Supplying GRTC

GRTC Transit System currently uses multiple vendors to meet its various supply and production needs. Since GRTC receives federal, state, and local operating assistance, GRTC also follows a procurement process that ensures free and open competition and requires that prices be verified as fair and reasonable.

In accordance with this process, GRTC will open large RFP projects out to bid to vendors across the region. Below you will find listing of the current RFP projects that are available. Please review the attached documents and, should you have any questions, please contact the individual as indicated in the specific RFP.

Ultra Low Sulfur Diesel Fuel and Gasoline

GRTC is seeking a competent, qualified, and experienced supplier to deliver No. 2 ultra-low sulfur diesel fuel and 87 octane unleaded gasoline. The contract will require deliveries to 301 E. Belt Boulevard, Richmond, Virginia 23224. A completed Environmental Activity Statement must be submitted with each bid.

IFB 117-13-10
Environmental Activity Statement

Braille Transcription Services

The intent and purpose of this Request for Proposals (RFP) is to establish a term contract with one or more qualified source(s) who can provide Braille transcription services for GRTC. The initial contract term is one (1) year with four (4) successive one (1) year renewal options. GRTC’s goal is to provide accessible documents to individuals with vision impairments in a timely manner.

RFP 116-13-09

ADA Paratransit Client Certification Services

GRTC is soliciting proposals from qualified firms able to provide ADA Paratransit Client Certification Services. Our complementary ADA paratransit service, known as CARE, provides transportation service for persons with disabilities that prevent them from using the accessible fixed-route service some or all of the time.

RFP 115-13-08
Exhibit A - Draft Agreement

Low Floor Transit Buses

It is the intent of this RFP to solicit competitive proposals for low floor transit bus configurations with various optional equipment under a 5-year contract from a single qualified supplier. This RFP will allow GRTC to standardize the future selection of buses and reduce the requirement of an as-needed or annual procurement process as funding is made available. Any resulting contract will allow GRTC to exercise and/or assign options in the future as funding is allocated.

RFP 114-13-07
Addendum 1
Addendum 2

1. To ensure nondiscrimination in the award and administration of DOT-assisted contracts;
2. To create a level playing field on which DBEs can compete fairly for DOT-assisted contracts;
3. To ensure that the DBE Program is narrowly tailored in accordance with applicable law;
4. To ensure that only firms that fully meet 49 CFR Part 26 eligibility standards are permitted to participate as DBEs;
5. To help remove barriers to the participation of DBEs in DOT-assisted contracts; and

To assist the development of firms that can compete successfully in the market place outside the DBE Program.

The Director of Planning has been delegated as the DBE Liaison Officer. In that capacity, the Director of Planning is responsible for implementing all aspects of the DBE program. Implementation of the DBE program is accorded the same priority as compliance with all other legal obligations incurred by GRTC in its financial assistance agreements with the Department of Transportation.

GRTC has disseminated this policy statement to the GRTC Board of Directors and all the components of its organization. GRTC has distributed this statement to DBE and non-DBE business communities that perform work for GRTC on DOT-assisted contracts via press releases to all electronic and print media and by mail to the local disadvantaged business development organizations and local disadvantaged vendors.

Eldridge F. Coles
Chief Executive Officer
GRTC Transit System

DBE Program Overview

The Federal Disadvantaged Business Enterprise program is designed for companies seeking transportation/transit contracts funded by Federal dollars from the U.S. Department of Transportation. GRTC Transit System has established its Disadvantaged Business Enterprise (DBE) Program in accordance with regulations of the U.S. Department of Transportation (DOT), 49 CFR Part 26.

GRTC receives Federal financial assistance from the Department of Transportation and, as a condition of receiving this assistance, GRTC has signed an assurance that it will comply with 49 CFR Part 26.

As GRTC’s DBE Program Policy states, the Disadvantaged Business Enterprise (DBE) Program seeks to ensure nondiscrimination in the award and administration of DOT-assisted contracts and to create a level playing field on which DBE’s can compete fairly for DOT-assisted contracts.

DBE Goals (§26.45)

GRTC submits its overall goal to DOT on August 1 of each year. Before establishing the overall annual goal, GRTC will consult and sought input from community organizations and interested parties who could be expected to have information concerning the availability of disadvantaged and non-disadvantaged businesses. GRTC staff uses the data to identify those firms that most likely would be involved in the type of contracts GRTC intends to award during the fiscal year. the effects of discrimination in opportunities for DBEs, and GRTC’s efforts to establish a level playing field for the participation of DBEs.

Following this consultation, GRTC develops a proposed annual goal employing an Federal Transit Administration (FTA)-suggested method for calculating goals. The proposed goal is submitted to GRTC Transit System Board of Directors for approval. After this approval, GRTC publishes a notice of the proposed overall goal, informing the public that the proposed goal and its rationale are available for inspection during normal business hours at its principal office for 30 days following the date of the notice, and informing the public that GRTC and DOT will accept comments on the goals for 45 days from the date of the notice.

Current Goal

GRTC’s overall goal for FY 2011 is 8.2% of the federal financial assistance we will expend in DOT-assisted contracts. This goal excludes FTA funds to be used for the purchase of transit vehicles.
Becoming a DBE Certified Vendor/Renewal Certification (§§26.61 – 26.91)

GRTC participates in a Unified Certification Program (UCP). The DBE certifying agent for the state of Virginia is the Virginia Department of Transportation and the certification offices are housed within the Virginia Department of Minority Business Enterprise (VDMBE). The DBE Program and certification process is governed by the Federal Regulations in 49 CFR 26. To participate in VDOT’s DBE Program, a firm must meet certain qualifying criteria. An applying firm must:

1. be a small business that meets the Small Business Administration's (SBA's) size standard and does not exceed $17.42 million in gross annual receipts.
2. be at least 51%- owned and controlled by a socially and economically disadvantaged individual(s), who is a U.S. citizen or lawfully admitted permanent resident of the U.S.
3. be a firm organized as a for-profit business.

