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H&&4HyperlinkHyperlink             '  _ԵXXBestPracticesProcurementManualTableofContentsf!f!f!(#Page  1  A() xdE xA !"#s37;?CGKOS-*+xi)$ 2  (;3$2#  0  .3  0  (O;$0  2#  a  .3  0` (#(#(b$0  0` (#(#2#   .3  0 ` (#` (#(xir$0  0` (#(#0 ` (#` (#2#(  0  )3  0 (# (#($0  0` (#(#0 ` (#` (#0 (# (#2#(  a  )3  0h(#(#(F$0  0` (#(#0 ` (#` (#0 (# (#0h(#(#2#(   )3  0h(#h(#($0  0` (#(#0 ` (#` (#0 (# (#0h(#(#0h(#h(#2#  0  )3  0(#(#({$0  0` (#(#0 ` (#` (#0 (# (#0h(#(#0h(#h(#0(#(#2#  a  )3  0p(#(#(F$0  0` (#(#0 ` (#` (#0 (# (#0h(#(#0h(#h(#0(#(#0p(#(#2#     )3  0p(#p(#  d !  _X#9XXX_    ÀXX#9FEDERALTRANSITADMINISTRATION#X#9X À~# < BESTPRACTICESPROCUREMENTMANUAL v: TABLEOFCONTENTS  N  r 1PurposeandScope &    1.1Assistance,GuidanceandRequirements(5/98)        ` 1.1.1  FTACircular4220.1E(11/03)      ` 1.1.20 FTAWaiversandApprovals(6/03)  (# (#    ` 1.1.30 MasterAgreement(6/03)r  (# (#    ` 1.1.40 FederalAcquisitionRegulation(FAR)(6/03)^  (# (#    ` 1.1.50 FTADearColleagueLetters(6/03)J  (# (#    ` 1.1.60 LocatingFTADocuments(6/03)r6  (# (#    ` 1.1.70 FTAProcurementSystemReviews(_PSRs_)(11/03)^" (# (#    ` 1.1.80 FTA_HelpLine_(6/03)J (# (#    ` 1.1.90 ProcurementSystemSelfAssessmentGuide(11/03)6 (# (#   1.2IdentifyingaContract(5/98)      ` 1.2.1Offer,Acceptance,Consideration(5/98)     ` 1.2.2Oralv.Written(5/98)     ` 1.2.3MutualandUnilateralMistakes(5/98)     ` 1.2.4_Procurements_ԀOftenOverlooked(5/98) n    `    1.3ApplicabilityofFederalRequirements(5/96) F    ` 1.3.1Recipientand_Subrecipient_(5/96) Z     ` 1.3.2FederalContractualSphere(5/96) F!     ` 1.3.3TypesofContractActions(5/98) 2"    `  1.3.3.1Supplies,Services,EquipmentandConstruction(5/98)  $     `  1.3.3.2LegalandAssociatedServices(5/98) $!    `  1.3.3.3EmploymentContracts(5/98) %"    `  1.3.3.4RealEstateContracts(11/03) & #    `  1.3.3.5IntergovernmentalAgreements,Joint_Procurements_, '~!$    `    Piggybacking/Assignments(3/04) (j"%    `  1.3.3.6_Subgrants_(6/03) )V#&    `  1.3.3.7EquipmentLeases(5/98) ~*B$'    `  1.3.3.8RevenueContracts(1/02) j+.%(  0  0` (#(#0 ` (#` (# 1.3.3.9TransitOrientedJointDevelopmentProjects(7/02)V,&) (# (#    `  1.3.3.10DispositionofSurplus(5/98)  B-'*    `  1.3.3.11Operating_Assisrance_,PreventiveMaintenance,_CAMQ_Ԁand (    `    _JARC_ԀProjects(11/03)     `  1.3.3.12ECommerce(6/03)    2ProcurementPlanning&Organization      !"