Vendor Guide - English

8/2/2019 Vendor Guide - English

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Vendor GuideInformation on

Doing Business with

Capital Metro

Let’s Do Busines



Capital Metro Service Area

PARTICIPATING JURISDICTIONS

Austin

Jonestown

Lago Vista

Leander

Manor

Point Venture

San Leanna

VolenteTravis Co. Portion

Williamson Co. Portion



Let’s Do Business, Prospective Contractor:

Have you considered doing business with a public agency? Tere are thousands o publicpurchasing opportunities and related success stories to be told. We’d like you to be one o those success stories, so with you in mind we created a Vendor Guide to help you alongyour way. Tis guide provides useul inormation on business opportunities at one such

agency, Capital Metro.

In addition to some basic background inormation, the guide includes a list o the things we typically buy, procurement department telephone numbers, suggestions on how topresent yoursel to Capital Metro, and a primer on procurement methods. Tere is alsodisadvantaged/minority/woman- owned business inormation, and some standard termsand conditions you will need to ollow i we do business together. We also discuss ourbusiness outreach program, which lets you know what we are buying at any time and how you can participate.

Capital Metro uses DemandStar by Onvia, an online supplier database or distribution o

solicitation documents. By subscribing, you will automatically be notied by ax or e-mail whenever Capital Metro solicitations are issued which match your business prole.

In addition to the ax or e-mail notication service, the subscription provides vendors withree unlimited download capability o the electronic version o Capital Metro solicitations.However, i you are interested in getting a hard copy, the ree subscription does not coverthe reproduction or delivery cost or copies o solicitations including blueprints, drawings,or specications. For current basic reproduction and/or delivery costs please call thenumber below.

Call DemandStar Supplier Services at (800) 711-1712 or send an e-mail [email protected] to start your subscription.

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mailto:[email protected]

mailto:[email protected]



TABLE OF CONTENTS

Procurement Charter...........................................................................3

Introduction to Capital Metro.............................................................4

Capital Metro’s Procurement Department ...........................................5

ypes o Commodities & Services Purchased ......................................6

Presenting Yoursel to Capital Metro ...................................................7

Procurement Department Contact Inormation ..................................7

Disadvantaged Business Enterprise (DBE) Program ............................8

How to Find Out About Capital Metro Business Opportunities.................................................11

Procurement Methods.........................................................................12

Standard erms and Conditions ..........................................................14

Contract Perormance .........................................................................17

Useul Acronyms.................................................................................17

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PROCUREMENT CHARTER

Vision:

Develop and maintain a strategic Procurement organization that is committed to Capital

Metro’s excellence and success through improved:

—Procurement Cycle ime

—Internal Customer Satisaction

—Community/Supplier Perception

Mission:

Provide timely delivery o good and services, quality customer service, and savings through:

—Obtaining the best value to meet or exceed the agency’s needs

—Maintaining eective and user-riendly processes and systems

—Building strategic partnerships with internal customers

—Maintaining a pool o qualied suppliers and obtaining maximum value rom supplierrelationships

—Providing education tools or the procurement team, customers and suppliers

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INTRODUCTION TO CAPITAL METRO

In January 1985, voters in Austin and the surrounding area approved the creation o theCapital Metropolitan ransportation Authority (“Capital Metro”) under the provisions o

Article 1118x, re-codied as Chapter 451 o the exas ransportation Code. Te agency isunded, in part, by a one percent (1%) local sales tax.

Capital Metro is responsible or providing mass transit service within the City o Austinand the surrounding communities o Leander, Lago Vista, Jonestown, Manor, San Leanna,Volente, and Point Venture, as well as the unincorporated area o ravis County withinCommissioner Precinct 2 and the Anderson Mill area o Williamson County.

