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

3. 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.

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

5. PROCUREMENT PROCESS Planning Requisition Documentation

6. BASIC REQUIREMENT Full and Open Competition

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

8. Invitation for Bid Methods of Procurement Request for Proposal Piggyback

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

10. 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

11. State Vehicle Bus Contract

12. 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

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

14. 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

15. 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

16. 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

17. 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

18. INTERNET REFERENCES FTA Circular 4220.1E - http://www.fta.dot.gov/documents/C4220_1E_Annotated.doc http://www.fta.dot.gov/documents/C4220_1E_Annotated.doc FTA Best Practice Procurement Manual - http://www.fta.dot.gov/9386_ENG_HTML.htm http://www.fta.dot.gov/9386_ENG_HTML.htm FTA Procurement News - http://www.fta.dot.gov/news/15774_ENG_HTML.htm http://www.fta.dot.gov/news/15774_ENG_HTML.htm FTA Third Party Procurement Helpline - http://www.fta.dot.gov/ftahelpline/index.htm http://www.fta.dot.gov/ftahelpline/index.htm Division of Mass Transportation–Transit Procurement http://www.dot.ca.gov/hq/MassTrans/ostprocurement.htm 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

19. RESOURCES Dan Mundy – Branch Chief Email: Dan_Mundy@dot.ca.govDan_Mundy@dot.ca.gov Phone: (916) 657-4587 Helen Louie Email: Helen_Louie@dot.ca.govHelen_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