#$(s3  2.1OrganizationofProcurementFunctions(5/96)  t    ` 2.1.1ScopeofResponsibility(5/96) L     ` 2.1.2Autonomy(5/96) t8    2.2LongTermPlanning(5/96) L     ` 2.2.1ContractPeriodofPerformanceLimitation(6/03) $     ` 2.2.2Multiyearvs.MultipleYearContracting(7/02)     2.3AnnualPlanning(5/96)     ` 2.3.1SourcesandContents(5/96)     ` 2.3.2IndependentGranteeCostEstimate(4/05) p   2.4SourceSelectionPlan(5/96) H    ` 2.4.1FileDocumentation(5/96) \     ` 2.4.2FullandOpenCompetition(5/96) H     `  2.4.2.1FullandOpenCompetitionPrinciple(5/96)      `  2.4.2.2RestraintsonCompetition(5/96)      `    2.4.2.2.1BrandNames(6/03) !    `    2.4.2.2.2WrittenStandardsofConductandConflictsof "    `     h 󀀀Interest:PersonalandOrganizational(6/03) #     `    2.4.2.2.3GeographicRestrictions(6/03) $l!    `    2.4.2.2.4_Prequalification_(5/98) %X"    ` 2.4.3FixedPricev.CostReimbursement(5/98) l'0!$      `  2.4.3.1FixedPriceContracts(4/05) D)#&    `  2.4.3.2CostReimbursementContracts(6/03) 0*#'    `  2.4.3.3TimeandMaterialsContracts(5/98) +$(    `  2.4.3.4LaborHourContacts(5/98) ,%)    `  2.4.3.5CostPlusPercentageofCostContracts(6/03) ,&*  -'+    ` 2.4.4Payments(5/98) <    `  2.4.4.1PaymentofthePrice(5/98)     `  2.4.4.2AdvancedPayments(6/03)      `  2.4.4.3ProgressPayments_(4/05)_      `  2.4.4.4WithholdingandFinalPayment(5/98)      ` 2.4.5IndefiniteDeliveryContracts(10/99)  t      `  2.4.5.1DefinitequantityContracts(10/99) L     `  2.4.5.2RequirementContracts(6/03) t8     `  2.4.5.3IndefinitequantityContracts(6/03) `$   3Specifications  8    3.0Overview(6/03)   0  3.1TypesOfSpecificationsandRisks(1/98)(#(# 8  0`   3.1.1DesignSpecifications(1/98)` `  0  0` (#(#3.1.2PerformanceSpecifications(1/98)` (#` (# 0  0` (#(#3.1.3BrandNameorEqual(1/98)p` (#` (# 0  3.2UsingConsultantstoPrepareSpecifications(1/98)H(#(# 0  3.3SpecificationsforEquipmentandSupplies(1/98)p4(#(# 0  3.4SpecificationsforConstruction(1/98)\ (#(# 0  3.5StatementsofWorkforServices(1/98)H (#(#  4MethodsofSolicitationandSelection      4.0Overview(5/96)     4.1MicroPurchases(6/03) !    ` 4.1.1PurchaseCardsBART(6/98) #     ` 4.1.2ConsolidationofMicroPurchases(11/03) $l!   4.2SmallPurchases(5/96) &D #   4.3CompetitiveProcurementMethods(5/96) l'0!$    ` 4.3.1OverviewSealedBidsv.CompetitiveProposals(5/96) D)#&    ` 4.3.2CommonElementsofSolicitationProcess(5/96)  0*#'   ,%) _   `  4.3.2.1AdvertisingandPublicizingSolicitation(5/96) <    `  4.3.2.2SolicitationMailingList(5/96) (    `  4.3.2.3Solicitation(5/96)     `  4.3.2.4PreBidandPreProposalConferences(11/03)      `  4.3.2.5AmendmentofSolicitations(5/96)      ` 4.3.3CommonElementsofOffers(5/96)      `  4.3.3.1ReceiptofOffers(5/96)  `    `  4.3.3.2FederallyRequiredSubmissionswithOffers(5/96) L  *,XXXX*   `    4.3.3.2.10  CertificationRegardingDebarment,Suspension,and `$  OtherResponsibilityMatters(5/96)L (#(#    `    4.3.3.2.2BuyAmericaCertification(11/03) 8     `    4.3.3.2.3LobbyingCertification(6/03) $     `     `  4.3.3.3OtherSubmissions(5/96) p       `    4.3.3.3.1AcknowledgmentofSolicitationAddenda(5/96)     `    4.3.3.3.2BidGuaranty(5/96)    4.4SealedBids(InvitationforBids)(5/96) \    ` 4.4.0Overview(5/96) p4    ` 4.4.1Solicitation(5/96) \     ` 4.4.2BidOpening(5/96) H     ` 4.4.3SingleBid(3/04) 4    ` 4.4.4ResponsiveBidder(5/96)      ` 4.4.5BidMistakes(5/96)      ` 4.4.6BidWithdrawal(5/96)     4.5CompetitiveProposals(RequestforProposals)(5/96) "    ` 4.5.1Solicitation&ReceiptofProposals(5/96) $l!    ` 4.5.2EvaluationofProposals(11/03) %X"    ` 4.5.3CompetitiveRange(5/96) &D #    ` 4.5.4DiscussionsandClarifications(5/96) l'0!$    ` 4.5.5AdditionalSubmissions(5/96) X("%    `  4.5.5.1RequestforRevisedProposals(5/96) 0*#'    `  4.5.5.2RequestforBestandFinalOffer(5/96) +$( _  ,&*    ` 4.5.6AwardBasedonInitialProposals(5/96) <    ` 4.5.7WithdrawalofProposals(5/96) (    ` 4.5.8DebriefingUnsuccessful_Offerors_(5/96)    4.6NonCompetitive(SoleSource)Proposals(5/96)      ` 4.6.1JustificationforUse(5/96)      ` 4.6.2NegotiationofContract(5/96)  t    ` 4.6.3AssociatedCapitalMaintenanceItem(5/96)  `   4.7SpecialProcurementMethods(5/96) t8     ` 4.7.1MultiStep_Procurements_(5/96) L     ` 4.7.2GovernmentalPricesandContracts(5/96) 8  9,XX[IX,XXX9   `  4.7.2.10 [ _Procurements_ԀfromGeneralServicesAdministration [(#[(#    `   [ Schedules(5/96)     `  4.7.2.2StateandLocalSchedules(6/03)     `  4.7.2.3StateversusFTARequirements(5/96)     ` 4.7.30 ECommerce:ReverseAuctions(6/03)p (# (#  5AwardofContracts H   5.0Overview(1/98)  \    5.1ResponsibilityofContractor(5/98) H     ` 5.1.1GeneralStandardsofResponsibility(5/98)      ` 5.1.2SpecialStandardsofResponsibility(5/98)      ` 5.1.3ObtainingInformationforDeterminationofResponsibility(5/98)      ` 5.1.4DeterminationandDocumentation(5/98) !     5.2CostandPriceAnalysis(6/03) #    5.3AwardProcedures(5/98) $l!    `    ` 5.3.1PublicAnnouncementsofContractAwards(5/98) &D #    ` 5.3.2Debriefingof_Offerors_(4/05) l'0!$   5.4DocumentationofProcurementAction(5/98) D)#&      ` 5.4.1SealedBid_Procurements_(5/98) +$(    `  5.4.1.1AbstractofBids(5/98) ,&*    `  5.4.1.2DocumentationofAwardDecision(5/98) -'+ Ї   ` 5.4.2Negotiated_Procurements_(5/98) <    `  5.4.2.1FileDocumentationofSelectionDecision(5/98)     `  5.4.2.2PreNegotiationPlan(5/98)      `  5.4.2.3MemorandumofNegotiations(5/98)    6ProcurementObjectTypes:SpecialConsiderations    0  