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Frequently Asked
Questions:
 What does the IndyGo buy? Whom
does it buy from?
Some of the IndyGo'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 multinational corporations.
Click here for a more comprehensive listing of the IndyGo's purchasing
needs.
Is selling to the IndyGo
complicated?
No more than doing business with any large corporation. Each contract is
detailed and contains specifications and requirements that vendors must
meet.
Will I be paid promptly for my
work?
Yes. Generally, IndyGo vendors are paid within 30 days for services or
goods. 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
IndyGo?
The first step is to get on a
Bidders List, a record of vendors who supply the goods and
services we often need. Vendors may enroll online or by calling, or
writing to the IndyGo
purchasing department and requesting applications.
It's
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 that you're aware of opportunities to bid on IndyGo
contracts, search the Passenger Transport magazine published by the
American Public Transportation Association (APTA), as well as the
Indianapolis Star and other Indianapolis-area newspapers for
advertisements of upcoming bid opportunities.
How will I hear about upcoming
opportunities?
To reach as many potential vendors as possible, the IndyGo uses several
different ways of announcing bid opportunities.
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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.
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Check the
Newspapers
Advertisements announcing most of our purchasing needs appear in
Indianapolis-area newspapers, which may include the Indianapolis Star,
the Indianapolis Recorder, the Indianapolis Business Journal,
Court and Commercial, and Nuvo, as well as trade
publications.
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Consult our
Web Site
IndyGo posts
procurement solicitations on this Web site.
How does the procurement
process work?
IndyGo uses a variety of procurement methods; selecting the correct one is
dependent on several factors. Items expected to cost less than $25,000 are
purchased via IndyGo's "small purchases" method of procurement. Anything
in excess of $25,000 is required to be fully and openly competed.
Generally, we solicit bids and proposals in three ways:
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Informal
Solicitation -
When we're
buying goods and services for under $25,000, we often contact vendors
for quotes by telephone or fax, rather than advertise. A brief
description of the item needed is provided to one or more vendors, who
then provide written or oral quotes back to IndyGo by an established
deadline. Vendors are identified using IndyGo's vendor database. If
vendors aren't available in the database, IndyGo uses the "Thomas
Register," phone books, industrial guides, trade publications, etc.
IndyGo typically contacts three to five vendors. The vendor who submits
the best quote - i.e., best price, acceptable delivery terms, etc. - is
issued a purchase order.
-
Large
Purchases -
Purchases
in excess of $100,000 require more sophisticated procurement methods.
Special efforts are made to make the vendor community aware of IndyGo's
requirements. Solicitations are generally advertised in various trade
publications and newspapers. The two basic types of procurement methods
used for large purchases are "Invitation for Bids" (IFBs) and "Request
for Proposals" (RFPs). The solicitation is developed and posted on our
online "Procurement
Solicitations" page. Solicitations remain open - generally
for 30 days - so vendors may have enough time to respond
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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 most responsive and
responsible vendor submitting the lowest bid. IFBs are usually for goods
or trade services (such as computer hardware and construction). IFBs
over $50,000 are advertised; suppliers on the Bidders List may be
notified by mail or by telephone.
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Request for
Proposal (RFP) -
We send
RFPs to obtain proposals when a contract is competitively negotiated.
For RFPs, award is based not just on price, but also on other factors.
For example, 25 percent of the evaluation may relate to price or cost,
25 percent may relate to technical capabilities, 25 percent may relate
to experience, and 25 percent may relate to staffing. The evaluation
criteria are always specified in the solicitation. Following receipt, a
selection committee evaluates the proposals and, based on the selection
criteria set forth in the RFP, may negotiate 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.
How does the IndyGo decide who
gets a contract?
The procedures for making contract awards differ, depending on whether the
contract is based on an informal solicitation, an IFB, or an RFP. Informal
solicitations usually are awarded based on the lowest 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 IndyGo will also determine if the lowest bidder can
responsibly fulfill 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 IndyGo may choose to negotiate with one or
more vendors as part of the RFP process.
Additionally,
the IndyGo Contract Specialist is responsible for conducting the
procurements and generally, a conference is scheduled well in advance of
the bid/proposal deadline so that all vendors can visit and obtain
clarifications regarding the solicitation from IndyGo. Procurements
conducted for contracts in excess of $100,000 require approval by the
IndyGo Board prior to award.
What does “most responsive and
responsible” bidder mean?
IndyGo awards contracts to only responsive and responsible offerors/bidders.
Factors considered in determining responsiveness and responsibility
include:
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Responsiveness
– A bid/offer is responsive when it complies in all material aspects
with the solicitation. This applies to both the method and timeliness of
submission and the substance of any resulting contract. Exceptions to
the solicitation document could result in a potentially non-responsive
situation. IndyGo is unable to accept any non-responsive bids.
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Responsibility
– Responsibility includes, but is not limited to, financial stability,
previous performance, experience, adequacy of equipment, special or
unique skills, and ability to complete performance within a specified
time limit.
Does IndyGo ever sell any
scrap or equipment?
IndyGo is not on a set schedule for when it disposes of scrap, surplus
material, or obsolete equipment. When the time comes for us to solicit
bidders for these types of items/materials, IndyGo generally utilizes an
auction house who, in turn, publicizes the information. For the most
up-to-date information in this regard, please contact the IndyGo
Procurement Director directly at (317) 614-9252 or through fax at (317)
266-9163.
What regulations must IndyGo
operate under?
IndyGo must
operate under a multitude of laws and regulations from federal as well as
state and local bodies. For a listing of the regulations and laws, please
visit the “Documents/
Forms/ Clauses” section of this web site.
Can IndyGo required
solicitation forms be found online?
IndyGo
constantly strives to ease the inherent complexity of federal procurement
requirements. To that end, IndyGo has established a comprehensive listing
of its procurement forms online for download. Please visit the “Documents/
Forms/ Clauses” section of this web site for more information.
I am a small, disadvantaged,
minority-woman owned business. How do I establish myself in the system as
a recognized DBE?
IndyGo
welcomes all small and disadvantaged business entities to participate in
any IndyGo procurement. Formally, a DBE firm is a firm which is owned and
controlled by socially and economically disadvantaged individuals pursuant
to 49 CFR, Part 26. In order for your organization to be recognized as an
official, authorized DBE, you must provide certification of such status
through an affidavit accompanied with a copy of your certification letter
from your Unified Certification program (UCP). For interested Indiana
vendors, the UCP is the Indiana Department of Transportation. The DBE
program for INDOT can be accessed at the
Indiana Department of Transportation Web site.
Where do I find a DBE firm to
use?
The Indiana
Unified certification program publishes and maintains a Disadvantaged
Business Enterprise Directory which lists all certified DBEs in the State
of Indiana. A copy of this directory can be viewed or printed from the
Indiana Department of Transportation Web site.
Is everything that IndyGo
purchases on the website?
No, generally
only those purchases that exceed the small purchase threshold of $25,000
are found on the website.
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