Vendor Guide

Information on Doing Business with Capital Metro

Let’s Do Business!

Capital Metro Service Area

PARTICIPATING JURISDICTIONS Austin Jonestown Lago Vista Leander Manor Point Venture San Leanna Volente Travis Co. Portion Williamson Co. Portion

Let’s Do Business. 1 . Call DemandStar Supplier Services at (800) 711-1712 or send an e-mail to supplierservices@onvia. so with you in mind we created a Vendor Guide to help you along your way. suggestions on how to present yourself to Capital Metro. Capital Metro. the free subscription does not cover the reproduction or delivery cost for copies of solicitations including blueprints. to start your subscription. Prospective Contractor: Have you considered doing business with a public agency? There are thousands of public purchasing opportunities and related success stories to be told. which lets you know what we are buying at any time and how you can participate. an online supplier database for distribution of solicitation documents. the guide includes a list of the things we typically buy. By subscribing. procurement department telephone numbers. There is also disadvantaged/minority/woman. drawings. In addition to the fax or e-mail notification service. or specifications. Capital Metro uses DemandStar by Onvia.owned business information. you will automatically be notified by fax or e-mail whenever Capital Metro solicitations are issued which match your business profile. For current basic reproduction and/or delivery costs please call the number below. We’d like you to be one of those success stories. if you are interested in getting a hard copy. and a primer on procurement methods. We also discuss our business outreach program. This guide provides useful information on business opportunities at one such agency. the subscription provides vendors with free unlimited download capability of the electronic version of Capital Metro solicitations. In addition to some basic background information. and some standard terms and conditions you will need to follow if we do business together.

.........17 2 ...............................11 Procurement Methods..........8 How to Find Out About Capital Metro Business Opportunities.................................5 Types of Commodities & Services Purchased .......3 Introduction to Capital Metro......17 Useful Acronyms ...........................................................TABLE OF CONTENTS Procurement Charter..............4 Capital Metro’s Procurement Department ..................................................................................................................................................................................................................................................................................................................6 Presenting Yourself to Capital Metro .................................12 Standard Terms and Conditions .........14 Contract Performance ........................7 Procurement Department Contact Information ...........................................................................................................7 Disadvantaged Business Enterprise (DBE) Program .................

PROCUREMENT CHARTER Vision: Develop and maintain a strategic Procurement organization that is committed to Capital Metro’s excellence and success through improved: —Procurement Cycle Time —Internal Customer Satisfaction —Community/Supplier Perception Mission: Provide timely delivery of good and services. and savings through: —Obtaining the best value to meet or exceed the agency’s needs —Maintaining effective and user-friendly processes and systems —Building strategic partnerships with internal customers —Maintaining a pool of qualified suppliers and obtaining maximum value from supplier relationships —Providing education tools for the procurement team. customers and suppliers 3 . quality customer service.

one commissioner appointed by the Travis County Commissioners’ Court. by a one percent (1%) local sales tax. one mayoral representative appointed by the mayors of the suburban cities of Travis County within the service area. Volente. in part. the Williamson County Judge and the presiding officer of each municipal utility district. voters in Austin and the surrounding area approved the creation of the Capital Metropolitan Transportation Authority (“Capital Metro”) under the provisions of Article 1118x. Manor. Capital Metro is governed by a seven member Board of Directors composed of the following: two council members appointed by the Austin City Council. one representative appointed by a panel made up of the mayors of the suburban cities. San Leanna. and Point Venture. re-codified as Chapter 451 of the Texas Transportation Code.INTRODUCTION TO CAPITAL METRO In January 1985. Jonestown. 4 . The agency is funded. Lago Vista. Capital Metro is responsible for providing mass transit service within the City of Austin and the surrounding communities of Leander. and two members-at-large appointed by the Capital Area Metropolitan Planning Organization. as well as the unincorporated area of Travis County within Commissioner Precinct 2 and the Anderson Mill area of Williamson County.

