DOING BUSINESS WITH THE RTA
A Guide for Conducting Business With and Selling Products/Services to the Greater Dayton Regional Transit Authority
Thank you for your interest in the Greater Dayton Regional Transit Authority (RTA).
This packet is intended to simplify your understanding of RTA’s procurement procedures and provide you with a better working knowledge of conducting business with the RTA. While this packet will give you a general overview of the procurement procedures, it does not prohibit the RTA from changing or modifying its procedures. The RTA reserves the right, as the interests of the RTA may require, to change, modify, or amend policies deemed to be in the best interest of the Authority.
Purchased items are the responsibility of the Department of Administrative Services, Procurement. If you have any questions concerning RTA’s purchasing policies or desire specific information concerning the purchase of goods and/or services, including bid notices and specifications, please contact the Procurement Department.
The Procurement Department makes every effort to seek qualified businesses to purchase goods and/or services. It is RTA’s policy not to discriminate and to encourage disadvantaged business enterprise participation, whenever possible.
If we can be of any assistance to you, please feel free to contact any of our procurement representatives. We welcome the opportunity to work with you.
SELLING TO THE GREATER DAYTON REGIONAL TRANSIT AUTHORITY
The purchasing of inventory and electric trolley bus parts is handled out of 600 Longworth Street, Dayton, OH 45402, while all other procurement staff is located at 4 South Main Street, Dayton, OH 45402. Non-scheduled visits are not acceptable.
Upon arrival, the receptionist will ask that you sign in, and the person you are scheduled to see will be notified. You will be issued a visitor’s pass, which you should keep with you during your visit. For your safety, you will not be permitted to tour our facilities without an escort.
Your cooperation in adhering to these guidelines will be appreciated.
HOW DOES RTA BUY?
The RTA is a political subdivision of the State of Ohio and must adhere to the Ohio Revised Code. The Ohio Revised Code (Section 306.43) requires RTA under certain instances to purchase items valued over $25,000 through a formal competitive bidding process. Bid announcements for these purchases are advertised in local newspapers of general circulation for two consecutive weeks.
The announcements may appear in the Dayton Daily News, The Dayton Weekly, and the Passenger Transport, the transit industry trade newspaper. Bid announcements normally appear as a Request for Proposal (RFP) or an Invitation for Bid (IFB). Another form of solicitation that is non-published occurs in the Request for Quotation (RFQ). The RFQ generally results in awards where the anticipated value is less than $25,000.
The RTA receives federal and state funding for most expenditures and must adhere to the regulations set forth by the Department of Transportation, Federal Transit Administration and the Ohio Revised Code.
The RTA reserves the right, as the interests of the RTA may require, to postpone, accept or reject any and all bids/proposals and to waive any informalities in the bids/proposals received, and to award the contract(s) to the most responsive and responsible bidder/proposer.
In awarding a contract, the RTA reserves the right to consider all elements in the determination of the responsibility and responsiveness of the propser/bidder. Any proposal/bid which is incomplete, conditional, obscure, or which contains additions not called for or irregularities of any kind, may be cause for rejection of the proposal/bid.
WHAT DOES RTA BUY?
RTA acquires basic goods and services. These include:
A partial list of goods and services follows.
|ADMINISTRATIVE||TROLLEY & DIESEL SUPPLY|
|Copy Machines & Supplies||Antifreeze|
|Saftey Supplies||Seat Covers|
|Printing Supplies||Diesel Fuel|
|Bus Transfers||Air Compressors|
|DIESEL BUS PARTS||Brake Components|
|Brake Components||Lucite Acrylic|
|Engine||Wheelchair Lift Parts|
|Steering Gear||Temporary Signs|
|Wheels/Bearing||Rubber Flooring - Ribbed and Smooth|
|OVERHEAD LINE MATERIAL||Architectural|
|Solvents||Aluminum and Steel|
|SERVICE VEHICLE SUPPLY||Chemicals|
|Unleaded Gasoline||Cleaning Materials|
|Tires||Bus Stop Posts & Signs|
|Lubricants||Wash Rack Parts|
|Repair Items||Hand Tools|
|Fuel Pumps||Safety Supplies/Glasses|
|Water Pumps||Janitorial Supplies|
|Diesel Buses||Shop Towels/Floor Mats|
|Trolley Coaches||Diesel Fuel|
|Project Mobility Vans||Plumbing|
|Radiator Repair||Fire Protection|
|Tire Lease||SALE OF SURPLUS EQUIPMENT|
|Trash Disposal||Scrap Metals|
|Window Cleaning||Office Equipment & Supplies|
|Janitorial Services for Hubs||ADA Accessible Mini-Vans|
|Wireless Phone Service||MISCELLANEOUS (CONT.)|
|Investigative Services||Upholstery Cleaning|
|Oil & Fuel Analysis||Telephone Maintenance|
|Car Wash Services||Long Distance Phone Service|
|Engine Machine Shop Services||Pagers|
|Inventory Services||Token Packaging|
|Removal of Hazardous Waste||Towing Services|
|Removal of Non-Hazardous Wastes||Transportation Consultants|
|Training Consultants||A/V Equipment and Service|
WHO RECEIVES BID NOTICES?
