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Vendor Guide

Information on Doing Business with Capital Metro

Lets 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

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

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

PROCUREMENT CHARTER
Vision: Develop and maintain a strategic Procurement organization that is committed to Capital Metros excellence and success through improved: Procurement Cycle Time Internal Customer Satisfaction Community/Supplier Perception Mission: Provide timely delivery of good and services, quality customer service, and savings through: Obtaining the best value to meet or exceed the agencys 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

INTRODUCTION TO CAPITAL METRO


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

CAPITAL METROS PROCUREMENT DEPARTMENT


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

TYPES OF GOODS & SERVICES PURCHASED


Capital Metro purchases a large variety of goods and services. 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

PRESENTING YOURSELF TO CAPITAL METRO

There are several ways to present yourself to Capital Metro. You may mail promotional and other materials; contact us by phone, fax, or electronic mail; or visit us personally. In addition, materials sent to Capital Metro should include sufficient information so that we can quickly identify the goods or services which you sell. Mail-ins All promotional and other specially prepared materials should be sent to: Capital Metro Procurement Department 2910 E. Fifth Street Austin, TX 78702 Your materials will be circulated to key Capital Metro personnel.

PROCUREMENT DEPARTMENT CONTACT INFORMATION


Phone Call the Procurement offices directly at (512) 389-7460. Fax Fax information to us at (512) 389-7594. Electronic Mail E-mails questions or information to Procure-Help@capmetro.org. Visit us on the Web Visit us at www.capmetro.org and follow the Business Center link. Personal Visits Please call our main number, (512) 389-7460, to schedule an appointment to visit the Capital Metro Procurement Department. 7

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM


Capital Metro has established a DBE program in accordance with regulations of the U.S. Department of Transportation (DOT), 49 CFR part 26. Capital Metro has received Federal financial assistance from the Department of Transportation, and as a condition of receiving this assistance, Capital Metro has signed an assurance that it will comply with 49 CFR part 26. 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 Metros policy: 1. To ensure nondiscrimination in the award and administration of DOT assisted contracts; 2. To create a level playing field on which DBEs can compete fairly for DOT assisted contracts; 3. To ensure that the DBE program is narrowly tailored in accordance with applicable law; 4. To ensure that only firms that fully meet 49 CFR part 26 eligibility standards are permitted to participate as DBEs ; 5. To help remove barriers to the participation of DBEs in DOT assisted contracts; and 6. To assist in the development of firms that can compete successfully in the marketplace outside the DBE program. 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.capmetro.org/business/disadvantaged_staff.asp

WHAT IS DBE?
The DBE program is different than the local M/WBE and HUB programs. It ensures equal opportunity in transportation contracting markets, addresses the effects of discrimination in transportation contracting, and promotes increased participation in federally funded contracts by small, socially and economically disadvantaged businesses, including minority and women owned enterprises. The statute provides that at least 10% of the amount made available for any federal-aid highways, mass transit, and transportation research and technology program be expended with certified DBEs. Federal Regulation, 49 CFR, Part 26, Subpart E, section 26.81 states that each state must implement a one stop certification process for Disadvantaged Business Enterprises (DBEs). 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. In response to this mandate, six agencies have agreed to perform the certification of DBEs within the state of Texas under the Texas Unified Certification Program (TUCP). The six agencies are: Texas Department of Transportation, North Central Texas Regional Certification Agency, South Central Texas Regional Certification Agency, City of Houston, City of Austin and the Corpus Christi Regional Transportation Authority. Once a firm has been certified as a DBE, 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. 26.87. Capital Metro is earnestly endeavoring to obtain the participation of DBEs by soliciting bids for Capital Metro requirements. Once certified, our Procurement Department will receive information regarding your firm for sourcing activities. For more information on how your firm can become DBE certified, please contact the City of Austins Small & Minority Business Resource Department: 4201 Ed Bluestein Blvd. P.O. Box1088 Austin, TX 78767-2516 Tel: (512) 974-7600 Fax: (512) 974-7601 or log on to: http://www.cityofaustin.org/smbr