Ensure fair and equitable treatment of all persons who deal with Capital Metro’s procurement system. Capital Metro’s contracting goals are to: 1. Provide for public confidence in the procurement procedures followed by Capital Metro. 2.CAPITAL METRO’S PROCUREMENT DEPARTMENT Capital Metro’s Procurement Department is responsible for purchasing all goods and services required by Capital Metro in accordance with sound public contracting policies and procedures. and 6. 5 . Provide increased economy in the Authority’s procurement activities and maximize. 5. Provide for the timely resolution of protests and contract disputes. the purchasing value of the public funds used by Capital Metro. 3. to the fullest extent practicable. Foster effective. Provide safeguards for the maintenance of a procurement system of quality and integrity. broad-based competition within the free enterprise system. 4.

Below is a non-inclusive list of common purchases: Business Services Uniform Rental Financial Services Consulting Background Checks Project Management Capital Improvements Construction Appraisals Title Searches Other Goods and Services Office Computer Hardware and Software Furniture Janitorial Fuels/Oils/Lubricants Printing and Graphics Brochures Maps Embroidery Schedule Books Vehicles Buses Rail Vehicles Temporary Employees Advertising Medical Laboratory Professional Services Recruiting Services Rail Improvements Inspection Services Professional Services Office Supplies Building Maintenance Shop Equipment Business Center Services Timetables Awards Forms Pocket Schedules Vans Automobiles Employee Benefits Security Catering Records Storage Storage Estimating Services Environmental Signage Training Tools Pest Control Blueprints Decals Promotional Items CAD Trucks Associated Parts 6 .TYPES OF GOODS & SERVICES PURCHASED Capital Metro purchases a large variety of goods and services.

or visit us personally. to schedule an appointment to visit the Capital Metro Procurement Department. Fifth Street Austin. Electronic Mail E-mails questions or information to Procure-Help@capmetro. Personal Visits Please call our main number. 7 .PRESENTING YOURSELF TO CAPITAL METRO There are several ways to present yourself to Capital Metro. TX 78702 Your materials will be circulated to key Capital Metro personnel. Fax Fax information to us at (512) 389-7594. or electronic You may mail promotional and other and follow the Business Center link. In addition. fax. (512) 389-7460. Visit us on the Web Visit us at www. PROCUREMENT DEPARTMENT CONTACT INFORMATION Phone Call the Procurement offices directly at (512) 389-7460. contact us by phone. Mail-ins All promotional and other specially prepared materials should be sent to: Capital Metro Procurement Department 2910 E. materials sent to Capital Metro should include sufficient information so that we can quickly identify the goods or services which you sell.capmetro.

Department of Transportation (DOT). To ensure nondiscrimination in the award and administration of DOT assisted contracts. and 6. To assist in the development of firms that can compete successfully in the marketplace outside the DBE program.S. 3. To create a level playing field on which DBEs can compete fairly for DOT assisted contracts. It is the policy of Capital Metro to ensure that DBEs have an equal opportunity to receive and participate in DOT assisted contracts. It is Capital Metro’s policy: 1. To ensure that the DBE program is narrowly tailored in accordance with applicable law. Capital Metro has received Federal financial assistance from the Department of Transportation. and as a condition of receiving this assistance. 49 CFR part 26. For more information regarding the DBE program at Capital Metro please contact: Business Development Manager/DBE Officer 512-369-6200 DBE/Community Outreach Coordinator 512-389-7434 Business Development Specialist 512-369-6255 Fax: 512-369-6072 Web site: http://www. 2. Capital Metro has signed an assurance that it will comply with 49 CFR part 5.capmetro. To ensure that only firms that fully meet 49 CFR part 26 eligibility standards are permitted to participate as DBEs . To help remove barriers to the participation of DBEs in DOT assisted contracts.asp 8 .DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM Capital Metro has established a DBE program in accordance with regulations of the U. 4.

