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Public Transportation grant subrecipients are required to comply with third-party contracting standards in accordance with Federal Transit Administration guidelines and adhere to standard procurement practices outlined by the
Federal Transit Administration. In addition to written standards of conduct and written protest procedures, agencies are required to create a written record of the procurement history. Using bid forms as supporting material, this sample written procurement history incorporates procurement planning and pre-award / post-delivery audit requirements. Transit Managers need to issue a successful IFB or RFB and meet the DOT requirements for purchasing under the Best Practices Manual under Title 49 of the Code of Federal Regulations Part 18 (State and Local Governments) or the Common Rule 49 CFR Part 19 (Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations).
Advertisement in a newspaper alone does not always generate enough interest in the agency's procurement process. The agency should encourage as much competition as possible, and should strive to get at least three (3) bids. Many agencies send a bid letter to vendors asking them to express their interest in submitting a bid.
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The key features of this sample bid letter include the amount of vehicles to be purchased (a minimum and maximum quantity), a 45-day approved - equals process, and a general description of the vehicle in lieu of a specification. The general instructions, bid forms and specifications are sent to the vendors that respond to the bid letter.
The Idaho state purchasing or ITD purchasing section does not acquire or issue bids for vehicles for subrecipients. The Division of Public Transportation may hire a contractor to prepare a bid package and vehicle specifications for those organizations who wish to join a group procurement package to order a vehicle or be eligible for a transfer of a purchase option. Experienced organizations are allowed to issue RFB’s and vehicle specifications with approval of ITD/PT.
FTA has provided a
Self-Assessment Guide
for subrecipients. All vehicles must have been Altoona tested and
the Altoona report on file before FTA funds will be released.
Grant Subrecipients must comply with FMCSA regulations
regarding the size of vehicles and driver qualifications, e.g.
CDL, medical history, for-hire CMV and insurance. Subrecipients must complete the following Checklist (doc) upon delivery.
Grants officers may also know of used FTA funded vehicles for sale
and when RFB’s are announced. Contact the District Grants Officer for specific information
or use e-mail and Contact Us.
A helpful website which links to vehicle
vendor models and manufacturers is Florida DOT. |
