Vendor GuideInformation on Doing Business with Capital Metro

Let’s Do Business!

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

Capital Metro Service Area

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Let’s 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. We’d 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/women-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. Contact DemandStar Supplier Services and ask for the Capital Metro Free Agency Subscription. 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.

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TABLE OF CONTENTS

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

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

Capital Metro’s 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

Definitions ..........................................................................................14

Contract Performance .........................................................................17

Useful Acronyms .................................................................................17

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CAPITAL METRO MISSION STATEMENT:

Capital Metro connects people, jobs and communities by providing quality Transportation choices.

PROCUREMENT DEPARTMENT MISSION STATEMENT:

Support Capital Metro’s Mission 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

CAPITAL METRO VISION:

A driving force for quality of life in our community

PROCUREMENT DEPARMENT VISION:

Develop and maintain a Procurement organization that supports Capital Metro’s vision for quality of life in our community through:

— Procurement Cycle Time— Internal Customer Satisfaction— Community/Supplier Perception

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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 an eight-member board of directors (board) which has governance responsibilities over all activities related to Capital Metro. The composition of the Capital Metro board of directors is as follows:

•  3 members appointed by CAMPO, of whom  1 must be an elected official 1 must have at least 10 years of experience as a financial or accounting professional 1 must have at least 10 years of experience in an executive-level position•  2 members appointed by the city of Austin, of whom 1 must be an elected official•  1 member appointed by Travis County•  1 member appointed by Williamson County•   1 member, who must be an elected official, appointed by all small city mayors (excludes 

city of Austin)

Capital Metro board members serve staggered, three-year terms.

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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.

Capital Metro’s 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 Metro’s procurement system;

3. Provide increased economy in the Authority’s 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.

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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 ServicesUniform Rental Temporary Employees Employee BenefitsFinancial Services Advertising SecurityConsulting Medical Laboratory CateringBackground Checks Professional Services Records StorageProject Management Recruiting Services Storage

Capital ImprovementsConstruction Rail Improvements Estimating ServicesAppraisals Inspection Services EnvironmentalTitle Searches Professional Services Signage

Other Goods and ServicesOffice Computer Hardware Office Supplies Training and Software Building Maintenance ToolsFurniture Shop Equipment Pest ControlJanitorial Business CenterFuels/Oils/Lubricants Services

Printing and GraphicsBrochures Timetables BlueprintsMaps Awards DecalsEmbroidery Forms Promotional ItemsSchedule Books Pocket Schedules CAD

VehiclesBuses Vans TrucksRail Vehicles Automobiles Associated Parts

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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-insAll promotional and other specially prepared materials should be sent to:

Capital MetroProcurement Department2910 E. Fifth StreetAustin, TX 78702

Your materials will be circulated to key Capital Metro personnel.

PROCUREMENT DEPARTMENT CONTACT INFORMATION

PhoneCall the Procurement offices directly at (512) 389-7460.

FaxFax information to us at (512) 389-7594.

Electronic MailE-mails questions or information to Procure-Help@capmetro.org.

Visit us on the WebVisit us at www.capmetro.org and follow the Business link.

Personal VisitsPlease call our main number, (512) 389-7460, to schedule an appointment to visit the Capital Metro Procurement Department.

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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 Metro’s 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;

6. To assist in the development of firms that can compete successfully in the marketplace outside the DBE program; and

7. To have a Small Business provision for DOT assisted contracts without regard to DBE certification.

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

Business Development Manager/DBE Officer 512-389-7434Business Development DBE Contract Specialist II 512-369-6255Fax: 512-369-6072

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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.

In addition to DBE participation and in accordance with 49 CFR Part 26, section 26.39 Capital Metro will take active and effective steps to provide full and fair opportunities for equal participation by Small Businesses.

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 Austin’s Small & Minority Business Resource Department:

4201 Ed Bluestein Blvd.P.O. Box1088Austin, TX 78767-2516

Tel: (512) 974-7600Fax: (512) 974-7601or log on to:http://www.ci.austin.tx.us/smbr

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Prime ContractorsCapital Metro prime contractors are encouraged to subcontract with DBEs. This program is also administered by Capital Metro’s DBE office.

All procurements in excess of $50,000 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; and2. 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 percent 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.

ComplianceOnce 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 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, registering with DemandStar, and visiting the Business section of our Web site at www.capmetro.org.

Call-in Line For more information about contracting opportunities call (512) 389-7460.

Newspaper AdvertisingCapital Metro advertises current business opportunities in the Monday edition of the Austin American-Statesman.

DemandStar by Onvia Contact DemandStar Supplier Services and ask for the Capital Metro Free Agency Subscription (see page 1 for additional information).