Capital Metro is governed by a seven member Board o Directors composed o the ollowing:two council members appointed by the Austin City Council; one commissioner appointedby the ravis County Commissioners’ Court; one mayoral representative appointed by the

mayors o the suburban cities o ravis County within the service area; one representativeappointed by a panel made up o the mayors o the suburban cities, the Williamson County Judge and the presiding ocer o each municipal utility district; and two members-at-largeappointed by the Capital Area Metropolitan Planning Organization.

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CAPITAL METRO’S PROCUREMENT DEPARTMENT

Capital Metro’s Procurement Department is responsible or purchasing all goods andservices required by Capital Metro in accordance with sound public contracting policies

and procedures.

Capital Metro’s contracting goals are to:

1. Provide or public condence in the procurement procedures ollowed by Capital Metro;

2. Ensure air and equitable treatment o all persons who deal with Capital Metro’sprocurement system;

3. Provide increased economy in the Authority’s procurement activities and maximize, to theullest extent practicable, the purchasing value o the public unds used by Capital Metro;

4. Foster eective, broad-based competition within the ree enterprise system;

5. Provide saeguards or the maintenance o a procurement system o quality and integrity; and

6. Provide or the timely resolution o protests and contract disputes.

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TYPES OF GOODS & SERVICES PURCHASED

Capital Metro purchases a large variety o goods and services. Below is a non-inclusive list o common purchases:

Business Services

Uniorm Rental emporary Employees Employee BenetsFinancial Services Advertising Security Consulting Medical Laboratory CateringBackground Checks Proessional Services Records StorageProject Management Recruiting Services Storage

Capital Improvements

Construction Rail Improvements Estimating Services Appraisals Inspection Services Environmental

itle Searches Proessional Services Signage

Other Goods and Services

Oce Computer Hardware Oce Supplies rainingand Sotware Building Maintenance ools

Furniture Shop Equipment Pest Control Janitorial Business CenterFuels/Oils/Lubricants Services

Printing and Graphics

Brochures imetables BlueprintsMaps Awards DecalsEmbroidery Forms Promotional ItemsSchedule Books Pocket Schedules CAD

Vehicles

Buses Vans rucksRail Vehicles Automobiles Associated Parts

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PRESENTING YOURSELF TO CAPITAL METRO

Tere are several ways to presentyoursel to Capital Metro. You

may mail promotional and othermaterials; contact us by phone,ax, or electronic mail; or visit uspersonally. In addition, materialssent to Capital Metro should includesucient inormation so that we canquickly identiy the goods or services which you sell.

Mail-ins

All promotional and other specially

prepared materials should be sent to:

Capital MetroProcurement Department 2910 E. Fith Street Austin, TX 78702

Your materials will be circulated to key Capital Metro personnel.

PROCUREMENT DEPARTMENT CONTACT INFORMATION

Phone

Call the Procurement oces directly at (512) 389-7460.

Fax

Fax inormation to us at (512) 389-7594.

Electronic Mail

E-mails questions or inormation to [email protected] .

Visit us on the Web

Visit us at www.capmetro.org and ollow the Business Center link.

Personal Visits

Please call our main number, (512) 389-7460, to schedule an appointment to visit theCapital Metro Procurement Department.

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DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM

Capital Metro has establisheda DBE program in accordance

with regulations o the U.S.Department o ransportation(DO), 49 CFR part 26.Capital Metro has receivedFederal nancial assistancerom the Department o ransportation, and as acondition o receiving thisassistance, Capital Metro hassigned an assurance that it willcomply with 49 CFR part 26.

It is the policy o Capital Metro to ensure that DBEs have an equal opportunity to receiveand participate in DO assisted contracts. It is Capital Metro’s policy:

1. o ensure nondiscrimination in the award and administration o DO assisted contracts;

2. To create a level playing feld on which DBEs can compete airly or DOT assisted contracts;

3. o ensure that the DBE program is narrowly tailored in accordance with applicable law;

4. o ensure that only rms that ully meet 49 CFR part 26 eligibility standards arepermitted to participate as DBEs ;

5. o help remove barriers to the participation o DBEs in DO assisted contracts; and

6. o assist in the development o rms that can compete successully in the marketplaceoutside the DBE program.

