AC Transit Doing Business with AC Transit Charlie Kalb Procurement and Materials Director

Doing Business with

AC Transit

Charlie Kalb

Procurement and Materials Director

What Does AC Transit BUY? Buses and Bus Parts Fuel and Lubricants Automobiles, Trucks and Repair Parts Shop Equipment and Supplies Construction Work Professional Services Maintenance Services Architect and Engineer (A&E) Services AC Transit

What Does AC Transit BUY?

Buses and Bus Parts

Fuel and Lubricants

Automobiles, Trucks and Repair Parts

Shop Equipment and Supplies

Construction Work

Professional Services

Maintenance Services

Architect and Engineer (A&E) Services

Board Policy 350 & State Law Micro-purchases Informal Solicitations Formal Solicitations AC Transit

Board Policy 350 & State Law

Micro-purchases

Informal Solicitations

Formal Solicitations

Micro-Purchases Under $2,500 for materials, supplies, and equipment Under $10,000 for services and construction One informal quote/proposal or current price books furnished by vendors Compliance with state prevailing wage law for construction over $1,000 Buyer determines the price is fail and reasonable AC Transit

Micro-Purchases

Under $2,500 for materials, supplies, and equipment

Under $10,000 for services and construction

One informal quote/proposal or current price books furnished by vendors

Compliance with state prevailing wage law for construction over $1,000

Buyer determines the price is fail and reasonable

Informal Solicitations $2,500 to $25,000 for materials, supplies, and equipment (could be changed to $100,000) $10,000 to $100,000 for services Up to $100,000 for A&E services (qualification based procurement) Written quotes from at least three number of suppliers for goods Informal Request for Proposals for Services AC Transit

Informal Solicitations

$2,500 to $25,000 for materials, supplies, and equipment (could be changed to $100,000)

$10,000 to $100,000 for services

Up to $100,000 for A&E services (qualification based procurement)

Written quotes from at least three number of suppliers for goods

Informal Request for Proposals for Services

Formal Solicitations Over $25,000 for materials, supplies, and equipment (could be changed to $100,000) Over $100,000 for services Over $10,000 for construction Over $100,000 for A&E services Must be formally advertised AC Transit

Formal Solicitations

Over $25,000 for materials, supplies, and equipment (could be changed to $100,000)

Over $100,000 for services

Over $10,000 for construction

Over $100,000 for A&E services

Must be formally advertised

AC Transit

Procurement Method Choices Micro-purchases Competitively quoted purchase orders Multi-year term contracts One-time competitive contracts Sole source purchase orders and contracts Blanket purchase agreements AC Transit

Procurement Method Choices

Micro-purchases

Competitively quoted purchase orders

Multi-year term contracts

One-time competitive contracts

Sole source purchase orders and contracts

Blanket purchase agreements

AC Transit Micro-Purchases Up to $2,500 for goods Up to $10,000 for services and construction Expedited procurement - one quote/proposal Minimal documentation - purchase order Corporate purchase card can be used up to $2,500 if authorized Fair and reasonable price determination required

Micro-Purchases

Up to $2,500 for goods

Up to $10,000 for services and construction

Expedited procurement - one quote/proposal

Minimal documentation - purchase order

Corporate purchase card can be used up to $2,500 if authorized

Fair and reasonable price determination required

AC Transit Competitively Quoted POs Used for informal purchases For goods, three quotes are required For services and construction, an adequate number of quotes/proposals are required (usually three) Abbreviated contract may be required

Competitively Quoted POs

Used for informal purchases

For goods, three quotes are required

For services and construction, an adequate number of quotes/proposals are required (usually three)

Abbreviated contract may be required

Multi-Year Term Contracts Recurring needs over several years Usually on-call for services Usually indefinite quantity for goods Locks in prices/rates for contract period Usually they are formally advertised contracts AC Transit

Multi-Year Term Contracts

Recurring needs over several years

Usually on-call for services

Usually indefinite quantity for goods

Locks in prices/rates for contract period

Usually they are formally advertised contracts

Sample Multi-Year Term Contracts A&E Services (2) exp. Dec 2009 (2 LBEs) Diesel Fuel exp. Jan 2010 Lubricants 3 month contract (DBE) Engine Oil 3 month contract (LBE) Heavy Duty Batteries exp. Dec 2010 (WBE) Heavy Duty Brake Drums exp. Jul 2010 (WBE) Fasteners and Freestock exp. Jul 2013 Window Washing exp. Jun 2013 (DBE) AC Transit

Sample Multi-Year Term Contracts

A&E Services (2) exp. Dec 2009 (2 LBEs)