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

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HOW TO FIND OUT ABOUT CAPITAL METRO BUSINESS OPPORTUNITIES


There are several ways to find out about Capital Metro contracting opportunities. They include a call-in phone line, newspaper advertising, direct mailings, and visiting the Business Center section of our Web site at www.capmetro.org and following the Doing Business With Capital Metro link. Call-in Line For more information about contracting opportunities call (512) 389-7460. Newspaper Advertising Capital Metro advertises current business opportunities in the Monday edition of the Austin American-Statesman. 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: Asian American Chamber of Commerce Asian Construction Trade Association Associated Builders & Contractors, Central Texas Chapter Associated General Contractors Associated General Contractors, San Antonio Austin Black Contractors Association Austin Hispanic Chamber of Commerce Austin Metropolitan United Black Contractors Association Austin Minority Trades Association Builders Exchange of Texas, Inc. Capital City African American Chamber of Commerce City of Austin Small Business Development Dept. Construction Data Hotsheet Construction Information Network F.W. 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 Womens 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

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PROCUREMENT METHODS
Capital Metro uses a variety of procurement methods. Selecting the correct one is dependent on several factors. One important factor is the estimated price. Items expected to cost less than $25,000 are purchased via Capital Metros small purchases method of procurement. Anything in excess of $25,000 is required to be fully and openly competed. Small Purchases Purchases under $2,500 single-sourced. If the price offered is determined to be fair and reasonable, and the vendor is able to meet delivery and other requirements, no other vendors are contacted. Requests for Quotes (RFQs) are used for all purchases expected to cost between $2,500 and $25,000. A brief description of the item or service needed is provided to vendors, who provide written quotes to Capital Metro by an established deadline. Vendors are notified using the online supplier database, DemandStar by Onvia, or Quotewire, which is a DemandStar service. Capital Metro may add additional vendors to the DemandStar or Quotewire notification list sourced from the requesting department, the Internet, phone books, industry guides, etc. Large Purchases Purchases in excess of $25,000 require more sophisticated methods than those used for small purchases. Special efforts are made to make the vendor community aware of Capital Metros requirements. Capital Metro then generally accepts bids or proposals from any vendor who wishes to participate in a competition. Solicitations are advertised in newspapers and vendors are notified using the online supplier database, DemandStar by Onvia. The basic types of procurement methods used for large purchases are Invitations for Bids (IFB) and Requests for Proposals (RFP). Generally, goods/commodities are purchased via IFB, whereas services are generally purchased via RFP. In both cases, Capital Metro provide notice to vendors through DemandStar. The notice provides a basic description of the item or services to be purchased and prompts vendors to return the notice to Capital Metro. The solicitation is developed and includes a detailed purchase description and/or statement of work, contractual terms and conditions, and instructions on how to submit an offer to Capital Metro. Solicitations remain open an adequate amount of time allowing vendors enough time to respond. For IFBs, Capital Metro awards contracts to the responsive, responsible bidder offering the lowest price. A bid is responsive if it meets all the material requirements of a solicitation; in other words, the bid submitted by the vendor doesnt vary from Capital Metros original requirement. A bidder is responsible if (s)he/ can demonstrate the capacity and the willingness to perform (i.e., proper equipment, manpower, financial resources, technical expertise, etc.). To say then that when the IFB method of procurement is used, the low 12

bidder always gets an award is incorrect. An award is made to the low bidder only if the bidder meets both tests of responsiveness and responsibility. For RFPs, award is not based on price alone, but other weighted factors of importance specified in the solicitation. Selection for 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 of contact to assist vendors. In addition, a conference is generally scheduled well in advance of the bid/proposal submission deadline so vendors may obtain clarification from Capital Metro. After evaluation of all offers, Capital Metro awards a contract. Contracts in excess of $100,000 require approval by Capital Metros Board of Directors prior to award.