Part 26. and promotes increased participation in federally funded contracts by small. Once certified. our Procurement Department will receive information regarding your firm for sourcing activities. South Central Texas Regional Certification Agency. Subpart E. Federal Regulation. It ensures equal opportunity in transportation contracting markets. six agencies have agreed to perform the certification of DBEs within the state of Texas under the Texas Unified Certification Program (TUCP). North Central Texas Regional Certification Agency. it shall remain certified for a period of at least three years unless and until its certification has been removed for reasons outlined in 49 CFR Sec. Each entity receiving Department of Transportation (DOT) funds is required to enter into and sign an agreement establishing and supporting a Unified Certification Program (UCP) within the state. TX 78767-2516 Tel: (512) 974-7600 Fax: (512) 974-7601 or log on to: http://www. socially and economically disadvantaged businesses. please contact the City of Austin’s Small & Minority Business Resource Department: 4201 Ed Bluestein Blvd. P.cityofaustin. including minority and women owned enterprises. Once a firm has been certified as a 9 . The six agencies are: Texas Department of Transportation. The statute provides that at least 10% of the amount made available for any federal-aid highways. mass transit. Box1088 Austin. and transportation research and technology program be expended with certified DBEs.87. Capital Metro is earnestly endeavoring to obtain the participation of DBEs by soliciting bids for Capital Metro requirements.WHAT IS DBE? The DBE program is different than the local M/WBE and HUB programs. addresses the effects of discrimination in transportation contracting. City of Austin and the Corpus Christi Regional Transportation Authority. For more information on how your firm can become DBE certified. City of Houston. 26. In response to this mandate.81 states that each state must implement a “one stop” certification process for Disadvantaged Business Enterprises (DBEs).O. 49 CFR. section 26.

To make this determination. If goals are established.Prime Contractors Capital Metro prime contractors are encouraged to subcontract with DBEs. the DBE office carefully examines 2 key elements: 1. potential prime contractors to Capital Metro are expected to make their best effort to meet goals (e. 10 . Compliance Once prime contractors commit to meeting DBE subcontracting goals.000 are examined by the DBE office to determine if DBE subcontracting goals can be reasonably established. 25% of the contract price will flow down to DBEs). The number of DBE firms available in each subcontracting category.g. prime contractors are required to submit a Vendor Payment Report Form with their invoices. Subcontracting opportunities for each procurement.. In addition. All procurements in excess of $25. This involves periodic reviews with both the prime and DBE subcontractors. When addressing DBE goals in bids/proposals. This program is also administered by Capital Metro’s DBE office. which indicates the level of DBE participation. and 2. the DBE office works with prime contractors to ensure success towards meeting their commitments. potential contractors are required to comply with the provisions and instructions set forth in the solicitation.

HOW TO FIND OUT ABOUT CAPITAL METRO BUSINESS OPPORTUNITIES There are several ways to find out about Capital Metro contracting opportunities. Call-in Line For more information about contracting opportunities call (512) 389-7460. Central Texas Chapter Associated General Contractors Associated General Contractors. San Antonio Austin Black Contractor’s Association Austin Hispanic Chamber of Commerce Austin Metropolitan United Black Contractors Association Austin Minority Trades Association Builder’s Exchange of Texas. Dodge McGraw-Hill Hispanic Contractors Association National Association of Women in Construction Reed Construction Data Texas Asian Chamber of Commerce US Hispanic Contractors Whitley & Siddons Women’s Chamber of Commerce (512) 407-8240 (512) 926-5400 (512) 719-5263 (512) 442-7887 (210) 349-4921 (512) 467-6894 (512) 476-7502 (512) 784-1891 (214) 457-9072 (210) 564-6900 (512) 459-1181 (512) 974-7799 (800) 872-7878 (713) 868-2233 (512) 458-1341 (512) 929-3363 (512) 476-5534 (800) 424-3996 (512) 420-8777 (512) 374-1595 (512) 477-9491 (512) 338-0839 11 . newspaper and following the “Doing Business With Capital Metro” link. direct mailings.W. Construction Data Hotsheet Construction Information Network F. They include: Asian American Chamber of Commerce Asian Construction Trade Association Associated Builders & Contractors. Newspaper Advertising Capital Metro advertises current business opportunities in the Monday edition of the Austin American-Statesman. Inc. and visiting the Business Center section of our Web site at www.capmetro. Capital City African American Chamber of Commerce City of Austin Small Business Development Dept. Special Interest Groups and Plan Rooms Capital Metro sends copies of solicitations to special interest groups and plan rooms who make them available for viewing to their respective members. They include a call-in phone line.