For more inormation regarding the DBE program at Capital Metro please contact:

Business Development Manager/DBE Ocer 512-369-6200

DBE/Community Outreach Coordinator 512-389-7434Business Development Specialist 512-369-6255Fax: 512-369-6072 Web site: http://www.capmetro.org/business/disadvantaged_sta.asp

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http://www.capmetro.org/business/disadvantaged_staff.asp

http://www.capmetro.org/business/disadvantaged_staff.asp



WHAT IS DBE?

Te DBE program is dierent than the local M/WBE and HUB programs. It ensures equalopportunity in transportation contracting markets, addresses the eects o discrimination

in transportation contracting, and promotes increased participation in ederally undedcontracts by small, socially and economically disadvantaged businesses, including minority and women owned enterprises. Te statute provides that at least 10% o the amountmade available or any ederal-aid highways, mass transit, and transportation research andtechnology program be expended with certied DBEs.

Federal Regulation, 49 CFR, Part 26, Subpart E, section 26.81 states that each state must implement a “one stop” certifcation process or Disadvantaged Business Enterprises (DBEs). Eachentity receiving Department o ransportation (DO) unds is required to enter into and sign anagreement establishing and supporting a Unifed Certifcation Program (UCP) within the state.

In response to this mandate, six agencies have agreed to perorm the certifcation o DBEs withinthe state o exas under the exas Unifed Certifcation Program (UCP). Te six agencies are:exas Department o ransportation, North Central exas Regional Certifcation Agency, SouthCentral exas Regional Certifcation Agency, City o Houston, City o Austin and the Corpus Christi Regional ransportation Authority.

Once a rm has been certied as a DBE, it shall remain certied or a period o at leastthree years unless and until its certication has been removed or reasons outlined in 49CFR Sec. 26.87.

Capital Metro is earnestly endeavoring to obtain the participation o DBEs by soliciting bidsor Capital Metro requirements. Once certied, our Procurement Department will receiveinormation regarding your rm or sourcing activities.

For more inormation on how your rm can become DBE certied, please contact the City o Austin’s Small & Minority Business Resource Department:

4201 Ed Bluestein Blvd.P.O. Box1088 Austin, X 78767-2516

el: (512) 974-7600Fax: (512) 974-7601

or log on to:http://www.cityoaustin.org/smbr

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http://www.cityofaustin.org/smbr



Prime Contractors

Capital Metro prime contractors are encouraged to subcontract with DBEs. Tis program isalso administered by Capital Metro’s DBE oce.

All procurements in excess o $25,000 are examined by the DBE oce to determine i DBE

subcontracting goals can be reasonably established. o make this determination, the DBEoce careully examines 2 key elements:

1. Subcontracting opportunities or each procurement; and2. Te number o DBE rms available in each subcontracting category.

I goals are established, potential prime contractors to Capital Metro are expected to maketheir best eort to meet goals (e.g., 25% o the contract price will fow down to DBEs). When addressing DBE goals in bids/proposals, potential contractors are required to comply with the provisions and instructions set orth in the solicitation.

ComplianceOnce prime contractors commit to meeting DBE subcontracting goals, the DBE oce works with prime contractors to ensure success towards meeting their commitments. Tisinvolves periodic reviews with both the prime and DBE subcontractors. In addition, primecontractors are required to submit a Vendor Payment Report Form with their invoices, whichindicates the level o DBE participation.

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HOW TO FIND OUT ABOUT CAPITAL METRO

BUSINESS OPPORTUNITIES

Tere are several ways to nd out about Capital Metro contracting opportunities. Tey include a call-in phone line, newspaper advertising, direct mailings, and visiting the Business

Center section o our Web site at www.capmetro.org and ollowing the “Doing Business With Capital Metro” link.

