Best Practices Procurement & Procurement Manual
Best Practices Procurement & Lessons Learned Manual
OCTOBER 2016
FTA Report No. 0105 Federal Transit Administration
PREPARED BY
Federal Transit Administration
COVER PHOTO Courtesy of Edwin Adilson Rodriguez, Federal Transit Administration
DISCLAIMER This document is disseminated under the sponsorship of the U.S. Department of Transportation in the interest of information exchange. The United States Government assumes no liability for its contents or use thereof. The United States Government does not endorse products of manufacturers. Trade or manufacturers' names appear herein solely because they are considered essential to the objective of this report.
Best Practices Procurement & Lessons Learned Manual
OCTOBER 2016
FTA Report No. 0105
PREPARED BY
Federal Transit Administration
SPONSORED BY
Federal Transit Administration Office of Chief Counsel U.S. Department of Transportation 1200 New Jersey Avenue, SE Washington, DC 20590
AVAILABLE ONLINE
transit.funding/procurement/procurement
FEDERAL TRANSIT ADMINISTRATION
i
SYMBOL
in ft yd mi
fl oz gal ft3 yd3
oz lb T
oF
MeMMtreeicttrrCiiccoCCnoovnenvrvesresiroisoninoTTnaaTbbaleble
WHEN YOU KNOW
MULTIPLY BY
TO FIND
LENGTH
inches
25.4
millimeters
feet
0.305
meters
yards
0.914
meters
miles
1.61
kilometers
VOLUME
fluid ounces
29.57
milliliters
gallons
3.785
liters
cubic feet
0.028
cubic meters
cubic yards
0.765
cubic meters
NOTE: volumes greater than 1000 L shall be shown in m3
MASS
ounces
28.35
grams
pounds
0.454
kilograms
short tons (2000 lb)
0.907
megagrams (or "metric ton")
TEMPERATURE (exact degrees)
Fahrenheit
5 (F-32)/9 or (F-32)/1.8
Celsius
SYMBOL
mm m m km
mL L m3 m3
g kg Mg (or "t")
oC
FEDERAL TRANSIT ADMINISTRATION
iv
FEDERAL TRANSIT ADMINISTRATION
ii
REPORT DOCUMENTATION PAGE
Form Approved OMB No. 0704-0188
Public reporting burden for this collection of information is estimated to average 1 hour per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to Washington Headquarters Services, Directorate for Information Operations and Reports, 1215 Jefferson Davis Highway, Suite 1204, Arlington, VA 22202-4302, and to the Office of Management and Budget, Paperwork Reduction Project (0704-0188), Washington, DC 20503.
1. AGENCY USE ONLY
2. REPORT DATE October 2016
4. TITLE AND SUBTITLE Best Practices Procurement & Lessons Learned Manual
3. REPORT TYPE AND DATES COVERED 5. FUNDING NUMBERS
6. AUTHOR(S) Cecila Comito
7. PERFORMING ORGANIZATION NAME(S) AND ADDRESSE(ES) Federal Transit Administration
8. PERFORMING ORGANIZATION REPORT NUMBER FTA Report No. 0105
9. SPONSORING/MONITORING AGENCY NAME(S) AND ADDRESS(ES)
U.S. Department of Transportation Federal Transit Administration Office of Chief Counsel East Building 1200 New Jersey Avenue, SE Washington, DC 20590
10. SPONSORING/MONITORING AGENCY REPORT NUMBER
FTA Report No. 0105
11. SUPPLEMENTARY NOTES []
12A. DISTRIBUTION/AVAILABILITY STATEMENT Available from: National Technical Information Service (NTIS), Springfield, VA 22161. Phone 703.605.6000, Fax 703.605.6900, email [orders@]
12B. DISTRIBUTION CODE TRI
13. ABSTRACT
This manual provides Federal Transit Administration (FTA) recipients with examples of procurement practices and lessons learned from a variety of third party procurements undertaken by FTA recipients. It is divided into four major sections that cover the entire procurement cycle: Planning, Selecting Type of Contracting Method, Evaluation of Proposals and Contract Award, and Contract Administration. The topics discussed in each section are derived from Federal statutes, regulations, and guidance that affect recipients' FTA assisted procurements. It does not include any requirements that are not included in statutes, regulations, FTA Circular 4220.1F, FTA's Master Agreement, or the Uniform Guidance (also referred to as the "Super Circular," found at 2 C.F.R. 200, replacing and superseding FTA's Common Grant Rules found at 49 C.F.R. 18). Examples of procurement practices and lessons learned are provided to help recipients improve their internal procurement processes and avoid common pitfalls. In addition to this manual, FTA provides other resources and guidance on the Procurement page of its website and recipients and vendors are encouraged to sign up for email alerts when FTA posts updates to procurement issues. FTA posts responses to procurement questions it receives from recipients and vendors that may be of general interest to FTA recipients. These Frequently Asked Questions are located on the Procurement page of FTA's website.
