. BASIC REQUIREMENT Full and Open Competition

  6. Methods of Procurement • Micro Purchase – Under $2,500 • Small Purchase - More than $2,500 but under $100,000

  7. Methods of Procurement • Invitation for Bid • Request for Proposal • Piggyback

  8. Project Category • Capital Vehicles; Intermodal Facilities; Bus Shelter, Bench, and Signage; Radio Communication; Planning Study • Operating System Operation, Management, and/or Maintenance

  9. 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

  10. State Vehicle Bus Contract

  11. 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

  12. What do we need from you? State Procurement • Procurement Schedule • Purchase Order • Vehicle Acceptance and Request for Reimbursement

  13. 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

  14. Required Contract Clauses Fly America Buy America Charter Bus & School Bus Cargo Preference Seismic Safety Energy Conservation Clean Water Bus Testing Pre-Award and Post Delivery Audit Lobbying

  15. Required Contract Clauses Access to Records & Reports Federal Changes Bonding Clean Air Recycled Products Davis-Bacon & Copeland Anti-Kickback Acts Contract Work Hours & Safety Standards Act No Government Obligation to Third Parties Program Fraud and False or Fraudulent Statements and Related Acts

  16. Required Contract Clauses 21. Termination Government-Wide Debarment & Suspension Privacy Act Civil Rights Breaches & Dispute Resolution Patent and Rights in Data Transit Employee Protective Agreements Disadvantaged Business Enterprise (DBE) 30. Incorporation of FTA Terms 31. Drug & Alcohol Testing

  17. 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

  18. RESOURCES Dan Mundy – Branch Chief Email: Dan_Mundy@dot.ca.gov Phone: (916) 657-4587 Helen Louie Email: Helen_Louie@dot.ca.gov Phone: (916) 657-3946 Caltrans Division of Mass Transportation Rural and Small Transit Operators Procurement and Monitoring Branch P.O. Box 942874, M.S. 39 Sacramento, CA 94272-0001

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