Buying & Maintaining Interest Assets - PowerPoint Presentation

Slide1

Buying & Maintaining Interest AssetsSlide2

Procurement Guidance

Grant Partner ManualChapter 12Section taken to become Procurement Guidebook (Stand alone)FTA Guidance – Circular 4220.1ESlide3

Federal Interest

That 80% comes with stringsFederal requirementsThresholds$3,500 – Documented quotes, including federal clauses$150,000 – full procurement (RFP or IFB)Records Access, DBE, Bus Testing, Debarment & Suspension, Buy America, Lobbying, Clean Air, Clean Water, Fly America, and Davis-Bacon

Extends beyond contract term (Some forever)Slide4

State Interest

Mirrors much of federal requirementsNo Buy America, etc.Does include debarment and suspension, lobbying, bus testing, etc.Streamlines processMakes process almost equalSlide5

Starting the process

Independent Cost EstimateHow much is this going to cost?What kind of procurement?Under $3,500; does not require competition; should be spread out where possible though$3,500 to $150,000; can do documented quotes; less formal process; need to make sure cost is reasonable

>$150,000; requires formal process, RFP or IFB; ensure required clausesSlide6

Price Agreements/Consortia

CDOT/Consortium maintains relationship with vendorOnly requires purchase order, no complex solicitation processesThe headache is taken care of for youConsortia have process vetted by CDOT in advanceUsually are closed agreements among specific group for specific goodsSlide7

Procurement Concurrence Request - PCR

CDOT Oversight to ensure required clauses are includedPrice agreement/Consortia – Already done, concurrence is pro formaPiggybacking – make sure to get approval before any agreements; all requirements still applySubmit full solicitation to grant coordinator

Reference clauses AND certificationsSlide8

Moving Forward

With approved PCR, issue solicitation/request quotesPrice Agreement/Consortia/PiggybackMove ahead with Purchase Authorization

Submit Purchase order

Keep grant coordinator apprised

Evaluate submissions; select proposed award recipient

If protest, follow written protest procedures

DO NOT ORDER OR ANNOUNCE UNTIL PROCUREMENT AUTHORIZATION APPROVEDSlide9

Procurement Authorization - PA

For Price Agreement/Consortia/PiggybackSubmit PA to grant coordinatorNo justification needed (inherent in process)DQ, RFP, IFBSubmit selected vendor and cost with justification

If not low bid, justify selection criteria

For vehicle, include vendor and

manufacturerSlide10

TVM Certification

FTA managed DBE process for transit vehicles (No minivan, sedan, SUV, etc. – Yes for ADA minivan)PA requires vendor (dealer) and vehicle manufacturer along with costDTR submits TVM certification to FTA on your behalfSlide11

The Wait

Upon approval of PA, order the assetFor non-vehicle, order as appropriateFor vehicle, submit Purchase OrderMake sure to get an approximate delivery date; make modification to milestone!Be patientSlide12

Delivery

Non-Vehicle assetMake sure you got what you ordered/were promisedOver $5,000 or fixed, add to COTRAMS inventoryRolling StockFollow funding source requirementsFederal certifications: Buy America (If applicable), FMVSS (Bus Testing)

State requirements: FMVSS (Bus Testing)Slide13

Notice of Acceptance (NA)

Have a trusted mechanic perform inspection at time of deliveryCheck for all options/add-ons orderedFire extinguishersAdditional keysSafety triangles/flares/First Aid kits, etc.

DO NOT ACCEPT A VEHICLE IF IT IS NOT 100%!

Complete an

NA

form (One each vehicle)

Retain

NA

for your files, no need to submitSlide14

Security Agreement (SA)

Required to establish lien on titleEstablishes actual purchase price and splitFederal InterestState InterestLocal InterestCritical information for future

Submit

SA

to grant coordinator

SA

forms basis for new inventory recordSlide15

Placing into Service

For equipment/facility begin using the assetMake sure there is a maintenance plan in place for large equipment or facilitiesFor rolling stockBring vehicle up to operational readinessPaint, wrap, interior installations, etc.Celebrate with passengersSlide16

COTRAMS Inventory

Basis for statewide transit asset management planRequired for application to replaceMaintains information on statusAnnual requirement to update: miles, status, condition, etc.Used in final step: DispositionSlide17

Asset Disposition

Federal regulation, CDOT has adopted for state funded vehicles onlyRequirements:Sale must be through best option for best priceUsually auction, Ebay motors, etc.Donation requires determination of fair market value

Parting out requires certificationSlide18

Process

Submit Asset Disposition form for approvalSell assetIf over $5,000:Determine original state and/or federal interest

Usually 80%, 96% if FASTER used as match, less if you used overmatch – include

ALL

state/federal funds including DOLA, DHHS, etc.

Take interest percentage of proceeds and submit check to CDOT with documentation

Documentation: Bill of sale, copy of check received,

Asset Disposition formSlide19

Next Steps

Keep copy of Asset Disposition form on file with all other documents required by FTA for 3 years after dispositionFunds will be deposited to appropriate CDOT accountWhen funds reach appropriate level, they will be transferred to available funds for next capital callSlide20

Donating Assets

Federal & State interest do not vacate with donationDonation must be for appropriate useSenior center, disability group, nursing home, etc.Should not be a for-profitRequires determination of fair market valueDisposition interest must be maintained

New owner must agree to report when they dispose of the asset, just like grant partnerSlide21

Parting Out

Complete Asset Disposition formSign and submit Asset Parting CertificationKeep copy of certification with asset files for 3 years past the date of Parting