14. SUBJECT TERMS
Government procurement, government third party procurement, FAST Act, procurement guidance, best practices procurement, FAR
15. NUMBER OF PAGES 319
16. PRICE CODE
17. SECURITY CLASSIFICATION OF REPORT
Unclassified
18. SECURITY CLASSIFICATION OF THIS PAGE Unclassified
19. SECURITY CLASSIFICATION OF ABSTRACT
Unclassified
20. LIMITATION OF ABSTRACT
FEDERAL TRANSIT ADMINISTRATION
v
PREFACE
This Manual provides Federal Transit Administration (FTA) recipients with examples of procurement practices and lessons learned from a variety of third party procurements undertaken by FTA recipients. The Manual is divided into four major sections that cover the entire procurement cycle: Planning, Selecting Type of Contracting Method, Evaluation of Proposals and Contract Award, and Contract Administration. The topics discussed in each section are derived from Federal statutes, regulations, and guidance that affect recipients' FTA assisted procurements. This Manual does not include any requirements that are not included in statutes, regulations, FTA Circular 4220.1F, FTA's Master Agreement, or the Uniform Guidance (also referred to as the "Super Circular," found at 2 C.F.R. 200, replacing and superseding FTA's Common Grant Rules found at 49 C.F.R. 18).
Examples of procurement practices and lessons learned are provided to help recipients improve their internal procurement processes and avoid common pitfalls. Following only the guidance provided in this Manual will not provide a definitive assurance of compliance with federal third party procurement requirements or with state and local requirements. The examples provided are not intended to be all-inclusive given the many unique situations recipients face when undertaking third party procurements. Nor are the examples necessarily available to every recipient in every state. Recipients must comply with state and local laws, except where explicitly prohibited from doing so by Federal law. Rather, the Manual's examples are intended as a resource and a starting point for recipients to explore how other recipients have approached procurement compliance.
Finally, in addition to this manual, FTA provides other resources and guidance on the Procurement page of its website and recipients and vendors are encouraged to sign up for email alerts when FTA posts updates to procurement issues. FTA posts responses to procurement questions it receives from recipients and vendors that may be of general interest to FTA recipients. These Frequently Asked Questions are located on the Procurement page of FTA's website.
* When consulting FTA Circular 4220.1F, recipients should be mindful that there are statutory and regulatory requirements that have superseded the current version of the circular. In that case, the federal statute or regulation must be consulted. If a recipient is unsure of the applicability of FTA Circular 4220.1F in light of the Uniform Guidance (a/k/a "Super Circular"), 2 C.F.R. part 200, or the FAST Act amendments to Title 49 United States Code, Chapter 53, please contact your FTA regional office for further guidance.
FEDERAL TRANSIT ADMINISTRATION
vi
TABLE OF CONTENTS
1 1 1 2 2 2 2 3
13 13 14 18 21 22 25 28 29
33
39 47 53 62 68 69
72 72 73 80 93 97 99 105 108 109
112 114 119 136 137 140
Section 1: Purpose and Scope 1.1 Introduction 1.2 Third Party Contracting Guidance, Circular 4220.1F 1.3 FTA Waivers and Approvals 1.4 Master Agreement 1.5 FTA Administrator's Policy Letters 1.6 FTA Third Party Procurement Frequently Asked Questions 1.7 Definitions
Section 2: Planning 2.1 Standards of Conduct 2.2 Organizational Roles and Responsibilities 2.3 Long Range and Annual Planning Cycles 2.4 Competition Requirements 2.5 Restraints on Competition 2.6 Organizational Conflicts of Interest 2.7 Prequalification 2.8 Other than Full and Open Competition
Section 3: Types of Contracts 3.1 General Federal Requirements 3.2 Construction Contracts 3.3 Rolling Stock Contracts 3.4 Procurement Methods 3.5 Common Elements of the Solicitation Process 3.6 Common Elements of Offers 3.7 Other Types of Contracts
Section 4: Evaluation of proposals and Contract Award 4.1 Responsibility of Contractor 4.2 Sealed Bid Evaluation Process 4.3 Competitive Proposals Evaluation Process 4.4 Two-Step Procurement Evaluation Process 4.5 Sole Source Proposals Evaluation Process 4.6 Cost and Price Analysis 4.7 Documentation of Procurement Actions 4.8 Award Procedures 4.9 Protest Procedures
Section 5: Contract Administration 5.1 Contract Changes 5.2 Construction Contract Changes 5.3 Approval of Subcontractors 5.4 Termination 5.5 Claims, Grievances and Other Disputes with Contractors
FEDERAL TRANSIT ADMINISTRATION vii
146 150 152 154
233
5.6 Contract Closeout 5.7 Audits
Endnotes Appendix A: Federally Required and Other Model Contract
Clauses Appendix B: Examples of Procurement Practices
FEDERAL TRANSIT ADMINISTRATION viii
................
................
In order to avoid copyright disputes, this page is only a partial summary.
To fulfill the demand for quickly locating and searching documents.
It is intelligent file search solution for home and business.
Related download
- contracts and procurement checklist texas comptroller of
- best practices procurement procurement manual
- purchasing checklist and bid summary form
- public assistance applicant procurement compliance checklist
- checklist for reviewing procurements by federal grant
- examples of procurement compliance checklists
- checklist for reviewing procurements under grants
- gsa schedule order contract file checklist
- procurement file checklist dms
- public procurement checklist etenders
Related searches
- best practices in financial management
- financial best practices for nonprofits
- best practices in healthcare finance
- instructional best practices examples
- best practices in healthcare management
- best practices in healthcare industry
- best practices report example
- email marketing best practices 2019
- best practices in email marketing
- best practices for email communication
- crm best practices examples
- what are best practices in education