6.1Construction(10/98) `(#(#   0 ` 6.1.1TheTraditionalConstructionProcessDesign/Bid/Build(10/98)t8 ` (#` (#   0 ` 6.1.2ConstructionManagement("CM")(10/98)`$ ` (#` (#   0 ` 6.1.3"FastTracking"PhasedDesign,AwardandConstruction(10/98)L ` (#` (#   0 ` 6.1.4"Turnkey"Design/BuildContracting(10/98)8 ` (#` (#   0 ` 6.1.5ValueEngineering(6/03)$ ` (#` (#   0 ` 6.1.6FacilitiesMaintenanceJobOrderContracts(10/98) ` (#` (#   0 ` 6.1.7Partnering_(4/05)_` (#` (#   0 ` 6.18CompetitiveProposalsvs.SealedBids(10/98)` (#` (#   0 ` 6.1.9IncentivestoReduceProjectCompletionTime(10/98)` (#` (#    ` 6.1.10SpecialContractProvisions(10/98)  0  6.2EquipmentandSupplies(2/00)\(#(#   0 ` 6.2.1Lease/MaintenanceofVehicles(2/00)p4` (#` (# 0  0` (#(#0 ` (#` (#6.2.1.1LeaseofHeavyEquipmentwithOperators(2/00)H  (# (# 0  6.3RollingStock(10/98) (#(#   0 ` 6.3.1Buses(10/98) ` (#` (#    ` 0 6.3.1.1CompetitiveProposalsvs.SealedBids(10/98)" (# (#    ` 0 6.3.1.2_APTA_ԀStandardBusProcurementGuidelines(10/98)#  (# (#   0 ` 6.3.2RailCars(10/98)%X"` (#` (#    ` 6.3.3Joint_Procurements_ԀofRollingStockand Piggybacking(6/03) &D # 0  0` (#(#6.3.4PreAwardandPostDeliveryReviewsforBuyAmericaActl'0!$` (#` (#    ` Compliance(10/00) X("%    ` 6.3.5Warranties(6/03) D)#& 0  6.4ProfessionalServices(5/96)+$((#(# 0  6.5ArchitectEngineeringServices(3/04),%)(#(# 0  6.6Insurance(11/03),&*(#(# 0  6.7Artwork(6/03)-'+(#(#  7-DisadvantagedBusinessEnterprise XX#9  ( #X#9X tN#  7.1ComparisonofOldvs.New_DBE_ԀRules(6/99) XX#9 v   #X#9X 3O# ` 7.1.1Applicabilityof_DBE_ԀRulestoGranteePrograms(2/00) <     ` 7.1.2DefinitionofTerms(2/00) XX#9 (  #X#9X YP#  7.2AdministrativeRequirements(6/99) XX#9  v #X#9X P#   ` 7.2.1WhoMustHavea_DBE_ԀProgram(6/99) <     ` 7.2.2_DBE_ԀLiaisonOfficer(6/99) (     ` 7.2.3RequiredEffortsonBehalfof_DBE_ԀFinancialInstitutions(6/99)      ` 7.2.4PromptPaymentMechanisms(6/99)      ` 7.2.5_DBE_ԀDirectory(6/99)      ` 7.2.6BiddersList(6/99)      ` 7.2.7MonitoringContractors'Performance(2/00)     7.3Goalsfor_DBE_ԀParticipation(6/99) `    ` 7.3.1DOTNationalGoalof10%(6/99) t8    ` 7.3.2UseofQuotasandSet-Asides(6/99) `$    ` 7.3.3EstablishingOverallGoals(2/00) L    ` 7.3.4EstablishingOverallGoalsforTransitVehicleManufacturers(6/99) 8    ` 7.3.5MeansofMeetingOverallGoals(6/99) $    `  7.3.5.1Race-NeutralMeans(6/99)     `  7.3.5.2UsingContractGoals(6/99)  e   ` 0 7.3.5.3EvaluationofContractorProposalsfor_DBE_ԀParticipation(2/00) (# (# 0  0` (#(# 7.3.5.4GoodFaithEffortstoMeetContractGoals(6/99)` (#` (#    `  7.3.5.5Counting_DBE_ԀParticipationtowardtheGoal(6/99)  p   7.4Certification:StandardsandProcedures(2/00) "H    7.5ExemptionsandWaivers(6/99) p#4!  