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Gunnison Valley RTA Public Transportation
Gunnison Valley Transportation Authority (RTA) Transit System Procurement Policies and Standards – Procurement Standards
- Maintain a contract administration system which ensures that contractors perform in accordance with the terms, conditions, and specifications of the contract or purchase
- Maintain a written code of standards of conduct governing the performance of their employees engaged in the award and administration of contracts. (Refer to State of Colorado Code of Ethics and the Gunnison Valley RTA Code of Ethics as adopted).
- Maintain procedures that provide for the review of proposed procurement’s to avoid purchase of unnecessary or duplicative items.
- Enter into state or local intergovernmental agreements for procurement
use of common goods and services.
- Use surplus property and equipment (federal and/or state) whenever such use is feasible and reduces project cost.
- Use value-engineering clauses in contracts for construction projects of sufficient size
to offer reasonable opportunities for cost reductions.
- Make awards only to responsible contractors possessing the ability to perform successfully under the terms and conditions of the proposed procurement. Consideration shall be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources.
- Maintain records sufficient to detail the significant history of the procurement, to include:
- Rationale for the method of procurement
- Selection of contract type
- Contractor selection or rejection
- Basis for the contract price
- Other items as applicable
- Maintain protest procedures to handle and resolve disputes relating to procurement’s
- All procurement transactions shall be conducted in a manner providing full and open competition.
- Maintain written selection procedures for procurement transactions.
- Ensure that all pre-qualified lists of persons, firms, or products which are used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition.
- Method procurement’s to be followed:
- Micro-purchases – $3,000 or less. Purchases below $3,000 may be made without obtaining competitive quotations and are exempt from Buy America requirements. There should be equitable distribution among qualified suppliers and no splitting of procurement’s to avoid competition. Documentation must show that the price is fair and reasonable and how this determination was derived. This can include an informal research of the Internet for similar goods, buyer experience for usual and customary pricing of certain items, etc.
- Note: the Davis-Bacon Act applies to construction contracts of $2,000 or more.
- Small Purchase – $3,001 – $99,999. These require relatively simple and informal procurement methods for securing services, supplies or other property that do not cost more than $100,000. If small purchase products are used, price or rate quotation shall be obtained from at least three sources. Quotations will be in writing for goods in excess of $10,000 and for services in excess of $25,000.
- Formal Sealed Bids – $100,000 or more. Bids are publicly solicited and a firm- fixed-price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for bids, is the lowest in price. This method is preferred for procuring construction. If this method is used the following requirements apply:
- Must be publicly advertised.
- Must give at least 4 days for bidders to respond.
- Must include any specifications and pertinent attachments to all bidders to respond properly.
- All bids will be publicly opened at the time and place prescribed in the invitation for bid.
- A firm fixed-price contract award will be made in writing to the lowest responsive and responsible bidder.
- Any or all bids may be rejected if there is a sound documented reason.
- Competitive Proposals. Generally used when conditions are not appropriate for the use of sealed bids. If this method is used the following requirements apply:
- Request for proposals will be publicized.
- Identify all evaluation factors and their relative importance.
Proposals will be solicited from an adequate number of qualified sources.
- Have a method for conducting technical evaluation of the proposals received and for selecting awardees.
- Awards will be made to the responsible firm whose proposal is most advantageous to the program, with the price and other factors considered.
- May be used for qualifications-based procurement of architectural and engineering (A&E) professional services whereby competitors’ qualifications are evaluated and the most qualified competitor is selected. Note – the method, where price is not used as a selection factor, can only be used in procurement of A&E professional services. It cannot be used to purchase other types of services through A&E firms.
- Noncompetitive Proposals. This method may only be used when the award of a contract is infeasible under the other three methods and the following circumstances apply:
- The item is available only from a single source.
- The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation.
- The awarding agency authorizes noncompetitive proposals.
- After solicitation of a number of sources, competition is determined inadequate.
- Small, Minority, and Women owned business enterprises and labor surplus area firms. Take affirmative steps to assure that minority and women business enterprises and labor surplus
area firms are used when possible.
- Placing qualified firms on solicitation lists.
- Assuring that firms are solicited whenever they are potential sources.
- Dividing total quantities to permit maximum participation.
- Establishing delivery schedules, where the requirement permits, which encourages participation by Small, Minority and Women owned firms.
- Using the services of the Small Business Administration, Minority
Business Development Agency of the Department of Commerce, and/or other agencies that qualify disadvantaged business enterprises.
- Bonding Requirements – For construction or facility improvement contracts of subcontracts exceeding $100,000.