In addition to published notices, a list of firms who have expressed interest in selling specific items to the RTA is kept on file in the Procurement offices. Bid packages that are directly related to the particular goods and/or services the firms can provide are sent out electronically or mailed to the firms on this list. This list is compiled from:
If a firm would like to be placed on a bidder’s list, an e-mail may be sent to the appropriate buyer or a request should be made on the firm’s letterhead stating the specific item(s) on which the firm wishes to bid. During a personal interview with an authorized procurement agent of the RTA, a firm may also request placement on such a list.
The RTA may remove firms from the bidder’s list if no response to a solicitation is received after two requests.
The RTA is exempt from payment of sales tax. Exemption certificates will be furnished to a firm upon request from the RTA’s Finance Department.
Never furnish goods or services without a bonafide purchase order. The RTA requires purchase orders for all goods and/or services. A purchase order number must appear on all documents and packing slips. All applicable terms and conditions are contained on the back of issued purchase orders. Orders placed by individuals without a bonafide purchase order are considered personal transactions between the supplier and the individual. The Greater Dayton Regional Transit Authority will not assume responsibility for payment.
SHIPPING AND RECEIVING
Unless instructed differently, all deliveries to the RTA are to be made at the shipping and receiving doors located at the corner of Perry and Stout Streets. Shipping and Receiving hours are from 8:00 a.m. to 2:30 p.m., Monday through Friday.
All materials and supplies sent to the RTA must have a packing slip complete with the vendor name, purchase order or purchase order release number, description of materials shipped, part number and quantities.
No materials, supplies, or equipment are to be sent without a packing slip. All materials sent without proper documents will be returned to sender.
RTA pays only from invoices. Invoices must be itemized, and the purchase order number and packing slip number must be referenced on the invoice.
Send an original (only one, no extra copies required) of all invoices and credits. In most cases, payment is remitted within 30 days after delivery of goods and/or services, providing an invoice has been received.
Invoices and statements should be mailed to:
Greater Dayton Regional Transit Authority
4 South Main Street
Dayton, OH 45402
Direct payment inquiries to the Accounts Payable Department at (937) 425-8462 or to the address listed above. The firm must include a "remit to" address on the invoice. Otherwise, payment will be made to the address shown on the purchase order.
DISADVANTAGED BUSINESS ENTERPRISE PROGRAM
The Greater Dayton Regional Transit Authority adheres to the policy of the U.S. Department of Transportation that Disadvantaged Business Enterprises shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds.
Disadvantaged Business Enterprise means a small business concern:
Small business concern means, with respect to firms seeking to participate as DBEs in DOT-assisted contracts, a small business concern as defined pursuant to Section 3 of the Small Business Act and the Small Business Administration regulations implementing it (13 CFR Part 121) that also does not exceed the cap on average annual gross receipts specified in 26.65(b).
- That is at least 51 percent owned by one or more individuals who are both socially and economically disadvantaged or, in the case of a corporation, in which 51 percent of the stock is owned by one or more such individuals; and
- Whose management and daily business operations are controlled by one or more of the socially and economically disadvantaged individuals who own it.
Socially and economically disadvantaged individual means any individual who is a citizen (or lawfully admitted permanent resident) of the United States and who is:
- Any individual who a recipient finds to be socially and economically disadvantaged on a case-by-case basis.
- Any individual in the following groups, members of which are rebuttably presumed to be socially and economically disadvantaged:
- "Black Americans," which includes persons having origins in any of the Black racial groups of Africa;
- "Hispanic Americans," which includes persons of Mexican, Puerto Rican, Cuban, Dominican, Central or South American, or other Spanish or Portuguese culture or origin, regardless of race;
- "Native Americans," which includes persons who are American Indians, Eskimos, Aleuts, or Native Hawaiians;
- "Asian-Pacific Americans," which includes persons whose origins are from Japan, China, Taiwan, Korea, Burma (Myanmar), Vietnam, Laos, Cambodia (Kampuchea), Thailand, Malaysia, Indonesia, the Philippines, Brunei, Samoa, Guam, the U.S. Trust Territories of the Pacific Islands (Republic of Palau), the Commonwealth of the Northern Marianas Islands, Macao, Fiji, Tonga, Kiribati, Tuvalu, Nauru, Federated States of Micronesia, or Hong Kong.