Call-in Line

For more inormation about contracting opportunities call (512) 389-7460.

Newspaper Advertising

Capital Metro advertises current business opportunities in the Monday edition o the Austin American-Statesman.

Special Interest Groups and Plan Rooms

Capital Metro sends copies o solicitations to special interest groups and plan rooms whomake them available or viewing to their respective members. Tey include:

Asian American Chamber o Commerce (512) 407-8240 Asian Construction rade Association (512) 926-5400 Associated Builders & Contractors, Central exas Chapter (512) 719-5263 Associated General Contractors (512) 442-7887 Associated General Contractors, San Antonio (210) 349-4921 Austin Black Contractor’s Association (512) 467-6894 Austin Hispanic Chamber o Commerce (512) 476-7502

Austin Metropolitan United Black Contractors Association (512) 784-1891 Austin Minority rades Association (214) 457-9072Builder’s Exchange o exas, Inc. (210) 564-6900Capital City Arican American Chamber o Commerce (512) 459-1181City o Austin Small Business Development Dept. (512) 974-7799Construction Data Hotsheet (800) 872-7878Construction Inormation Network (713) 868-2233F.W. Dodge McGraw-Hill (512) 458-1341Hispanic Contractors Association (512) 929-3363National Association o Women in Construction (512) 476-5534Reed Construction Data (800) 424-3996

exas Asian Chamber o Commerce (512) 420-8777US Hispanic Contractors (512) 374-1595 Whitley & Siddons (512) 477-9491 Women’s Chamber o Commerce (512) 338-0839

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PROCUREMENT METHODS

Capital Metro uses a variety o procurement methods. Selecting the correct one is dependenton several actors. One important actor is the estimated price. Items expected to cost less

than $25,000 are purchased via Capital Metro’s “small purchases” method o procurement. Anything in excess o $25,000 is required to be ully and openly competed.

Small Purchases

Purchases under $2,500 single-sourced. I the price oered is determined to be air andreasonable, and the vendor is able to meet delivery and other requirements, no other vendorsare contacted.

Requests or Quotes (RFQs) are used or all purchases expected to cost between $2,500and $25,000. A brie description o the item or service needed is provided to vendors, who provide written quotes to Capital Metro by an established deadline. Vendors are

notied using the online supplier database, DemandStar by Onvia, or Quotewire, whichis a DemandStar service. Capital Metro may add additional vendors to the DemandStar orQuotewire notication list sourced rom the requesting department, the Internet, phonebooks, industry guides, etc.

Large Purchases

Purchases in excess o $25,000 require more sophisticated methods than those used or smallpurchases. Special eorts are made to make the vendor community aware o Capital Metro’srequirements. Capital Metro then generally accepts bids or proposals rom any vendor who wishes to participate in a competition. Solicitations are advertised in newspapers and vendors

are notied using the online supplier database, DemandStar by Onvia.

Te basic types o procurement methods used or large purchases are Invitations or Bids(IFB) and Requests or Proposals (RFP). Generally, goods/commodities are purchased viaIFB, whereas services are generally purchased via RFP. In both cases, Capital Metro providenotice to vendors through DemandStar. Te notice provides a basic description o the itemor services to be purchased and prompts vendors to return the notice to Capital Metro.Te solicitation is developed and includes a detailed purchase description and/or statemento work, contractual terms and conditions, and instructions on how to submit an oer toCapital Metro. Solicitations remain open an adequate amount o time allowing vendorsenough time to respond.

For IFBs, Capital Metro awards contracts to the responsive, responsible bidder oering thelowest price. A bid is responsive i it meets all the material requirements o a solicitation;in other words, the bid submitted by the vendor doesn’t vary rom Capital Metro’s originalrequirement. A bidder is responsible i (s)he/ can demonstrate the capacity and the willingness to perorm (i.e., proper equipment, manpower, nancial resources, technicalexpertise, etc.). o say then that when the IFB method o procurement is used, the “low

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bidder” always gets an award is incorrect. An award is made to the “low bidder” only i thebidder meets both tests o responsiveness and responsibility.

