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Omnitrans' Procurement Department conducts all purchasing activities for the Agency.
The Procurement Department consists of the Director of Procurement, Contracts Manager, Contracts Specialist, Contracts Administrative Secretary, Senior Buyer, Purchasing Specialist, Materials Supervisor, Warranty Coordinator, Procurement and Parts Clerks.
The primary responsibilities of the Procurement staff include:
- Administering the Agency's Disadvantaged Business Enterprise (DBE) program
- Overseeing competitive procurement for contracts greater than $25,000
- Coordinating federal and state performance reviews and special audits
- Directing expansion projects and facility improvements
- Serving as a resource for federal, state, and local regulatory requirements
- Auditing insurance requirements for Agency contractors
- Meeting special project requirements for the Agency
- Monitoring product warranties
Omnitrans' Procurement Department develops and issues solicitations for all goods, inventory items, services, and public works (construction) projects. The Procurement staff is responsible for these procurement activities and is the primary point of contact for vendors to resolve contractual differences and issues amendments to existing contracts. Buyers are also available to meet with a firm whose proposal was not selected to debrief them on their proposal's strengths and weaknesses.
Omnitrans' Procurement staff is dedicated to ensuring full and open competition and strives to include as many potential sources as possible in the procurement process.
Omnitrans' Procurement staff makes every effort to obtain the maximum value for each dollar expended; considering the factors of price, quality, applicability, availability, support service, pertinent laws and regulations. Omnitrans' Procurement staff also ensures that performance satisfactionis obtained by working closely with Omnitrans project managers to develop specifications that are detailed and clearly written, yet are sufficiently broad to promote competition among many vendors.
Vendor Bid List Database
Omnitrans' Procurement Department maintains an electronic database of vendors interested in doing business with the Agency. To be added to this vendor database, go to www.omnitrans.org/purchase/registrar/register.cfm.
Registered vendors receive notification of various Omnitrans contracting opportunities applicable to the types of products or services they provide as a business. It is the responsibility of the vendor to keep its business profile updated with the procurement system. Omnitrans will remove vendor profiles whose email addresses prove to be invalid. At the point a vendor is deleted from the online database, a notice will be mailed to the vendor informing them that they are no longer registered in the Omnitrans vendor database. If a vendor wishes to continue to recieve notifications of procurement opportunities, they will need to re-register at that time with valid information.
Omnitrans' Board of Directors' Policy Statement is that Disadvantaged Business Enterprises (DBEs) shall have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part by the United States Department of Transportation (DOT).
If your firm is a Minority-owned Business Enterprise (MBE), Women-owned Business Enterprise (WBE) or Disabled Veteran Business Enterprise (DVBE), your firm may be eligible towards fulfilling our contract utilization goal. Questions regarding DBE certification should be directed to Disadvantaged Business Enterprise (DBE) website: http://osdbuweb.dot.gov/business/dbe/.
For questions surrounding how to get started as a vendor at Omnitrans, please contact Contracts Administrative Secretary, Shirley Raines at (909) 379-7144.
Types of Solicitations
Depending on the type of project, Omnitrans will develop an Invitation for Bid (IFB), Request for Proposal (RFP), Request for Interest and Qualifications (RFIQ) or Request for Quotations (RFQ).
- IFB's are used when there is a clear understanding of the project requirements; scope of work and/or technical specifications, and the criteria for award is based solely on price. IFB's are publicly opened at the time and location stated in the bid document. Each bidder's Name and the total amount bid are announced. Anyone wishing to attend a bid opening may do so; however, attendance is not necessary to be eligible for contract award. Award is made to the lowest, responsive and responsible bidder.
- RFP's are used when the specific requirements and/or technical specifications of a project are unclear and evaluation criterion, in addition to pricing, is needed. RFP's are evaluated by an evaluation committee based upon the evaluation criterion identified in the RFP. Award is made to the vendor whose proposal is determined to be the most advantageous to the Agency.
- RFIQ's are used for engineering, architectural and related services contracts, and consider only technical factors and qualifications in the evaluation process.
- RFQ's are used for procuring materials, equipment and supplies, and some types of professional services.
1. Informal Solicitations are as follows:
- For materials, supplies and equipment: requirements $100,000 or less
- For services: requirements $100,000 or less
- For public works (construction): requirements $2,000 or less
2. Formal Solicitations are as follows:
- For materials, supplies and equipment: requirements over $100,000
- For services: requirements over $100,000
- For public works (construction): requirements over $2,000
Because Omnitrans is a public agency authorized by an act of the California Legislature, Omnitrans is subject to the California Public Contract Code, California Public Utilities Code and the California Labor Code. In addition, Omnitrans must comply with Federal Transit Administration requirements for procurements utilizing Federal funds.
Mini-Procurements
Omnitrans procures its supplies, materials, equipment, and construction on the basis of competitive bids from qualified companies. When the expected expenditure required is between $2,500 and $25,000, the Authority obtains a minimum of three (3) quotes, which permit prices and terms to be compared.
Competitive bids are not subject to negotiation. When a company is contacted for a quote, they must provide a firm price, including any charges for delivery and installation (when applicable), and lead time for delivery. Award is made to the lowest and most responsible bidder meeting specifications and needs.
Purchase Orders and Contracts
Puchase orders or contracts are issued after an award is made to the successful firm. A copy of the signed document will be sent to the firm. The firm and Omnitrans are contractually bound to the terms and conditions of the signed document.
Bid Advertisements
The San Bernardino Sun and the Inland Valley Daily Bulletin are our legal newspapers of record for all routine advertised solicitations. Omnitrans also posts solicitations on-line on Omnitrans' Website. Sometimes, a specific project may necessitate that Omnitrans also advertise in an additional newspaper or trade publication. Solicitation announcements are published at least once prior to the bid or proposal submission date.
Projects over $100,000 are formerly advertised at least 10 days in advance of the due date of sealed bids/competitive proposals. In addition, vendors listed in Omnitrans' database are notified of IFB's/RFP's in their stated area of interest.
Some Points to Remember:
- Read all procurement packages and on-line procurement requirements and instructions carefully. Be sure you can comply with all requirements before you respond. If you have any questions, contact the procurement administrator responsible for the project.
- Be sure your offer arrives on time. All solicitation packages state the date and time the offer is due to Omnitrans. Do not depend on the U.S. Postal Service or a courier service for offers which cannot be submitted on-line. Hand-delivery is strongly recommended. Omnitrans does not accept late offers/bids.
- Make your sales investment wisely. Always contact Omnitrans before you spend time and money creating expensive demonstrations, designs, layouts or presentations.
- Pre-bid meetings are held for larger or more complicated projects. At these meetings, the specifications are explained in detail and an opportunity exists to ask questions on any items in the procurements.
- Check Omnitrans' website often to view the list of current open procurements.
- In accordance with Omnitrans' code of ethics, employees will not accept gifts or entertainment. Vendors are requested to not make any such offers to employees.
Thank you for interest in providing services to Omnitrans.
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