Solicitations remain open an adequate amount of time allowing vendors enough time to respond. no other vendors are contacted. or Quotewire.e. Capital Metro then generally accepts bids or proposals from any vendor who wishes to participate in a competition. in other words. Special efforts are made to make the vendor community aware of Capital Metro’s requirements. One important factor is the estimated price.000 are purchased via Capital Metro’s “small purchases” method of procurement. Solicitations are advertised in newspapers and vendors are notified using the online supplier database. Generally. responsible bidder offering the lowest price. The solicitation is developed and includes a detailed purchase description and/or statement of work. A brief description of the item or service needed is provided to vendors. the bid submitted by the vendor doesn’t vary from Capital Metro’s original requirement. technical expertise.000 require more sophisticated methods than those used for small purchases. Requests for Quotes (RFQs) are used for all purchases expected to cost between $2. To say then that when the IFB method of procurement is used.). contractual terms and conditions. Capital Metro may add additional vendors to the DemandStar or Quotewire notification list sourced from the requesting department. the “low 12 . If the price offered is determined to be fair and reasonable. The notice provides a basic description of the item or services to be purchased and prompts vendors to return the notice to Capital Metro. etc. Selecting the correct one is dependent on several factors. etc. Large Purchases Purchases in excess of $25. who provide written quotes to Capital Metro by an established deadline. phone books. whereas services are generally purchased via RFP. DemandStar by Onvia. proper equipment. A bid is responsive if it meets all the material requirements of a solicitation.500 single-sourced. Items expected to cost less than $25. manpower.000.PROCUREMENT METHODS Capital Metro uses a variety of procurement methods. and instructions on how to submit an offer to Capital Metro. In both cases. and the vendor is able to meet delivery and other requirements.. financial resources. Capital Metro provide notice to vendors through DemandStar. Small Purchases Purchases under $2. goods/commodities are purchased via IFB. For IFBs.000 is required to be fully and openly competed. DemandStar by Onvia.500 and $25. A bidder is responsible if (s)he/ can demonstrate the capacity and the willingness to perform (i. The basic types of procurement methods used for large purchases are Invitations for Bids (IFB) and Requests for Proposals (RFP). the Internet. Anything in excess of $25. industry guides. Vendors are notified using the online supplier database. which is a DemandStar service. Capital Metro awards contracts to the responsive.

13 .000 require approval by Capital Metro’s Board of Directors prior to award. OTHER PROCUREMENT METHODS There are other infrequently used procurement methods. but other weighted factors of importance specified in the solicitation. a conference is generally scheduled well in advance of the bid/proposal submission deadline so vendors may obtain clarification from Capital Metro.bidder” always gets an award is incorrect. award is not based on price alone. They include sole source. An award is made to the “low bidder” only if the bidder meets both tests of responsiveness and responsibility. For each solicitation issued. Statement of Qualifications (SOQ) for statutory professional services for disciplines that require State of Texas licensing. Contracts in excess of $100. After evaluation of all offers. Capital Metro assigns a Contracts Administrator as primary point of contact to assist vendors. Selection for award is done by an evaluation team that independently evaluates the proposals submitted. In addition. Capital Metro awards a contract. For RFPs. and emergency procurements.

