Metro Contracts
In striving to achieve the goals of the Metro, while
complying with the requirements of local, state and federal laws and
guidelines, the contracting departments are dedicated to ensuring full and
open competition and equitable treatment of all potential sources of the
procurement process (planning, solicitation, award, administration, and
documentation of contracts).
The Procurement Department is responsible for the
procurement of equipment, supplies and services, and includes rail
construction related contracts, professional services contracts,
purchasing, vendor services and inventory management staff.
Types of Solicitations
Depending on the type of project, Metro develops an
Invitation for Bid (IFB), Request for Proposal (RFP), Request for Interest
and Qualifications (RFIQ), or Request for Quotations (RFQ).
IFBs are used when there is a clear understanding of the
project requirements, scope of work and technical specifications. RFPs are
used in cases where the specific requirements and technical specifications
of a project are of a functional nature or unclear, and provide a
guideline for potential offerers to use in preparing a bid/proposal. RFIQs
are used for engineering, architectural and related services contracts,
and consider only technical factors and qualifications in the evaluation
process. RFQs are used for procuring materials, equipment and supplies,
and some types of professional services (i.e., word processing, graphics).
Contract Administrators develop the procurement document
and oversee the distribution and advertising of the solicitation. They
also receive all proposals, coordinate evaluation meetings, and see the
process through the award phase and contract administration.
Disadvantaged Business Enterprise (DBE)
A Disadvantaged Business Certification is the ticket for
participation in Metro's Small Business program. Once certified, a firm
becomes eligible towards fulfilling the contract utilization goals. DBE,
MBE and WBEs are defined as:
Disadvantaged Business Enterprises (DBE)
A small business concern that is (a) at least 51 percent owned
and controlled by one or more socially and economically disadvantaged
individuals or in the case of any publicly-owned business, at least 51%
of the stock of which is owned and by one or more socially and
economically disadvantaged individuals; and (b) the management and daily
business operations of which are controlled by one or more socially and
economically disadvantaged individuals who own it as defined by the Code
of Federal Regulations 49 part 26.
Minority Business Enterprise (MBE)
A concern: (a) which is at least 51 percent owned by one or
more minorities or, in the case of any publicly owned business, at least
51% of the stock of which is owned by one or more minorities; and (b)
whose management and daily operations are controlled by one or more
minorities.
Women Business Enterprise (WBE)
A concern: (a) which is at least 51 percent owned by one or
more women, or in the case of any publicly owned business, at least 51%
of the stock of which is owned by one or more women; and (b) whose
management and daily business operations are controlled by one or more
women.
Notification of Bids
The Authority is required to advertise the purchase of
all supplies, equipment, material and the construction of facilities and
worksites. Invitation for Bids (IFBs) are used for these types of
purchases, while Requests for Proposals (RFPs) are used for the
procurement of services, a specialized rail and telecommunications
equipment including rail cars. Notices requesting bids or proposals over
$25,000 are published at least once in a publication of general
circulation, as well as in several M/W/DBE publications.
Projects are formerly advertised at least 10 days in
advance of the due date of sealed bids/competitive proposals. In
addition, vendors listed in Metro’s database are often notified, via
postcard, of all IFBs/RFPs in their stated area of interest.
Telephone and Written Bid Procedures
Metro procures its supplies, materials, equipment, and
construction on the basis of competitive bids from qualified companies.
When the expected expenditure required is between $2,500 and $25,000, the
Authority obtains a minimum of 3 quotes, which permit prices and
terms to be compared.
Competitive bids are not subject to negotiation. When a
company is contacted for a quote, they must provide a firm price,
including any charges for delivery and installation (when applicable), and
lead time for delivery. Award is made to the lowest and most responsible
bidder meeting specifications and needs.
Questions?
Firms or individuals with questions about doing business
with Metro can e-mail
