CalACT Procurement Update & Ordering Procedures November 2023

1. “ “CALACT” Procurement UPDATE & ORDERING PROCEDURES NOVEMBER 2023

2. UPDATE  The Paratransit contract (#20-01) has been awarded, first of 3 one year options extended.  This is a joint procurement, not a State Government Schedule.  #20-01 is exclusive to those listed, able to access Caltrans options or obtain piggyback options from other agencies who are on the list.  Shelter #21-01 has been awarded. For state and locally funded purchases only.

3. New Ordering Procedures Provides users of the CalACT bid with tools to make and document appropriate procurement decisions in accordance with FTA requirements.

4. Ordering Steps 1) Request Access to procurement documents from CalACT. 2) Develop your vehicle requirements (Use Excel spreadsheet) 3) Review Prices. Document 3 choices or maximum available from procurement schedule OR request dealer quotes for file. Make sure you request “apples to apples” comparisons. *Note-If not using FTA funding default to your own purchasing policy or specific grant requirements

5. Ordering Steps Contd. 4) In addition to Price, an agency may consider the following factors to purchase a bus that is not lowest in cost: a) Past Performance-Use reference scores (In bid tabulation) or your own agency’s information b) Special Features of specific vehicle required for program performance at your agency c) Superior Warranty d) Maintenance or Inventory (consistency with fleet) e) Delivery Date (contact dealers/mfrs. and have emailed to you)

6. Ordering Steps contd. 5) Complete Internal Documentation/Approval Notice Form (available on CalACT website) 6)Request Assignment Letter from CalACT 7)Issue Order Form or PO to dealer (copying/uploading to CalACT) 8)Retain the following documents: a) Proposal, forms, certs and other documents on website b) Letter of Assignment c) Document pricing per #3 d) Copy of Order form or PO showing price and delivery date proposed

7. Ordering Steps contd. 8) Obtain copies of Basin Transit’s PreAward Buy America, Purchasers and FMVSS certification and retain (On CalACT ) 9)Before accepting Vehicle: a) Conduct Inspection and Road Test b) Execute Post Delivery Buy America, Purchasers and FMVSS certificate (available from calact.org) Note: CalTrans subrecipients to follow purchasing procedures on DRMT’s BlackCat program. (Item 9A)

8. Discussion Items  Altoona Testing: FTA requires copy of Altoona test BEFORE delivery and payment of your vehicle. Read the report and note failures. Ask mfr. detail for remedial measures for failures. Be cautious with configuration changes.  Buy America: Due to dates of Award, content of current procurements remains 70%  Cardinal Change: “Major deviation from the original purpose of the work or the intended method of achievement, or a revision of contract work so extensive, significant, or cumulative that, in effect, the contractor is required to perform very different work from that described in the original contract.” Bottom line-only minor changes to options or accessories are permitted.

9. Discussion Items  Change Orders: Are “sole source procurements” Need to be justified via price analysis.  Options: Stay on the Price schedule as much as possible to order your bus! Price has been determined competitively for you. Non Listed options may be costly.  Be careful of the dealer deleting or changing standard items! May be cardinal change (FTA violation) or degrade the quality of the bus. Consider whether it offers a good value.

10. Discussion Items  Standard A/C and heaters are quality units. If you do decide to upgrade, request brand/model offered on the Procurement. You may pay much more otherwise.  If buying CNG vehicles: Consider carefully, A/C system selected and whether you are adding Telma retarders as it may affect tank installation and capacity.  Important! Report all federally funded purchases to FTA Civil Rights. (DRMT reports for you if Caltrans subrecipient.)

11. Products Available Standard vehicles available are: Class A,B, C (Standard Cutaways), Class D (Minivans), Class E (Large Cutaways), F&G (Low Floor Cutaways) Ford Transit and Ram ProMaster based vans and cutaways. And Bus Shelters, benches, solar stops and accessories.

12. RFP 20-01 ZEB Options  Battery electric vans: OEM Ford Transits. Driverge from A-Z Bus Sales and Mobilitrans from Model 1. Sunset RamPro Master lowfloor from RO Bus Sales.  Battery electric cutaways: Ford E-450 based cutaways from Coach & Equipment/UES and Optimal low floor from ABC Bus Sales, Endera electric cutaway from Coachwest and TurtleTop Optimal from Davey Coach Sales. All the above are Buy America compliant and undergoing Altoona tests as we speak.

13. RFP 23-01 (Heavy Duty Upcoming)  Current contract (#18-01) effective toAPRIL ‘24 for Eldorado, Gillig, NFI and MCI ICE buses.  RFP #23-01 releasing 11/17/24. Diesel/CNG 32’,35’ and 40’ buses adding 35’and 40 foot BEB/fuel cells as and 45’ electric commuter bus. Anticipated awards to take place late Spring 2024.

14. CALACT Ordering Procedures-Bus Are you Eligible Obtain Quote(s) From Dealers Purchase Order Assignment To Purchase Agreement Post Delivery Audit

15. CALACT Ordering Procedures-Shelter RFP not Compliant to FTA Procurement Guidelines Are you Eligible Request Quote from Tolar Manufacturing Provide Purchase Order Provide Assignment to Purchase Contract for Installation