Welcome to Procurement Opportunities. This page is intended to assist current and prospective vendors who wish to provide goods and services to the DTA.

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CURRENT PROCUREMENTS

TITLE: AUTOMATED FARE COLLECTION RFP - DUE 7/09/19

DESCRIPTION: Proposals for the provision of a new Automated Farebox Collection system, and an option for an Electronic Fare Ticketing System

PROCUREMENT: Automated Fare Collection RFP, Vendor Compliance Matrix, Proposal Sheets, IMAGE-Vault, IMAGE-Vault Exterior, IMAGE-Vault Exterior 2, , Proposal Sheets.revised, Pass Type Breakdown.r, Transaction Pass Usage Matrix, Vault Receiver Bin 1, Image, Vault Receiver Bin 2

ADDENDA: Addendum 1, Addendum 2, Addendum 3, Addendum 4, Addendum 5,

TITLE: MOBILE APP RFP - Due 7/09/19

DESCRIPTION: Mobile Application Development Services

PROCUREMENT: Mobile Application RFP, Appendix A, Vendor Compliance Matrix, DTA Style Guide, Style Guide - Route Colors - Logo Colors - Fonts

ADDENDA: Addendum 1, Addendum 2, Addendum 3

MAINTENANCE BIDS

None at this time

Bidders List
Notice Regarding Bidders Lists:

Due to the number of firms listed on some bidders lists, being on a bidders list is no guarantee that a vendor will be solicited.

We recommend you refer to additional sources such as this web site and the Duluth News Tribune for major purchases.

Contact the following individuals to add your firm to our bidders lists:
ContactEmail
Nancy Brown, Procurement Manager
Director of Planning, Capital Procurement
Carla Montgomery, Operational Procurement
Chad Kallberg, Maintenance Procurement

Procurement & Contracting

The DTA is dedicated to providing quality goods and services to support our mission in a professional and ethical manner while striving to exceed customer expectations. Bidders and/or proposers may register with the DTA to ensure they get notices of DTA procurements.

Basic information should be submitted to:

DTA@duluthtransit.com

with Procurements in the Subject Line.

Small Business Program

The purpose of the Small Business Program is to enhance contracting opportunities for small businesses. The program targets and gives preference to qualified small businesses in the procurement of goods and services when the DTA awards contracts for non-federally funded purchases of $50,000 or less (simplified acquisition process).

The DTA’s policy ensures that all small businesses have an opportunity to participate in the procurement process. To participate in the program, a firm must:

  • Qualify as a small business as defined by the U.S. Small Business Administration (SBA) 13 Code of Federal Regulations (CFR) 121 through 201.
  • Self certify your business by signing, notarizing, and returning the Declaration of Certification (Word Document) to:

Finance Director, DTA
2402 West Michigan St.
Duluth, MN 55806

Note: It is the firm’s owner(s) responsibility to submit an updated Declaration of Certification affidavit every two years from the bidders’ initial date of submission.

Bid Protests

Protests will only be accepted from prospective bidders or offerors whose direct economic interest would be affected by the award of a contract or refusal to award a contract. The General Manager will consider all such protests, whether submitted before or after the award of a contract. If oral objections are raised and the matter cannot be resolved to the satisfaction of the objector, a written protest shall be required before any further consideration is given. Protest submissions should be concise, logically arranged, and clearly state the grounds for the protest. Protest must include at least the following information:

  • Name, address, and telephone number of protestor
  • Identification of the solicitation or contract number
  • A detailed statement of the legal and factual grounds of protest including copies of relevant documents
  • A statement as to what relief is requested

All protest documents received by the General Manager shall be stamped with date and time received and logged into a protest file folder with a copy to the Master File.

PROTESTS BEFORE AWARD

Protests before award must be submitted within the time as specified herein. If the written protest is not received by the time specified, the evaluation process shall continue in the normal manner unless the Finance Director, upon investigation, finds that remedial action is desirable, in which event such action shall be taken.

The protests addressing the adequacy of Invitation for Bids, RFPs, including, without limitation, the pre-award procedure, the Instructions to Bidders or Proposers, General Terms and Conditions, Technical Specifications and Scope of Work, must be filed at the Finance Department no later than three days before the scheduled opening date or the bid or proposal. Thereafter, such issues are deemed waived by all interested parties.

Notice of protest and the basis therefor shall be given to all bidders or proposers. In addition, when a protest against the making of an award is received and the Finance Director determines to withhold the award pending disposition of the protest, the bidders or proposers whose bids or proposals might become eligible for award shall be requested, before expiration of the time for acceptance of their bids or proposals, to extend the time for acceptance (with consent of sureties, if any) to avoid the need for re-advertising.

When a written protest against the making of an award is received, award shall not be made until five days after the matter is resolved, unless the General Manager determines that:
  • the items to be procured are urgently required; or
  • delivery or performance will be unduly delayed by failure to make the award promptly; or
  • failure to make prompt award will otherwise cause undue harm to DTA or the State or the Federal Government.

In the event the General Manager determines that the award is to be made during the five-day period or during the pendency of protest, he/she shall notify the FTA prior to make such award. FTA preserves the right not to participate in such procurement.

IF AWARD IS MADE

The Finance Director shall document the file to explain the need for an award, and shall give written notice of the decision to proceed with the award to the protestor and, as appropriate, to others concerned.