OTHER PROCUREMENT METHODS


There are other infrequently used procurement methods. They include sole source, Statement of Qualifications (SOQ) for statutory professional services for disciplines that require State of Texas licensing, and emergency procurements.

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STANDARD TERMS & CONDITIONS


Now that you know a little about the types of procurement methods used by Capital Metro, here are a few of our Standard Terms. Solicitation Time: Capital Metro will allow adequate time between the time solicitations are issued and bids/proposals are due back to Capital Metro. Bid/Proposal Deadlines: These deadlines must be met. 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, and when there is only 1 offer received and that offer is late. Otherwise, any offer that is received after the due date/time will not be considered for award. Amendments: Amendments are official changes to a solicitation. Vendors are required to acknowledge receipt of amendments. Failure to do so may result in rejection of the offer. Pre-Bid/Proposal Conferences: These conferences are held in most cases. The conference provides an opportunity for vendors to ask contracting and technical staff questions about a solicitation. It is also an excellent networking opportunity for prime and subcontractors to meet. Prompt Payment Discounts: Capital Metro makes every effort to take advantage of prompt payment discounts offered by vendors; however, a prompt payment discount will not be considered in the evaluation of bids/proposals. Do Not Provide Extraneous Information: Do not include promotional or other extraneous materials along with bids/proposals unless Capital Metro asks for them. Extraneous items may serve to change the offer and cause it to be rejected. Always call Capital Metro in advance if including materials other than the items specified in the solicitation. Exceptions Not Allowed: Exceptions are generally not allowed in bids. Vendors who submit bids and take exception to the solicitation terms and conditions run the risk of having their offers rejected. RFPs and SOQs may allow vendors to include any exceptions with their proposal. Restricted Communications: Unless otherwise authorized in Capital Metros solicitation package, Capital Metro requires vendors to restrict their communications with Capital Metro to only those persons specified in the solicitation package. Communications by vendors with unauthorized Capital Metro personnel (i.e., technical representatives, Board Members, etc.) may lead to rejection of the submitted bid/proposal. Public Bid Openings: Bids are publicly opened immediately following the submission deadline. Vendors are welcome to attend. Proposals, however, are not publicly opened. 14

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

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Construction Projects: There are some unique issues associated with construction solicitations: (1) Hard Copies: Because of the expense involved in reproducing engineering drawings, Capital Metro does not provide these. Bid solicitation documents and drawings are available from DemandStar, and solicitations and drawings may be available on a CD. (2) Planrooms: Capital Metro sends complete copies of all construction solicitations to various planrooms throughout the area. See Page 9 for list. (3) Order of Magnitude: Each construction solicitation will include an estimated price range so that bidders have a feel for the magnitude of projects. (4) Bonds: Bid, payment and performance bonds are required on most Capital Metro construction projects. (5) Liquidated Damages: Some construction projects include liquidated damages in the event Contractors, through their own negligence, fail to meet construction schedules. 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

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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. Authorized Personnel: Contractors may not start or stop work, or accept directions to change work from any person at Capital Metro other than persons designated as Contracting Officers or Project Managers. Upon award of the contract, Contractors receive written correspondence naming these individuals. 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. On-Time Delivery and Performance: As any buyer of goods or services, Capital Metro expects on-time delivery and performance on all contracts. Invoicing and Payment Terms: Only properly prepared invoices are accepted for payment. Invoicing instructions are contained in each contract. Payment terms are in accordance with the Prompt Payment Act. Prompt payments and discounts may be taken, if offered.

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

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All Systems Go Long-Range Transit Plan, 2025

Capital MetroRail
The Red Line will run on 32 miles of existing freight tracks between Leander and Downtown Austin. It will provide convenient service for suburban and central Austin residents in 2008.

Georgetown
183A
Leander Park & Ride

Leander

Capital MetroRail Potential Future Service

North

Jonestown Park & Ride

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Future extensions are being studied along existing Capital Metro freight tracks from Downtown to Manor and beyond. Future extensions along TxDOTs abandoned MoKan corridor also are possible.

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Capital MetroRapid
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360

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