Assessment of State DOT Vehicle Procurement Models NCHRP Jerry Hsu December 3, 2015 The presentation subtitle is set to AECOM Sans Light manually in the Font menu. If not a subtitle, leave second line of title bold.

Agenda Summary of Vehicle Procurement Survey Results Additional Best Practices recommended by Survey Respondents Challenges for State Contracting Challenges for Subrecipient Contracting

FTA programs used –Most common FTA transit Programs December 1, 2015NCHRP (57)Page 3

Purchasing Vehicles –How do State DOTs procure vehicles with FTA transit program funds? State-wide purchasing o 28 Yes o 4 No Direct purchases by subrecipients o 19 Yes o 6 No Multi-agency consortia o 8 Yes o 17 No December 1, 2015NCHRP (57)Page 4

Types of Vehicles procured –Most common vehicles purchased: State DOTs December 1, 2015NCHRP (57)Page 5 No. of Vehicles

Types of Vehicles procured –Most common vehicles purchased: Direct Purchasing December 1, 2015NCHRP (57)Page 6 No. of Vehicles

Types of Vehicles procured –Most common vehicles purchased: Consortia December 1, 2015NCHRP (57)Page 7 No. of Vehicles

Additional Practices Recommended by Respondents for State Contracting –Limited Term Contracts 2 to 5 years Extension options Periodic evaluations –Multiple approved vendors –Pre-bid conferences –Pre-approved add-ons or option lists to reduce customizations December 1, 2015NCHRP (57)Page 8

Challenges We’ll discuss: –Challenges for State Contracting –Challenges for the oversight of Subrecipient Contracting December 1, 2015NCHRP (57)Page 9

Challenges: State Contracting –Agency to Agency Not always the lead agency for contracting –Decentralized delivery and inspections –State to State Reciprocity between State DOT Master Contracts December 1, 2015NCHRP (57)Page 10

Challenges: Subrecipient Contracting –Involvement during the procurement Advisory role Double-checking requirements –Administrative assistance Procurement specialists Training –Sample documentations Spec Sheets Approved option lists December 1, 2015NCHRP (57)Page 11

Challenges: Subrecipient Contracting –Administrative compliance Meeting with contract administrators Master contracts Advisory roles with rural systems December 1, 2015NCHRP (57)Page 12

Challenges: Subrecipient Contracting –FTA policy defines as “the post-award use of a contractual document/process that allows someone who was not contemplated in the original procurement to purchase the same supplies/equipment through that original document/process.” –Best Practices Manual defines when permitted –Discouraged due to complexity and risk December 1, 2015NCHRP (57)Page 13

Challenges: Subrecipient Contracting –Morongo Bay Model State Overlay over Local purchasing schedule Counts as a State Purchasing Schedule Small agencies can more easily purchase off the new schedule December 1, 2015NCHRP (57)Page 14

Thank You December 3, 2015