Diesel Fuel exp. Jan 2010

Lubricants 3 month contract (DBE)

Engine Oil 3 month contract (LBE)

Heavy Duty Batteries exp. Dec 2010 (WBE)

Heavy Duty Brake Drums exp. Jul 2010 (WBE)

Fasteners and Freestock exp. Jul 2013

Window Washing exp. Jun 2013 (DBE)

Sample Multi-Year Term Contracts Safety Supplies (2) exp. Mar 2014 (1 LBE) Office Products exp. Nov 2010 (LBE) Financial Advisory Services (10) exp. Nov 2012 (1 DBE) Legal Services (24) exp. Nov 2010 (6 LBE) Tire Rental exp. Dec 2010 Copier Lease exp. Nov 2010 Transportation Planning Services (16) exp. Nov 2012 (3 LBE/2 DBE) Landscape Maintenance exp. Jun 2012 (DBE/LBE) AC Transit

Sample Multi-Year Term Contracts

Safety Supplies (2) exp. Mar 2014 (1 LBE)

Office Products exp. Nov 2010 (LBE)

Financial Advisory Services (10) exp. Nov 2012 (1 DBE)

Legal Services (24) exp. Nov 2010 (6 LBE)

Tire Rental exp. Dec 2010

Copier Lease exp. Nov 2010

Transportation Planning Services (16) exp. Nov 2012 (3 LBE/2 DBE)

Landscape Maintenance exp. Jun 2012 (DBE/LBE)

Sample Multi-Year Term Contracts Cartographic Services exp. Oct 2010 (DBE/LBE) Yard Lighting exp. Jun 2012 (LBE) Driver Uniforms exp. Dec 2010 (DBE) Bus Pest Control exp. May 2010 Facility Pest Control exp. Dec 2010 Coverall Rental exp. Feb 2011 (LBE) Portable Fire Extinguishers exp. Jun 2011 (LBE) Board Delivery Service exp. Jun 2013 (LBE) AC Transit

Sample Multi-Year Term Contracts

Cartographic Services exp. Oct 2010 (DBE/LBE)

Yard Lighting exp. Jun 2012 (LBE)

Driver Uniforms exp. Dec 2010 (DBE)

Bus Pest Control exp. May 2010

Facility Pest Control exp. Dec 2010

Coverall Rental exp. Feb 2011 (LBE)

Portable Fire Extinguishers exp. Jun 2011 (LBE)

Board Delivery Service exp. Jun 2013 (LBE)

AC Transit One-Time Competitive Contracts Non-recurring requirement One-time purchase of goods or services Could be formal or informal

One-Time Competitive Contracts

Non-recurring requirement

One-time purchase of goods or services

Could be formal or informal

AC Transit Sole Source POs and Contracts Item is available from only one source Public exigency or emergency will not permit delay to obtain competition After solicitation of a number of sources, competition is determined to be inadequate Many bus components and repair parts must be bought from the bus manufacturer or the component manufacturer’s authorized distributor Additional work on an existing procurement Justification required from user

Sole Source POs and Contracts

Item is available from only one source

Public exigency or emergency will not permit delay to obtain competition

After solicitation of a number of sources, competition is determined to be inadequate

Many bus components and repair parts must be bought from the bus manufacturer or the component manufacturer’s authorized distributor

Additional work on an existing procurement

Justification required from user

AC Transit Blanket Purchase Agreements Annual purchase order for open market purchases of goods and services Used for multiple low dollar purchases made throughout the year to a single vendor Single purchase limit of up to $2,500 Vendor is determined by the user who must also determine that prices are fair and reasonable

Blanket Purchase Agreements

Annual purchase order for open market purchases of goods and services

Used for multiple low dollar purchases made throughout the year to a single vendor

Single purchase limit of up to $2,500

Vendor is determined by the user who must also determine that prices are fair and reasonable

AC Transit Current Challenges New PeopleSoft purchasing and financials program implementation Vendor database deficiencies especially related to SLBEs and DBEs Lack of reporting tools Staffing/funding for SLBE/DBE programs

Current Challenges

New PeopleSoft purchasing and financials program implementation

Vendor database deficiencies especially related to SLBEs and DBEs

Lack of reporting tools

Staffing/funding for SLBE/DBE programs

AC Transit What’s in the Future? Targeted quote requests from PeopleSoft to specific vendors and vendor groups Automatic emailing of quotes and purchase orders from PeopleSoft Revised SLBE and DBE programs

What’s in the Future?

Targeted quote requests from PeopleSoft to specific vendors and vendor groups

Automatic emailing of quotes and purchase orders from PeopleSoft

Revised SLBE and DBE programs