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Third Party Procurement

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Third Party Procurement
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Pre-Bid Conferences

Frequently Asked QuestionsCommunicating with potential contractors through pre-bid conferences is a good way to control costs and minimize claims. However, a number of grantees around the country have taken the position that attendance at pre-bid conferences cannot be made mandatory. We have been...

Piggybacking

Frequently Asked QuestionsWhat are the FTA’s “piggybacking” regulations?

FTA encourages grantees to enter into State and local agreements for the procurement of common goods and services in order to foster greater economy and efficiency. The Best Practices Procurement Manual (BPPM), Section 3.3.2...

Personnel Agency Fees

Frequently Asked QuestionsAre there any formal guidelines out there for the procurement of temporary employees that are not necessarily an emergency hire? We would like to use the services of a temp agency to fill positions that we feel will expire in about a year.

There is a critical difference...

Payment of Subgrantees

Frequently Asked QuestionsWhere do I find the FTA definition of "Incurred cost"?  The Texas Department of Transportation believes Incurred Cost to be " a transit agency must pay all costs for goods or services to be eligible for reimbursement."

The payment of grantees and subgrantees is not...

Overhead Rates

Frequently Asked QuestionsWe are planning on issuing a time and materials type of contract. We are required to request cost data as part of our negotiations with the highest ranked firm; however, the reimbursements will be based on a fixed hourly rate. Does the contractor have to submit a federally...

Organizational Structure for Procurement Office

Frequently Asked QuestionsIs there a preferable organizational structure for the procurement function from an independence or authority standpoint?

The FTA policy relating to how grantees are organized is contained in FTA Circular 4220.1F, Chapter 1, paragraph 5, “FTA’S ROLE”: “FTA does not...

Options

Frequently Asked QuestionsWe are preparing to send out an IFB seeking a General Contractor for the renovation of an historic building into an intermodal transportation center. The project has a $6.5 million budget of FTA funds. Will we be in compliance with FTA's Procurement Guidelines if we follow...

Notice of Amendment to RFP/RFQ/IFB

Frequently Asked QuestionsQ. We are trying to put together a Standard Operating Procedure for the purchasing department. A question under debate is the length of notice that is required when amending an IFB/RFQ/RFP. The Ohio Revised Code states that if an amendment changes the specification and if...

Multiple Contract Awards

Frequently Asked QuestionsQ. Management is considering releasing an RFP for various future vehicle/facility-inspection activities on an ongoing basis. The plan is to award an open-ended contract to each qualified proposer, with a ranking by fixed-fee and category of work, with costs varying by...

Multi-Step Procurements

Frequently Asked QuestionsQ. We plan to use a 2-step procurement process with the 2nd step being an RFP phase which will include pricing. We will first issue an RFQ and cut 10 contractors to 5 based on qualifications. Then those 5 will submit technical and price proposals and from that group we...