How to Do Business with Caltrans pdf

How to Do Business with Caltrans • Consulting Contracts ARNOLD SCHWARZENEGGER, Governor SUNNE WRIGHT McPEAK, Secretary Business, Transportation and Housing Agency JEFF MORALES, Director California Department of Transportation STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION Administration Division of Procurement and Contracts November 2003 • Service Contracting • Construction Contracts • Selling Commodities Flex your power— be energy efficient! Caltrans improves mobility across California WILL KEMPTON, Director April 2007 DALE BONNER, Agency Secretary Go to the DPAC Internet Site May 2004 PUBLICATION UPDATES for: 1. California State Contracts Register information has been added as Section VI. 2. Frequently asked questions moved to Section XI. 3. Websites updated. 4. Telephone numbers and addresses updated. 5. Benefits of Business Certification has been added as Section VII. 6. Recycle products information added to Section V, E, g. 7. New Products samples to Caltrans information added to Section IV, B. 8. Effective 1/1/02, formal advertising and sealed bids will not be required on purchases of commodities and services valued up to $100,000, from certified DVBE businesses. See Section VII, A. 9. Language updated to note the Department Small Business and DVBE goals are applicable to 100% State-funded purchases only. See Section II, B. HOW TO DO BUSINESS WITH CALTRANS Click on Blue Links to Go To Documents TABLE OF CONTENTS I INTRODUCTION 1 II POLICY STATEMENT 2 III DEPARTMENT OF TRANSPORTATION AND 3 DEPARTMENT OF GENERAL SERVICES WEBSITES IV SELLING COMMODITIES TO THE DEPARTMENT OF 5 TRANSPORTATION V SELLING SERVICES TO THE DEPARTMENT OF TRANSPORTATION 6 VI CALIFORNIA STATE CONTRACTS REGISTER AND OTHER 14 ADVERTISING BULLETINS VII BENEFITS OF BUSINESS CERTIFICATION 16 VIII DRUG-FREE WORKPLACE CERTIFICATION 19 IX METHODS OF PAYMENT FOR PURCHASES AND CONTRACTS 21 X HOW TO GET PAID PROMPTLY 22 XI FREQUENTLY ASKED QUESTIONS 26 XII DEPARTMENT OF TRANSPORTATION ORGANIZATION 28 XIII DEPARTMENT OF GENERAL SERVICES OFFICES 34 ABBREVIATIONS / ACRONYMS 35 Click on Blue Links to Go To Documents 1 I INTRODUCTION This booklet is designed to acquaint you, the business community, with the State of California - Department of Transportation (Department), and to provide information to assist you in getting started doing business with the Department. This booklet is available on our internet address at http://caltrans-opac.ca.gov/business.htm There are three (3) primary categories in which the Department makes purchases. They are as follows: 1. Purchasing of commodities and equipment 2. Contracting for services (which includes consulting and maintenance services). 3. Contracting for construction projects. 2 II POLICY STATEMENT A. The Department of Transportation’s policy is to promote and enhance contracting opportunities with disadvantaged, small, and disabled veteran’s business enterprises. It is also the Department’s policy to ensure nondiscrimination on the basis of race, color or national origin. These policies were established to promote equality for all California businesses, in accordance with Federal and State Statutes and Regulations. B. Consistent with the Governor’s Executive Orders D-37-01 and D-43-01, the Departments’ annual participation goals for contracting with certified Small Businesses is 25 percent of 100 percent state funded purchases, and certified Disabled Veteran Business Enterprises (DVBEs) is 3 percent of 100 percent state funded purchases. In U.S. DOT f ederally assisted contracts, the Departm ent’s DBE goal is 17 percent, which is subject to change. (The DBE goal is a federal goal and is applicable only if there is U.S. DOT Federal f unding involved in the purchase of commodities or services.) Ninety eight percent (98%) of all California businesses are small businesses, and may be eligible to become certified. Small businesses employ 50% of California’s workforce and generate more than ½ of the state gross domestic product. The Department’s Civil Rights Business Enterprise Program has established a Small Business Plan to ensure policy goals are pursued, and to ensure the Department is in compliance with Federal and State statutory, regulatory and executive order compliance. C. Bidders should check the bid documents, which will contain the specific goals for the subject project. To this end, the Department Contract Officer and Purchasing Managers are directed to work with the Department of General Services, Office of Small Business Certification and Resources, and the Department Civil Rights Program, in order to comply with the Small Business Procurement and Contract Act. 3 III DEPARTMENT OF TRANSPORTATION AND DEPARTMENT OF GENERAL SERVICES WEBSITES A. For your convenience, we have listed website addresses to assist you in finding more information regarding Purchasing and Contracting with the Department of Transportation and with the Department of General Services. 