PROTESTS AFTER AWARD

Protests against award must be filed at the Finance Department within five days immediately following the award. The Finance Director shall review the protests. The contractor shall be furnished with the notice of protest and the basis therefor. Also, when it appears likely that an award may be invalidated and a delay in receiving the supplies or services is not prejudicial to DTA’s interest, the Finance Director shall inform the contractor that DTA will not be responsible if the award is set aside and that the contractor proceeds with performance at his/her own risk.

DECISION ON PROTEST

The General Manager shall render his/her decision in writing within 14 days from the receipt of the written protest and shall provide written notice of such decision to all interested parties.
Following an adverse decision by the General Manager, the protestor may file a protest with FTA. For details, see FTA Circular 4220.1F, as amended, which states that FTA will only review protests regarding the alleged failure of a grantee (here, the DTA) to have written protest procedures or alleged failure to follow such procedures.

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Contractor and Supplier Guide

Business with the DTA:

A Guide for Contractors & Suppliers

The Duluth Transit Authority operates the buses that keep the Twin Ports moving. To provide our services, we rely on a broad range of contractors and suppliers who work with us through the procurement process. The goods and services we purchase are crucial to providing safe, reliable travel for our customers.
Goods and services purchased for the DTA range from pencils to market research to buses. We spend more than $12 million a year. And we encourage small businesses and firms owned by minorities and women to pursue contracts and compete for the DTA work.

We want to make it easier for you to do business with the DTA, so we’ve prepared this page to help you offer us your products and services. It tells you what we buy and how we buy. It explains our procurement system. And it lets you know how we select vendors and what we expect from them.
Addresses and telephone numbers for DTA procurement offices are listed below. You may contact them directly to find out what their needs are or to ask questions about their procurement policies.

FAQs
What does the DTA buy?
Whom does it buy from?

Some of the DTA’s procurements are for complex, specialized transportation equipment, but like any large company we also need office supplies, consulting services, paint, uniforms – practically anything you can think of. We buy from small vendors and large vendors.

Click here for a listing of the DTA’s purchasing needs.

Is selling to the DTA complicated?

No more than doing business with any large federal business. Each contract is detailed and contains specifications and requirements that vendors must meet.

Will I be paid promptly for my work?

Yes. Generally, vendors will be paid within 30 days for services or goods or sooner. The DTA strives to pay all complete capital invoices in under 15 days. We know how vital it is to be able to predict cash flow, and we want to make doing business with us as productive as possible.

How do I become a vendor to the DTA?

The first step is to get on the Bidders List, a computerized record of vendors who supply the goods and services we often need. The DTA maintains its own Bidders List. Vendors may enroll on some or all by calling or writing to the Procurement Department and requesting applications. All solicitations are also listed on the DTA website, so even if you are not registered you may offer bids or proposals.
It is important to know that even though your firm’s name is placed on a Bidders List, this doesn’t guarantee that you’ll automatically receive a solicitation to bid every time the kinds of goods or services you provide are needed. To be sure you’re aware of opportunities to bid on the DTA contracts, search the website and the Duluth newspaper for major bid opportunities.

How will I hear about upcoming opportunities?

To reach as many potential vendors as possible, the DTA uses several ways of announcing bid opportunities.

You may be contacted:
If you’re on a Bidders List, you may be contacted directly when we need the goods and services you supply. However, being on a Bidders List does not guarantee that you will receive all bids and RFPs.

Check the Newspapers:
Advertisements announcing most of our major purchasing needs appear in the Duluth News Tribune.

Consult our Web Site:
The DTA frequently posts bid solicitations on this web site.

How does the procurement process work?
We solicit bids and proposals in three ways:

1. Informal Solicitation:

When we’re buying goods and services for under $10,000, we often contact vendors for bids by telephone or fax, rather than advertise. We turn to Bidders List and other sources to locate qualified suppliers.

2. Invitation for Bid (IFB):

An IFB is used to obtain bids when a contract is competitively bid. Vendors submit bids that are opened in a public meeting at the location, date, and time specified in the IFB; the contract is awarded to the qualified vendor submitting the lowest bid. IFBs are usually for goods or trade services (such as computer hardware and construction). IFBs over $25,000 are advertised; suppliers on the Bidders List may be notified by mail or by telephone.

3. Request for Proposal (RFP):

We send RFPs to obtain proposals when a contract is competitively negotiated. A selection committee evaluates the proposals and, based on the selection criteria set forth in the RFP, negotiates with proposers before making a selection and awarding a contract. RFPs are typically for professional services (economic consulting, systems design, management services, architectural and engineering services) and major equipment purchases such as rolling stock.

Who is my contact at the DTA?

The DTA has specialized departments to conduct the procurement process.

How does the DTA decide who gets a contract?

The procedures for making contract awards differ, depending on whether the contract is based on an informal solicitation, and IFB, or an RFP. Informal solicitations are usually awarded based on the lowest response quote, but may specify another basis for award. IFBs are awarded to the lowest responsive and responsible bidder. This means that while competitive price is the critical factor, the DTA will also determine if the lowest bidder can responsibly fulfil the contract. Delivery performance, quality, and ability to meet bid specifications are all important considerations in evaluating a bidder’s level of responsiveness.

For contracts based on RFPs, a number of criteria are considered. These are specified for each contract and may include competitive pricing, demonstrated ability to fulfill the contract, quality of samples, previous experience, and contract performance. The DTA may choose to negotiate with one or more vendors as part of the RFP process.

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