For RFPs, award is not based on price alone, but other weighted actors o importancespecied in the solicitation. Selection or award is done by an evaluation team that

independently evaluates the proposals submitted.

For each solicitation issued, Capital Metro assigns a Contracts Administrator as primary point o contact to assist vendors. In addition, a conerence is generally scheduled well inadvance o the bid/proposal submission deadline so vendors may obtain clarication romCapital Metro.

Ater evaluation o all oers, Capital Metro awards a contract. Contracts in excess o $100,000 require approval by Capital Metro’s Board o Directors prior to award.

OTHER PROCUREMENT METHODS

Tere are other inrequently used procurement methods. Tey include sole source, Statemento Qualications (SOQ) or statutory proessional services or disciplines that require State o exas licensing, and emergency procurements.

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STANDARD TERMS & CONDITIONS

Now that you know a little about the types o procurement methods used by Capital Metro,here are a ew o our Standard erms.

Solicitation Time: Capital Metro will allow adequate time between the time solicitations areissued and bids/proposals are due back to Capital Metro.

Bid/Proposal Deadlines: Tese deadlines must be met. Exceptions include items sentregistered/certied mail no later than 5 calendar days prior to deadlines that are deliveredlate by the US Postal Service, and when there is only 1 oer received and that oer is late.Otherwise, any oer that is received ater the due date/time will not be considered or award.

Amendments: Amendments are ocial changes to a solicitation. Vendors are required toacknowledge receipt o amendments. Failure to do so may result in rejection o the oer.

Pre-Bid/Proposal Conerences: Tese conerences are held in most cases. Te conerenceprovides an opportunity or vendors to ask contracting and technical sta questions abouta solicitation. It is also an excellent networking opportunity or prime and subcontractorsto meet.

Prompt Payment Discounts: Capital Metro makes every eort to take advantage o promptpayment discounts oered by vendors; however, a prompt payment discount will not beconsidered in the evaluation o bids/proposals.

Do Not Provide Extraneous Inormation: Do not include promotional or other extraneousmaterials along with bids/proposals unless Capital Metro asks or them. Extraneous itemsmay serve to change the oer and cause it to be rejected. Always call Capital Metro inadvance i including materials other than the items specied in the solicitation.

Exceptions Not Allowed: Exceptions are generally not allowed in bids. Vendors whosubmit bids and take exception to the solicitation terms and conditions run the risk o having their oers rejected. RFPs and SOQs may allow vendors to include any exceptions with their proposal.

Restricted Communications: Unless otherwise authorized in Capital Metro’s solicitation

package, Capital Metro requires vendors to restrict their communications with Capital Metroto only those persons specied in the solicitation package. Communications by vendors withunauthorized Capital Metro personnel (i.e., technical representatives, Board Members, etc.)may lead to rejection o the submitted bid/proposal.

Public Bid Openings: Bids are publicly opened immediately ollowing the submissiondeadline. Vendors are welcome to attend. Proposals, however, are not publicly opened.

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Pre-Award Surveys: Frequently pre-award surveys are required prior to contract award. Tey vary in complexity depending on the item being purchased, Capital Metro’s prior experience with a vendor, etc.

Award Announcements: Notices to unsuccessul vendors are mailed routinely providing the

name o the successul vendor and that vendor’s bid/proposal price.

Proprietary/Confdential Data: Capital Metro encourages vendors to mark any section o their oer which contains proprietary and/or condential data. I the data qualies underthe exas Open Records Act as “non-releasable”, Capital Metro will not share it with personsoutside the Agency.

Debriefngs: For RFPs and SOQs, Capital Metro will meet with unsuccessul vendors with the purpose o discussing the vendor’s oer and how it might be improved or utureprocurements. Debriengs will not include comparisons between vendors.