1. Department of Transportation home website http://www.dot.ca.gov 2. Division of Procurement and Contracts policy and contract information. http://caltrans-opac.ca.gov/purchase.htm 3. Bid Results (Service Contracts and Construction Contracts less than $131,000) http://caltrans-opac.ca.gov/bidchoic.htm 4. Bid Results (Construction Contracts greater than $131,000) http://www.dot.ca.gov/hq/esc/oe/bidsopened.html 5. Division of Procurement and Contracts, contracts for bid packages http://caltrans-opac.ca.gov/contrac2.htm 6. Architectural and Engineering contracts for bid http://caltrans-opac.ca.gov/aeinfo.htm 7. Civil Rights Business Enterprise Program http://www.dot.ca.gov/hq/bep/ 8. Office Engineer http://www.dot.ca.gov/hq/esc/oe/ 9. Department of Transportation Contractor Interest Registry http://www.dot.ca.gov/contractor/ 10. Department of Transportation Publications Unit: http://caltrans-opac.ca.gov/publicat.htm 11. Department of Transportation Relay System: TDD (800) 735-2929 or 711 Voice (800) 735-2922 or 711 B. The Department’s Publications unit carries over 130 manuals providing information on Highways, Bridges, Plans and Specifications, Labor Surcharge and Equipment Rental Rates, Traffic Control, Right of Way, and Uniform Signs. For ordering on-line or looking for descriptions of the various manuals, you may contact them at the website above, and/or by telephone at (916) 445-3520, or facsimile at (916) 324-8997. Click on Blue Links to Go To Documents 4 C. Publications may be purchased by Visa, Master Card, American Express, Discover, or by check. You may mail order with check to: Department of Transportation Publication Distribution Unit 1900 Royal Oaks Drive Sacramento, CA 95815-3800 D. DEPARTMENT OF GENERAL SERVICES WEBSITES 1. Department of General Services (DGS) http://www.dgs.ca.gov 2. California State Contract Register (CSCR) http://www.osbcr.dgs.ca.gov/cscr 3. Office of Small Business Certification and Resources (OSBCR) http://www.pd.dgs.ca.gov/smbus/default.htm 4. California Multiple Awards Schedules (CMAS) . This program provides numerous contract opportunities for the Department, enabling them to conduct streamlined value-effective purchases. If you are interested in obtaining CMAS status, information about this program is available at the following website: http://www.pd.dgs.ca.gov/cmas/default.htm CMAS is a contract that is awarded to multiple Contractors (two or more) for same and similar products and services at same and similar costs. The Contractor Application Packet is currently available on-line. To receive a hard copy or talk with a CMAS analyst, call the CMAS Unit at (916) 375-4363 and leave a name, mailing address and telephone number. PLEASE INDICATE THAT YOU ARE A REGISTERED SMALL BUSINESS IF APPLICABLE TO ENSURE EXPEDITE HANDLING. See page 34 of this booklet for Department of General Services physical addresses and telephone numbers. 5 IV SELLING COMMODITIES TO THE DEPARTMENT OF TRANSPORTATION A. GETTING STARTED The California Government Code requires the purchase of all services, supplies and equipment in excess of $100 for any State agency to be made by, or under the supervision of, the Department of General Services, Procurement Division. You will find this publication, "Selling to the State of California" very helpful. The Internet access for this pamphlet is http://www.pd.dgs.ca.gov and click on the “Selling to the State”. B. THE DEPARTMENT OF TRANSPORTATION PURCHASES COMMODITIES The Department’s Division of Procurement and Contracts (DPAC) purchases in excess of $200 million worth of commodities from commercial sources each year. The Department of General Services (DGS) delegates to Caltrans the authority to make purchases up to $25,000, (or $100,000 if the purchase is from a certified small business or disabled veteran business enterprise). If the purchase is more than the delegated amount, DGS will make purchases for Caltrans through the formal bidding process. Included in these purchases, the Procurement Division also administers annual State Contracts, State Price Schedules, and California Multiple Award Schedules which allows all state agencies to obtain selected commodities direct from the suppliers in accordance with the terms of the agreement. See website: http://www.pd.dgs.ca.gov/ Purchases are also made directly from suppliers by the Department. Statewide responsibility for the Department’s purchasing of regular commodities and road materials is assigned to the Division of Procurement and Contracts located in the Administration Program. Purchases for fleet and other types of equipment is delegated to the Division