Acquistion Plan & Procurement History (.pdf) - CalACT

Individual Procurement PlanACQUISITION PLAN AND PROCUREMENT HISTORYRequired for all procurements above the Small Purchase ThresholdCONTRACT TITLE: Development of a Local Government Purchasing Schedule forAccessible Transit/Paratransit VehiclesCONTRACT No.: 11-03PROJECT MANAGER: Joe Meer CA: Joe MeerPROJECT DESCRIPTION:This procurement is for the development of a Local Government Purchasing Schedule forAccessible Transit/Paratransit Vehicles. The purpose is to create a schedule that public agencieswithin California can use to purchase paratransit vehicles under the regulations of FTA Circular4220.1FFUNDING: Requisition #:Amount:Federal State/Local FHWAOther _________________________INDEPENDENT COST ESTIMATE:$ 52,403 for Class A base vehicles$ 55,741 for Class B base vehicles$ 84,997 for Class B CNG base vehicles$ 108,916 for Class B Hybrid base vehicles$ 67,046 for Class C base vehicles$ 87,364 for Class C CNG base vehicles$ 39,900 for Class D base vehicles$ 69,679-124,964 for Class E base vehicles$ 109,050-118,800 for Class F&G Low Floor base vehicles$ 42,500 for Class K Raised Roof base vehicles (From Caltrans 2006)$ 68-78,000 for Class U Diesel Shuttle (From South Dakota-Montana DOT 2006-2008)The independent cost estimate is based on actual pricing from Cal-ACT MBTA 2009 unlessotherwise indicated and is the average cost for each type of base vehicle.PROCUREMENT METHOD:IFB - Lowest PriceIFB – 2 Step: Technically Acceptable, Lowest PriceRFP 2 Step: Technically Acceptable, Lowest PriceRFP – Best Value Technical Trade-offRFP – Performance Price Trade-off1

Individual Procurement PlanRFP Best Value- Numerically Scored (explicit factors),Is Cost Factored YES NORFP – A&E Procurement (Calif. Govt Code 4525)RFIQNon-CompetitiveOther-Rationale for Selection:The purpose of this process is to develop a Local Government Purchasing Scheduling containingmultiple vehicles…all of which will be technically complaint with the technical specifications.The basis for the establishment of a Local Government Purchasing Schedule is initially found inFTA Circular 4220.1F. In Chapter V, Section 4 contains the following:4. STATE OR LOCAL GOVERNMENT PURCHASING SCHEDULES OR PURCHASINGCONTRACTS. FTA uses the term “state or local government purchasing schedule” tomean an arrangement that a State or local government has established with several or manyvendors in which those vendors agree to provide essentially an option to the State or localgovernment, and its subordinate government entities, to acquire specific property orservices in the future at established prices. These arrangements are somewhat similar tothe General Services Administration’s (GSA) Cooperative Purchasing Program availablefor Federal Government use. If the State or local government wishes to permit others touse its schedules, the State or local government might seek the agreement of the vendor toprovide the listed property or services to others with access to the schedules, or it maypermit the vendor to determine whether or not it wishes to do so.a. Use Encouraged. The Common Grant Rule for governmental recipients encouragesrecipients and subrecipients to enter into State and local intergovernmental agreementsfor procurements of property or services. If so permitted by State or local authorities, anon-governmental recipient may also use State and local sources of property andservices.b. All FTA and Federal Requirements Apply. When obtaining property or services in thismanner, the recipient must ensure all Federal requirements, required clauses, andcertifications (including Buy America) are properly followed and included, whether inthe master intergovernmental contract or in the recipient's purchase document. Oneway of achieving compliance with FTA requirements is for all parties to agree toappend the required Federal clauses in the purchase order or other document thateffects the recipient’s procurement. When buying from these schedules, the recipientshould obtain Buy America certification before entering into the purchase order. If theproduct to be purchased is Buy America compliant, there is no problem. If the productis not Buy America compliant, the recipient will need to obtain a waiver from FTAbefore proceeding.Following development of the Schedule, government agencies within California will be able tofollow a set of procedures to conduct a process of to determine which vehicle to purchase.2

Individual Procurement PlanThe proposed evaluation criteria include:• Past Performance information gathered through a survey of CalACT members• Quality Assurance Procedures based on the on-site reviews conducted during the priorprocurement.• Proposed Warranty Provisions and Warranty Administration Plan• Proposed Customer Service and Parts Support• Proposer and Manufacturer Qualifications and ExperienceIDENTIFY POTENTIAL COMPETITION/ SOURCES FOR SERVICES:VENDOR NAMEChampion BusEldorado NationalElkhart CoachGlaval BusGoshen CoachVENDOR NAMEStarCraft Bus ManufacturingStartrans BusesDaimler SprinterPRIOR PROCUREMENT HISTORY:Prior Related Procurement No.: 09-02 Discuss Lessons Learned - The needs to be a post-award process that is easy to use. Any protests received: Yes No Discuss reasons for protest : Small Business (DEOD) Goal (on prior procurement): NA %SMALL BUSINESS (DEOD) GOAL: NA %INSURANCE: Appropriate type and level of insurance selected for the ContractYES NO?PRE-BID OR PRE-PROPOSAL INFORMATION:Will there be a Pre-Bid or Pre-Proposal Conference? YES NOAny special concerns/considerations: This is a new format that must be explained.SOURCE SELECTION EVALUATION TEAM (not required for IFB-Lowest Price or Non-Competitive):NAME TITLE AGNECY/DEPTJoe Meer General Manager MBTA3

Individual Procurement PlanCONTRACT TYPE:FFP COST REIMB. T&M UNIT RATEIDIQ OTHERWHY WAS CONTRACT TYPE CHOSEN: (For T&M, explain why no other form of contractis suitable): Pricing of items on the Schedule will be “fixed” for the contract period.PERIOD OF PERFORMANCE:(i.e. 5 year, 3 year with two one year options)2 years – 2 one-year optionsReason for choice: A two-year contract is a reasonable term. Beyond that period, vendors wouldbe unable to predict their pricing.CONTRACTOR’S DELIVERABLES AND PAYMENTS:Deliverables: What are the deliverables and are they specifically stated in the SOW?Deliverables may include maintenance manuals and/or training aids. Eachspecific order will list the deliverables for that specific ordering agency.Payment: How will the Contractor be paid? Payment will be made “Net 30” followingacceptance of the vehicle, manual, etc.OVERALL SUMMARY OF RISKS/CHALLENGES: Discuss risks and challenges tosuccessful completion of this procurement (ie. technical, cost or schedule issues). The challengewill be to have a simplified process for the agencies to use that is also compliant with FTArequirements.4