Special Interest Groups and Plan RoomsCapital 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 Construction Trade Association (512) 926-5400Associated Builders & Contractors, Central Texas Chapter (512) 719-5263Associated General Contractors (512) 442-7887Associated General Contractors, San Antonio (210) 349-4921Austin Black Contractors Association (512) 467-6894Austin Hispanic Chamber of Commerce (512) 476-7502Austin Metropolitan United Black Contractors Association (512) 784-1891Austin Minority Trades Association (214) 457-9072Builders’ Exchange of Texas, Inc. (210) 564-6900Capital City African American Chamber of Commerce (512) 459-1181City of Austin Small Business Development Dept. (512) 974-7799Construction Data Hotsheet (800) 872-7878Construction Information Network (713) 868-2233F.W. Dodge McGraw-Hill (512) 458-1341Greater Austin Asian American Chamber of Commerce (512) 407-8240Greater Austin Hispanic Chamber of Commerce (512) 476-7502Hispanic Contractors Association (512) 929-3363National Association of Women in Construction (512) 476-5534Network of Asian American Organizations (512) 407-8240Reed Construction Data (800) 424-3996US Hispanic Contractors (512) 374-1595Whitley & Siddons (512) 477-9491Women’s Chamber of Commerce (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 $50,000 are purchased via Capital Metro’s “small purchases” method of procurement. Anything in excess of $50,000 is required to be fully and openly competed.

Small PurchasesPurchases under $3,000 are considered micro purchases. These items require only one quote. 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. The procurement of these items are to be periodically rotated among competitive bidders.

Requests for Quotes (RFQs) are used for all purchases expected to cost between $3,000 and $50,000. 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 PurchasesPurchases in excess of $50,000 require more sophisticated methods than those used for small purchases. Special efforts are made to make the vendor community aware of Capital Metro’s 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 (RFPs). 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 doesn’t vary from Capital Metro’s 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

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expertise, etc.). To say then that when the IFB method of procurement is used, the “low 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 $150,000 require approval by Capital Metro’s board of directors prior to award.

OTHER PROCUREMENT METHODS

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

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DEFINITIONS

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 Metro’s 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.

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

Award Announcements: Notices to unsuccessful vendors are mailed routinely providing the name of the successful vendor and that vendor’s 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 vendor’s 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: 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 •   Including promotional/extraneous information which serves to alter the solicitation 

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 Capital Metropolitan Transportation AuthorityDBE Disadvantaged Business EnterpriseEOI Expression of InterestIFB Invitation for BidRFQ Request for QuoteRFI Request for InformationRFP Request for ProposalSOQ Statement of Qualifications

Leander StationPark & Ride

Tech RidgePark & Ride

Lakeline(Northwest)Park & Ride

Pavilion Park & Ride

Jonestown Park & Ride

ManorPark & Ride

Oak HillPark & Ride

TrianglePark & Ride

Harris BranchPark & Ride

Great Hills Park & Ride

Future MoPacPark & Ride

FutureSouth IH-35Park & Ride

FuturePark & Ride

FuturePark & Ride

PlazaSaltillo

Highland Mall

Mueller Community

Austin-BergstromInternationalAirport

ArboretumFM 2222

Burn

et R

d.

Rundberg Rd.

Parmer Ln.

45th

E. Riverside Dr.

MoP

ac /

Loop

1

Oltorf St.Lamar B

lvd.

MLK Blvd.

Airport Blvd.

S. C

ongr

ess A

ve.

51st

26th

Braker Ln.

Lamar B

lvd.

Howard Ln.McNeil Dr.

7th

FM 6

20

FM 6

20

MoKan CorridorUnio

n Pac

ific**

Unio

n Pa

cific

Lake Travis

183

290

290

183

71

71

71

183A

360

1130

45

130

79

183

45

AndersonMill

Travis County

Williamson

Hays County

Bastrop County

William

son County

Travis

Travis County

Travis

County

RoundRock

Manor

Leander

OakHill

Pflugerville

Cedar Park

Georgetown

SunsetValley

Austin

To Elgin

To Bastrop

To Lakeway

To San Antonio

To DrippingSprings

North

Capital MetroRapidRapid North Lamar/South CongressStarter Line

Future Service

All Systems Go Long-Range Transit Plan, 2025

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Capital MetroRail The Red Line runs on 32 miles of existing freight tracks between Leander and Downtown Austin. It provides convenient service for suburban and central Austin residents.

Express & Local Bus Both services will be expanded as part of the Long-Range Transportation Plan.

Capital Metro Service Area

Future Connections Study AreaCapital Metro is reviewing transit circulator alternatives, such as a modern streetcar, to serve the University of Texas, the Capitol Complex, Mueller Community, ABIA and Downtown Austin.

Capital MetroRapidSleek new high-tech buses “talk” to traffic signals, shortening bus travel times by as much as 20 percent. Capital MetroRapid stops feature “real time” next bus signs, giving customers the exact arrival time of their next bus.

Capital MetroRail Potential Future ServiceFuture extensions are being studied along existing Capital Metro freight tracks from Downtown to Manor and beyond. Future extensions along TxDOT’s abandoned MoKan corridor also are possible.

CirculatorsLocal and special shuttle bus service connect customers to and from key destinations.

Regional Commuter RailA proposal by the Austin-San Antonio Intermunicipal Commuter Rail District would use existing tracks along MoPac Expressway to serve north and south Austin, and also would connect to Georgetown, San Marcos and San Antonio.