) may lead to rejection of the submitted bid/proposal. here are a few of our Standard Terms.. are not publicly opened. Public Bid Openings: Bids are publicly opened immediately following the submission deadline. Board Members.STANDARD TERMS & CONDITIONS Now that you know a little about the types of procurement methods used by Capital Metro. RFPs and SOQs may allow vendors to include any exceptions with their proposal. Bid/Proposal Deadlines: These deadlines must be met. Communications by vendors with unauthorized Capital Metro personnel (i. Solicitation Time: Capital Metro will allow adequate time between the time solicitations are issued and bids/proposals are due back to Capital Metro. The conference provides an opportunity for vendors to ask contracting and technical staff questions about a solicitation. technical representatives. any offer that is received after the due date/time will not be considered for award.e. Failure to do so may result in rejection of the offer. Otherwise. It is also an excellent networking opportunity for prime and subcontractors to meet. Do Not Provide Extraneous Information: Do not include promotional or other extraneous materials along with bids/proposals unless Capital Metro asks for them. Restricted Communications: Unless otherwise authorized in Capital Metro’s solicitation package. 14 . Prompt Payment Discounts: Capital Metro makes every effort to take advantage of prompt payment discounts offered by vendors. Exceptions include items sent registered/certified mail no later than 5 calendar days prior to deadlines that are delivered late by the US Postal Service. Exceptions Not Allowed: Exceptions are generally not allowed in bids. Proposals. Always call Capital Metro in advance if including materials other than the items specified in the solicitation. Pre-Bid/Proposal Conferences: These conferences are held in most cases. etc. Vendors are required to acknowledge receipt of amendments. Extraneous items may serve to change the offer and cause it to be rejected. Capital Metro requires vendors to restrict their communications with Capital Metro to only those persons specified in the solicitation package. Vendors are welcome to attend. and when there is only 1 offer received and that offer is late. however. Amendments: Amendments are official changes to a solicitation. a prompt payment discount will not be considered in the evaluation of bids/proposals. however. Vendors who submit bids and take exception to the solicitation terms and conditions run the risk of having their offers rejected.

Capital Metro has internal procedures governing such actions. Protests: Any interested party aggrieved or adversely affected in connection with a solicitation or contract award may submit a protest to Capital Metro. etc. provided that Capital Metro possesses such information and it has not been determined to be proprietary and/or confidential. Debriefings: For RFPs and SOQs. Capital Metro will not share it with persons outside the Agency. Specific procedures may be requested from the Procurement Department through any of the contact methods previously listed.Pre-Award Surveys: Frequently pre-award surveys are required prior to contract award. all proposal information is proprietary and confidential until contract award. This means Capital Metro will share information with requestors. For RFPs and SOQs. Award Announcements: Notices to unsuccessful vendors are mailed routinely providing the name of the successful vendor and that vendor’s bid/proposal price. Texas Open Records Act: Capital Metro is legally subject to the Texas Public Information Act. Capital Metro’s prior experience with a vendor. If the data qualifies under the Texas Open Records Act as “non-releasable”. They vary in complexity depending on the item being purchased. Debriefings will not include comparisons between vendors. Capital Metro will meet with unsuccessful vendors with the purpose of discussing the vendor’s offer and how it might be improved for future procurements. Proprietary/Confidential Data: Capital Metro encourages vendors to mark any section of their offer which contains proprietary and/or confidential data. 15 .

Common Vendor Errors in Construction Bids: • Forgetting to sign the bid/proposal • Taking exceptions to the solicitation • Failure to acknowledge receipt of amendments • ncluding promotional/extraneous information which serves to alter the solicitation I requirements • Failure to return all required forms • Failure to source DBE early in the process • Late delivery of bids/proposals 16 . and solicitations and drawings may be available on a CD. payment and performance bonds are required on most Capital Metro construction projects. Capital Metro does not provide these. (3) Order of Magnitude: Each construction solicitation will include an estimated price range so that bidders have a feel for the magnitude of projects. See Page 9 for list. through their own negligence. (4) Bonds: Bid.Construction Projects: There are some unique issues associated with construction solicitations: (1) Hard Copies: Because of the expense involved in reproducing engineering drawings. (2) Planrooms: Capital Metro sends complete copies of all construction solicitations to various planrooms throughout the area. (5) Liquidated Damages: Some construction projects include liquidated damages in the event Contractors. fail to meet construction schedules. Bid solicitation documents and drawings are available from DemandStar.