of Equipment. If you are interested in selling commodities to the Department, you may contact the appropriate division branch or equipment parts manager listed on page 28 of this booklet. To get more information regarding contracts for bid, see page 3 of this publication for website addresses. Contracts out for bid may be downloaded. Also, see information regarding bidding requirements on page 8 of this publication. The enclosed brochure, “Selling Goods and Services to Caltrans”, lists the types of commodities and services the Department purchases. This brochure can be accessed electronically at website: http://caltrans-opac.ca.gov/goodserv.pdf Suppliers may have new products they would like to introduce to the Department for pre-qualification testing and acceptance. Contact the New Products Evaluation Program Coordinator at (916) 227-7185 in the Division of Engineering Services- Materials Engineering and Testing Services, to request a New Product Information Form and to start the formal review process. When the completed form is returned with product literature, test data and Material Safety Data Sheets, it will be reviewed to determine if the Department has a need for the product. If there is a need, you will be requested to submit your product for evaluation and testing to ensure it is compliant with current specifications. 6 V. SELLING SERVICES TO THE DEPARTMENT OF TRANSPORTATION A. INTRODUCTION The Department contracts with both the public and private sector for a wide variety of services. All service contracts, and construction contracts (less than $131,000) are written and processed by the Division of Procurement and Contracts staff located in Sacramento and the Irvine satellite office. Construction contracts, more than $131,000, are processed by the Department’s Engineer Office. The contract managers and service contract analysts work closely together and are responsible for the successful execution of each contract. Their roles and responsibilities are: 1. Contract Manager The person representing the State who is responsible for requesting contract services, administering the contract, maintaining liaison with the contractor, monitoring performance of work and authorizing payment. 2. Contract Analyst The person responsible for preparing the contract and bid package as requested by the contract manager. Questions regarding the contract bid and award process are to be directed to the contract analyst. B. TYPES OF SOLICITATIONS 1. Invitation for Bid (IFB) This type of solicitation contains a precise statement of work and complete specifications of what the agency is attempting to purchase. Qualifying bidders compete predominantly on the basis of lowest bid amount submitted to the Department. 2. Request for Proposals (RFP) This type of solicitation describes the qualification requirements, performance specifications, time frames, and other requirements. Qualified Bidders compete primarily on the description of how they will achieve the service/solution at the most favorable cost. 3. Request for Qualifications (RFQ) This solicitation process is limited to obtaining architectural, engineering, environmental and related technical services. Award is based on qualifications (Government Code 4525) with cost being negotiated. Qualifying bidders compete primarily on their Statement of Qualifications. 7 C. SERVICE CONTRACT CATEGORIES The Division of Procurement and Contracts uses primarily, as listed previously, three (3) procurement methods to competitively award contracts for services: 1) Invitations for Bid (IFB), 2) Requests for Proposal (RFP) and 3) Requests for Qualifications (RFQ). With few exceptions, the majority of contracts are written as a result of such competitive documents. Service contracts are generally classified into the following two (2) categories: 1. Commercial Services are for services provided by an individual or business that may include, but are not limited to: a. Janitorial h. Refuse/Garbage Disposal b. Moving Services i. Photo Processing c. Pest Control j. Equipment Rental d. Data Processing k Equipment Repair e. Security Services l. Auto Repair f. Mail/Courier m. Gardening/Landscaping g. Transportation/Warehousing n. Laboratory Services Many other services are required depending upon the varying needs of the Districts and Divisions throughout the Department. Services are awarded to the lowest responsible bidder meeting specifications through the Invitation for Bid (IFB) process. 2. Personal Services are services provided by contract between the Department and a private firm/person to provide consultation or other services that are primarily advisory or informational in nature and involve products of the mind. Personal services may include, but are not limited to: a. Accounting/Auditing b. Architectural & Engineering and Environmental Services c. New Technology/Research d. EDP/Telecommunications e. Medical Exams f. Expert Witness g. Training D. CONSTRUCTION CONTRACTS 1. The Department is responsible for contracts to construct, repair or alter state highways, roadways, bridges and other structures. 