Texas Open Records Act: Capital Metro is legally subject to the exas Public Inormation Act. Tis means Capital Metro will share inormation with requestors, provided that CapitalMetro possesses such inormation and it has not been determined to be proprietary and/orcondential. For RFPs and SOQs, all proposal inormation is proprietary and condentialuntil contract award.

Protests: Any interested party aggrieved or adversely aected in connection with asolicitation or contract award may submit a protest to Capital Metro. Capital Metro hasinternal procedures governing such actions. Specic procedures may be requested rom theProcurement Department through any o the contact methods previously listed.

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Construction Projects: Tere are some unique issues associated with constructionsolicitations:

(1) Hard Copies: Because o the expense involved in reproducing engineering drawings,Capital Metro does not provide these. Bid solicitation documents and drawings are

available rom DemandStar, and solicitations and drawings may be available on a CD.

(2) Planrooms: Capital Metro sends complete copies o all construction solicitations tovarious planrooms throughout the area. See Page 9 or list.

(3) Order o Magnitude: Each construction solicitation will include an estimated pricerange so that bidders have a eel or the magnitude o projects.

(4) Bonds: Bid, payment and perormance bonds are required on most Capital Metroconstruction projects.

(5) Liquidated Damages: Some construction projects include liquidated damages in theevent Contractors, through their own negligence, ail to meet construction schedules.

Common Vendor Errors in Construction Bids:• Forgettingtosignthebid/proposal • Takingexceptionstothesolicitation • Failuretoacknowledgereceiptofamendments • Includingpromotional/extraneousinformationwhichservestoalterthesolicitation

requirements• Failuretoreturnallrequiredforms • FailuretosourceDBEearlyintheprocess • Latedeliveryofbids/proposals

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CONTRACT PERFORMANCE

Pre-Perormance Conerence: Capital Metro will host a post-award meeting with thesuccessul vendor or the purpose o reviewing the contract requirements beore giving

Notice to Proceed.

Authorized Personnel: Contractors may not start or stop work, or accept directions tochange work rom any person at Capital Metro other than persons designated as ContractingOcers or Project Managers. Upon award o the contract, Contractors receive writtencorrespondence naming these individuals.

Assignment: Contractors are not permitted to assign in whole or part any part o theirCapital Metro contract or any monies due them without the prior written consent o CapitalMetro.

On-Time Delivery and Perormance: As any buyer o goods or services, Capital Metroexpects on-time delivery and perormance on all contracts.

Invoicing and Payment erms: Only properly prepared invoices are accepted or payment.Invoicing instructions are contained in each contract. Payment terms are in accordance withthe Prompt Payment Act. Prompt payments and discounts may be taken, i oered.

USEFUL ACRONYMS

Capital Metro Capital Metropolitan ransportation Authority DBE Disadvantaged Business EnterpriseEOI Expression o InterestIFB Invitation or BidRFQ Request or QuotesRFI Request or InormationRFP Request or ProposalSOQ Statement o Qualications

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miles of existing freight tracks

between Leander and Downtown

Austin. It will provide convenient

service for suburban and central

Austin residents in 2008.

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studied along existing Capital

Metro freight tracks from

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circulator alternatives, such as aFuture

modern streetcar,* to serve the Park & RideUniversity of Texas, the Capitol

Manorand Downtown Austin. Harris Branch

Park & Ride

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Highland Mall“talk” to traffic signals, & RideSouth Congress 360 Starter Line Triangleshortening bus travel times by

as much as 20 percent. Capital ParkFuture & Ride

To ElginMueller CommunityMetroRapid stops feature “real Service

time” next bus signs, giving

customers the exact arrival time

of their next bus. Austin 183 To Lakeway

Express & Local Bus 130 1

71 PlazaBoth services will be expandedSaltillo

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tracks along MoPac Expressway

to serve north and south Austin,

and also would connect to 18Georgetown, San Marcos and

San Antonio.

Documents

Vendor Guide - English