Contractors receive written correspondence naming these individuals. Payment terms are in accordance with the Prompt Payment Act. Assignment: Contractors are not permitted to assign in whole or part any part of their Capital Metro contract or any monies due them without the prior written consent of Capital Metro. USEFUL ACRONYMS Capital Metro DBE EOI IFB RFQ RFI RFP SOQ Capital Metropolitan Transportation Authority Disadvantaged Business Enterprise Expression of Interest Invitation for Bid Request for Quotes Request for Information Request for Proposal Statement of Qualifications 17 . if offered. Invoicing and Payment Terms: Only properly prepared invoices are accepted for payment. Prompt payments and discounts may be taken. Authorized Personnel: Contractors may not start or stop work. Capital Metro expects on-time delivery and performance on all contracts. or accept directions to change work from any person at Capital Metro other than persons designated as Contracting Officers or Project Managers. On-Time Delivery and Performance: As any buyer of goods or services.CONTRACT PERFORMANCE Pre-Performance Conference: Capital Metro will host a post-award meeting with the successful vendor for the purpose of reviewing the contract requirements before giving Notice to Proceed. Upon award of the contract. Invoicing instructions are contained in each contract.

R ive rsid ngre ss Capital Metro Service Area Regional Commuter Rail** Sunset Valley ific Future Park & Ride eD r. Highland Mall Mueller Community d. giving customers the exact arrival time of their next bus. Capital MetroRapid Rapid North Lamar/ South Congress Starter Line Future Service La m a r Harris Branch Park & Ride 290 Manor Manor Park & Ride To Elgin 360 Triangle Park & Ride 51s t 45t h 26t h . & Ride Co un Co ty un ty on Trav is dor Anderson Mill 20 183 M e cN il D r. Lake Travis FM 2 Future 222 Park & Ride Arboretum Run Bra ker Ln. To Lakeway 71 1 Austin 7th 183 130 Airpo lvd. San Marcos and San Antonio. and also would connect to Georgetown. Ave . Local and special shuttle bus service will connect Lago and customers to Vistafrom key Park destinations. Mueller Community and Downtown Austin. Capital MetroRapid stops feature “real time” next bus signs. Plaza Saltillo Olto rf S t. Round Rock Cedar Park 79 130 K an Mo Lakeline (Northwest) Park & Ride 45 son William Travis 45 Willi ams ri Cor Circulators FM 6 When Capital MetroRail service begins. Pa Pflugerville Tech Ridge Park & Ride Future Connections Study Area Pavilion Park & Ride rm er Ln. shortening bus travel times by as much as 20 percent. FM 620 Bl vd MoP Capital Metro is reviewing transit circulator alternatives. rt B Oak Hill To Dripping Springs Oak Hill Park & Ride 290 L a am rB lvd . Burnet Rd. Co To Bastrop 71 ion un ty Co un t y . ac / Capital MetroRapid Sleek new high-tech buses “talk” to traffic signals. the Capitol Complex. Future extensions along TxDOT’s abandoned MoKan corridor also are possible.All Systems Go Long-Range Transit Plan. Tra vis 18 Ba To San Antonio Tr a str op vis Co Future South IH-35 Park & Ride AustinBergstrom International Airport 183 Pac S. p1 dbe Loo rg R d. Future MoPac H Park o& Ride w ard Ln . MLK Blv Express & Local Bus Both services will be expanded as part of the Long-Range Transportation Plan. Georgetown 183A Leander Park & Ride Leander Capital MetroRail Potential Future Service North Jonestown Park & Ride Un ion Pa cif ic* * Future extensions are being studied along existing Capital Metro freight tracks from Downtown to Manor and beyond. It will provide convenient service for suburban and central Austin residents in 2008. 71 Un Co Ha un A proposal by the Austin-San ys ty Co Antonio Intermunicipal Commuter un ty Rail District would use existing tracks along MoPac Expressway to serve north and south Austin. such as a modern streetcar. E.* to serve the University of Texas. 2025 Capital MetroRail The Red Line will run on 32 miles of existing freight tracks between Leander and Downtown Austin.

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