Larry Hagin, Director of Planning
DBE Liaison Officer
GRTC Transit System
301 East Belt Boulevard
Richmond, Virginia 23224
804-358-3871

Link to the application process: http://www.dmbe.state.va.us/dbecert.html

Frequently Asked Questions

1. If my company is minority or woman owned, can I automatically consider myself a DBE business?
No. A firm must meet certain DOT certification guidelines to qualify as a DBE.

2. How do I know if I qualify?
You must apply for and then go through a certification process. GRTC uses the certification service provided by the Virginia Department of Minority Business Enterprise (VDMBE) located in Richmond, Virginia. The certification service is free and an application can be obtained from that office at 1111 East Main Street, Suite 300, Richmond, VA 23219 or (804) 786-5560. An application can also be obtained by contacting GRTC's DBE Liaison Officer at (804) 358-3871.

3. Once I am certified, will that guarantee that I will get business from GRTC?
No. Even if you are certified, you must still market your business, offer competitive prices, and offer goods and services that GRTC solicits. Since GRTC is a small public transit agency, the amount and frequency of opportunities will be significantly smaller than the larger public agencies in the area and the competition will be greater.

4. If my company is minority or woman owned, am I required to be certified as a DBE company to compete for and do business with GRTC?
No. DBE certification is not a requirement. Any minority or woman owned company can compete for and do business with GRTC, just like a majority owned company, without being certified as a DBE firm. The only requirements for any company is to be a responsible and viable company that can cost effectively and efficiently provide the goods and/or services solicited.

5. How will a DBE certification improve my opportunities to compete for business with GRTC?
A DBE status makes it easier to identify and ensure that minority and women owned firms are solicited for bids and proposals. Also, on applicable solicitations, a DBE subcontracting goal is assigned. Prime contractors must then seek to meet that DBE subcontracting goal or establish that good faith efforts were made to do so.

6. If I am a non-DBE business, how can I locate DBE firms to compete for subcontracting opportunities?
A listing of DBE certified businesses is available through the internet at http://www.dmbe.virginia.gov/swam_reports/dbe_listing.htm.gz. GRTC's DBE Liaison Officer can provide listings of DBE firms upon request. Various chambers of commerce, technical assistance organizations, newspaper advertising, trade and professional organizations, etc... are ways to locate potential DBE firms.

7. Do you accept other types of certifications like MBE or DBE certifications performed by an agency other than VDOT?
No. Since GRTC receives federal funding from the DOT, only the VDOT DBE certification will be accepted. Further, if a company is certified as a DBE by another agency, that company must still go through VDOT's certification process to be accepted by GRTC. A DBE certification from another agency may, however, speed up the certification process for VDOT.

8. What do I need to do to participate in GRTC's DBE program?
To participate in GRTC's DBE program, first get certified as a DBE through VDOT. Next, send GRTC's DBE Liaison Officer information on your company for inclusion in our purchasing vendor database. Next, market your company to GRTC and also look in the Richmond area newspapers for solicitation advertisements. Finally, be persistent.

UNIFIED CERTIFICATION PROGRAM (UCP)
The United States Department of Transportation (USDOT) in 49 CFR Part 26.81 requires that all DOT recipients must participate in a Unified Certification Program (UCP) for Disadvantaged Business Enterprises (DBEs). The UCP shall make all certification decisions on behalf of all recipients within the state with respect to participation in the DOT DBE Program and the UCP shall provide “one-stop shopping” to applicants for certification as outlines in 49 CFR Part 26.81.

The Virginia Department of Transportation (VDOT), Washington Metropolitan Airport Authority (Airports Authority), Virginia Department of Rail and Public Transportation (VDRPT) and the Virginia Department of Aviation (DOA) have developed the UCP Plan for the state of Virginia. GRTC Transit System participated in the UCP development process as a sub-committee member and agreed to designate VDRPT as its signatory in the execution of the UCP Agreement.

GRTC and the other recipients in the State of Virginia have signed an agreement to develop and implement the UCP for the state. The agreement has been submitted to the Secretary for approval.

DBE Contact Information

DBE Liaison Officer (DBELO) (§26.45)

GRTC has designated the following individual as its DBE Liaison Officer:

Larry Hagin, Director of Planning
DBE Liaison Officer
GRTC Transit System
301 East Belt Boulevard
Richmond, Virginia 23224
804-358-3871
LHagin@ridegrtc.com

In this capacity, Larry Hagin is responsible for implementing all aspects of the DBE program and ensuring that GRTC complies with all provisions of 49 CFR Part 26. His responsibilities include development, implementation and monitoring of the DBE program, in coordination with other appropriate officials. Mr. Hodder has direct, independent access to the Chief Executive Officer concerning DBE program matters. Additionally, the DBELO has access to all Virginia Department of Transportation (VDOT) resources affiliated with implementing all aspects of the DBE program.

Quick Links

VDOT DBE certified list:
http://dmbe.virginia.gov/swam_reports/dbe_listing.htm.gz

VDOT DBE Application:
http://www.dmbe.state.va.us/dbecert.html

Office of Small and Disadvantaged Business Utilization (OSDBU) DBE Info:
http://osdbuweb.dot.gov/business/dbe/index.html

Federal regulation:
http://www.fta.dot.gov/civilrights/dbe/civil_rights_5263.html

Larry Hagin
Title VI Officer
GRTC Transit System Headquarters
301 East Belt Boulevard
Richmond, Virginia 23224