- "Subcontinent Asian Americans," which includes persons whose origins are from India, Pakistan, Bangladesh, Bhutan, the Maldives Islands, Nepal or Sri Lanka;
- Any additional groups whose members are designated as socially and economically disadvantaged by the SBA, at such time as the SBA designation becomes effective.
Tribally owned concern means any concern at least 51 percent owned by an Indian tribe as defined in this section.
The RTA’s established goal for this program is that 10% of the dollar amount awarded on contracts be purchased from disadvantaged business enterprises.
A standard certification application to determine whether your firm is eligible to qualify as a Disadvantaged Business Enterprise (DBE) is available upon request from the Procurement Department.
AFFIRMATIVE ACTION ASSURANCE
All firms are required to comply with all Equal Employment Opportunity laws and regulations and file with the RTA’s DBE Officer, if requested, an Affirmative Action Assurance Plan, consistent with RTA’s nondiscriminatory policy, subject to RTA approval. All proposers must submit with their bid a letter from the City of Dayton Human Relations Council, stating that they have an approved Affirmative Action Assurance Plan. Failure to furnish the letter from the City of Dayton Human Relations Council may be cause for rejection of your bid. If a bidder is not currently on the approved list, the following office is to be contacted to obtain an application:
City of Dayton
Human Relations Council
130 W. Second Street, Suite 730
Dayton, Ohio 45402-2092
Any bidder, who in RTA’s judgment has failed to comply with such laws and regulations, even though their bid may be the lowest in dollar amount, may be considered nonresponsive and may be rejected.
CODE OF CONDUCT STANDARD
The proper operation of the Greater Dayton Regional Transit Authority (RTA) requires that all employees, and specifically the Procurement Agents, be independent, impartial, and responsive to the public whom they serve. RTA’s Procurement Agents must avoid all situations where prejudice or opportunity for personal gain could influence their decision.
So that procurement employees and firms clearly understand the areas of possible conflict and avoid situations involving suspicion of conflict, the following standard is set forth.
- Confidential Information RTA employees shall not divulge any confidential information to any unauthorized person or release any such information in advance of the time prescribed for its authorized release for their own personal gain or for the gain of others.
RTA employees shall not participate in personal business transactions or make private arrangements for personal profit, which occur from or are based upon their official position or authority or upon confidential information that was gained by reason of such position or authority.
- Contracts No RTA employee shall be engaged in the selection, award or administration of a contract supported by federal, state or local funds, if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when a Procurement Agent, any member of his/her immediate family, any organization that employs, or is to employ, any of the above has a financial or other interest in the firm selected.
- Gratuities and/or Favors No employee shall accept gratuities or favors greater than $50.00 from contractors, potential contractors, or parties to subcontractors. Meals and entertainment are excluded from the above limitations.
- Representatives of Private Interests No employee of the RTA shall represent or act as an agent for any private interest, whether for compensation or not, in any transaction in which the RTA has a direct interest and which may reasonably be expected to result in a conflict between private interests of this employee and his/her RTA responsibilities.
Further, there shall be no attempt to influence any proceeding between private interests and the RTA in which law or agency regulation requires that decisions be made solely on the record of a formal hearing.
- Never furnish goods and/or services without a bonafide purchase order. Orders placed by individuals without a bonafide purchase order are considered personal transactions between the supplier and the individual. The Greater Dayton Regional Transit Authority will not assume responsibility for payment.
- Loaned products (goods, equipment, or test materials) or services rendered to RTA should be accompanied by a letter of understanding that items are for trial use only and that no requirement for a resulting order is implied, especially without compensation.
- Always submit quotations, bids and proposals on time. Late quotations, bids and proposals may not be considered.
- When bidding goods and/or services, it is very important to remember that all paperwork supplied and requested by RTA must be addressed either by properly filling out the paperwork or in a written reply addressing reasons why the paperwork cannot be completed. Otherwise, bidders may be considered nonresponsive, and the bid may be rejected.
- AAAP Approval. All firms are required to comply with all EEO laws and regulations, and file with the RTA’s DBE Officer, if requested, an Affirmative Action Assurance Plan, consistent with RTA’s nondiscriminatory policy.
TERMS AND DEFINITIONS
APTA – American Public Transportation Association
DBE – Disadvantaged Business Enterprise
Request for Quote (RFQ) – Requests for quotes when the value of the award is anticipated to be less than $25,000 annually.
Invitation for Bid (IFB) – Requests for bids where the RTA is soliciting bids for goods and/or services that may exceed $25,000. The IFB is used when item(s) can be precisely defined, described or standardized and when two or more sources are able to compete for requirement.
Request for Proposals (RFP) – Request for proposals where the RTA is soliciting proposals for goods and/or services that may exceed $25,000. The RFP is needed when service(s) or item(s) cannot be precisely defined, described or standardized.© 2005-23 Greater Dayton Regional Transit Authority, all rights reserved.