2. The Division of Procurement and Contracts processes construction contracts that are less than $131,000. [...]... each State agency with which you do business must have a separate STD 204 on file, it is possible for a payee to receive this form from various State agencies Payees who do not wish to complete the STD 204 may elect to not do business with the State If the payee does not complete the STD 204 and the required payee data is not otherwise provided, payment may be reduced for federal backup withholding and... up to $20,000 You have the right to access records containing your personal information, such as your SSN To exercise that right, please contact the business services unit or the accounts payable unit of the State agency(ies) with which you transact that business All questions should be referred to the requesting State agency listed on the bottom front of this form Click on Blue Links to Go To Documents... disaster (e.g earthquake, flood, etc) 26 Question #5: How do I get assistance to meet the Department’s required DBE goals, or to ensure I’ve made a “good faith effort” to meet the goal? Answer: The Department has contracted with a supportive service consultant, to assist bidders in finding certified Disadvantaged Business Enterprises (DBEs) to subcontract with To find the name of the current Supportive Services... http:/ /caltrans- opac.ca.gov/bidchoic.htm Bid results for construction projects $131,000 or more, can be found on the Office Engineer’s website at: http://www.dot.ca.gov/hq/esc/oe/ Question #4: How can I get registered on a contractor list with the Department of Transportation? Answer: The Department of Transportation does not keep a contractor supplier list However, State agencies use DGS directories to. .. may be of a hazardous nature and involve substantial risk of serious injury to a person or damage to property must protect the State against libility by requiring the contractor to show evidence of public liability insurance issued by an insurance company acceptable to DGS/Office of Risk and Insurance Management (ORIM) Prior to execution of the contract, 10 the contractor is required to furnish a certificate... QUESTIONS Question #1: How do I get on the Department’s Contract bidders list? Answer: Caltrans does not maintain a bidders lists, however a Subscription Outreach Service (SOS) is provided by the Department of General Service The SOS automatically delivers State and local government contract opportunity advertisements from the CSCR to your desktop or fax You should 1 – Register to create a user name... 7% of their total payments withheld for State income taxes However, no withholding is required if total payments to the payee are $1,500 or less for the calendar year For information on Nonresident Withholding, contact the Franchise Tax Board at the numbers listed below: Withholding Services and Compliance Section: 1-888-792-4900 E-mail address: wscs.gen@ftb.ca.gov For hearing impaired with TDD, call:... Small Business, and certified Disabled Veteran’s Business Enterprise (DVBE) firms to solicit bids See the DGS website: http://www.pd.dgs.ca.gov/smbus/default.htm Contractors may complete forms located on the Contractor’s Interest Registry website: http://www1.dot.ca.gov/contractor/ Completion of this form will enter your company's name and information into the Department registry of contractors interested... businesses equitable opportunities to compete for bids by giving a five percent (5%) bid 8 preference to “certified” California small businesses The DGS, OSBCR administers the statewide program and is responsible for certifying small businesses Caltrans objective is to exceed the 25% goal, for state funded purchases, with small businesses If interested in being certified as a small business, contact OSBCR See... effort, upon submittal, within time limits specified by the Department, documentary evidence that he has attempted to contact and subcontract with participating DBE and DVBE’s 12 F WHAT IS EXPECTED ONCE A CONTRACT IS AWARDED 1 Authorization to Start Work The Contractor will receive notification from the Department’s contract manager by phone or by mail when to start work The Contractor will not be paid . goals are applicable to 100% State-funded purchases only. See Section II, B. HOW TO DO BUSINESS WITH CALTRANS Click on Blue Links to Go To Documents TABLE OF. How to Do Business with Caltrans • Consulting Contracts ARNOLD SCHWARZENEGGER, Governor SUNNE WRIGHT McPEAK, Secretary Business, Transportation