Best Practices Procurement & Procurement Manual - FTA

1 best Practices Procurement & Lessons Learned ManualPREPARED BY Federal Transit AdministrationOCTOBER 2016FT A Report No. 0105 Federal Transit AdministrationCOVER PHOTO Courtesy of Edwin Adilson Rodriguez, Federal Transit Administration DISCLAIMER This document is disseminated under the sponsorship of the 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 TRANSIT ADMINISTRATION iOCTOBER 2016FT A Report No.

2 0105 PREPARED BYFederal Transit AdministrationSPONSORED BYFederal Transit AdministrationOffice of Chief Department of Transportation1200 New Jersey Avenue, SEWashington, DC 20590 AVAILABLE Practices Procurement & Lessons Learned ManualFEDERAL TRANSIT ADMINISTRATION ivMetric ConversionTableSYMBOL WHEN YOU KNOW MULTIPLY BY TO FIND SYMBOL LENGTH in inches millimeters mm ft feet meters m yd yards meters m mi miles kilometers km VOLUME fl oz fluid ounces milliliters mL gal gallons liters L ft3 cubic feet cubic meters m3 yd3 cubic yards cubic meters m3 NOTE.

3 Volumes greater than 1000 L shall be shown in m3 MASS oz ounces grams g lb pounds kilograms kg T short tons (2000 lb) megagrams (or "metric ton") Mg (or "t") TEMPERATURE (exact degrees) oF Fahrenheit 5 (F-32)/9 or (F-32) Celsius oC FEDERAL TRANSIT ADMINISTRATION iiMetric Conversion TableMetric Conversion TableFEDERAL TRANSIT ADMINISTRATION vREPORT DOCUMENTATION PAGEForm ApprovedOMB No. 0704-01881. AGENCY USE ONLY2. REPORT DATEO ctober 20163. REPORT TYPE AND DATES COVEREDP ublic reporting burden for this collection of information is estimated to average 1 hour per response, including the time for reviewing instruc-tions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.

4 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 TITLE AND SUBTITLEBest Practices Procurement & Lessons Learned Manual5. FUNDING NUMBERS6. AUTHOR(S)Cecila Comito7. PERFORMING ORGANIZATION NAME(S) AND ADDRESSE(ES)Federal Transit Administration8.

5 PERFORMING ORGANIZATION REPORT NUMBER FTA Report No. 01059. SPONSORING/MONITORING AGENCY NAME(S) AND ADDRESS(ES) Department of TransportationFederal Transit AdministrationOffice of Chief CounselEast Building1200 New Jersey Avenue, SEWashington, DC 2059010. SPONSORING/MONITORING AGENCY REPORTNUMBERFTA Report No. 010511. SUPPLEMENTARY NOTES [ ]12A. DISTRIBUTION/AVAILABILITY STATEMENT Available from: National Technical Information Service (NTIS), Springfield, VA 22161. Phone , Fax , email DISTRIBUTION CODE TRI13.

6 ABSTRACTThis 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.

7 It does not include any requirements that are not included in statutes, regulations, FTA Circular , FTA sMaster Agreement, or the Uniform Guidance (also referred to as the Super Circular, found at 2 200, replacing and superseding FTA s Common Grant Rules found at 49 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.

8 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 SUBJECT TERMSG overnment Procurement , government third party Procurement , FAST Act, Procurement guidance, best Practices Procurement , FAR15. NUMBER OF PAGES31916. PRICE CODE17. SECURITY CLASSIFICATIONOF REPORTU nclassified18. SECURITY CLASSIFICATIONOF THIS PAGE Unclassified19. SECURITY CLASSIFICATIONOF ABSTRACTU nclassified20.

9 LIMITATION OF ABSTRACTFEDERAL TRANSIT ADMINISTRATION viPREFACE 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.

10 This Manual does not include any requirements that are not included in statutes, regulations, FTA Circular , FTA s Master Agreement, or the Uniform Guidance (also referred to as the Super Circular, found at 2 200, replacing and superseding FTA s Common Grant Rules found at 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.