8ContractClauses  H% #   8.1FederalRequirements(1/98)  ' %   0 ` 8.1.1SourcesofModelFederalClausesandApplicability(1/98)("'` (#` (#    ` 8.1.2DavisBaconAct(1/98) )#(   0 ` 8.1.3CargoPreferences(1/98)*$)` (#` (#   0 ` 8.1.4BuyAmerica(6/03)+%*` (#` (#   0 ` 8.1.5FlyAmerica(1/98), ,XX#9,l&+` (#` (#   0  #X#9X ,,O\#8.2SuretyBonds(4/05) .'-(#(# Ї   ` 8.2.1PerformanceBonds(4/05) <   0 ` 8.2.2Options(1/98)(` (#` (#   0 ` 8.2.3LiquidatedDamages(1/98)` (#` (# 0  0` (#(#0 ` (#` (#8.2.3.1RelationshipwithDefaultTermination(1/98)  (# (#   0 ` 8.2.4IntellectualPropertyRights(1/98) ` (#` (#    ` 0 8.2.4.1DisclosureofTradeSecrets(1/98) ` (# (#    ` 0 8.2.4.2ContractWorkProducts,PatentsandCopyrights(1/98)L  (# (#    `    0 ` 8.2.5Termination(1/98)`$ ` (#` (# 0  0` (#(#0 ` (#` (#8.2.5.1TerminationforConvenience(1/98)8  (# (# 0  0` (#(#0 ` (#` (#8.2.5.2PartialTerminations(1/98)$  (# (# 0  0` (#(#0 ` (#` (#8.2.5.3TerminationforDefault(1/98)  (# (#  9ContractAdministration     T1` hp x (#,XX[IXT    9.1DocumentationofContractAdministration(1/96)  0    9.2Changes(2/99)p(#(# H.4` hp x (#,` XH 4 0 ` 9.2.1ContractScopeandCardinalChanges(10/99)H` (#` (#  4 0 ` 9.2.2Cost/PriceAnalysisofChanges(2/99)p4` (#` (# 0 4  ` 9.2.3ConstructionChanges(2/99)\ 4(#4(# E+  hp x (#4` XE 0 9.2.3.1DifferingSiteConditions(2/99)4 (# (# 0  9.2.3.2FieldChangeOrders(2/99)  (# (#  0 9.2.3.3PricingofConstructionChanges(2/99)  (# (#  0 9.2.3.4VariationsinEstimatedQuantities(2/99)  (# (#   9.2.3.5Delays(2/99) !  0 9.2.3.6Acceleration(2/99)" (# (# - X X-  9.3ImprovingVendorDeliveryPerformance(10/00) $l! -, X X-    9.4ApprovalofSubcontractors(11/03) %X"   l'0!$ 10Closeout < * X, X*   10.1CloseoutProcedures(7/99)    10.2Audits(7/99)     10.3RecordRetention(4/05)    11Disputes     11.1Protests(6/03)  `   11.2Claims,GrievancesandOtherDisputeswithContractors(6/99) L  H.` hp x (# XH      (kfCo      AppendixAGoverningDocuments  `$      A.1FederallyRequiredandOtherModelContractClauses <    A.2DearColleagueLetters (     AppendixBExamples     B.1ExampleEvaluationProcess    B.2Specification/ScopeofServiceGuide    B.3LiquidatedDamagesChecklist t   B.4BidAbstractForm `   B.5BARTPurchaseCardSystem L   B.6_Prenegotiation_ԀPosition t8   B.7OfferandAcceptanceForm `$   B.8Award/ContractForm L   B.9MemorandumofNegotiations 8   B.10DisclosureofConflictsofInterest $   B.11BiddersQualificationQuestionnaire     B.12NegotiationMemorandumSampleFormat     B.13Warranty&GuaranteeRegister !   B.14ContractCloseoutCheckList " 0  B.15RequestforProposal# (#(# 0  B.16PiggybackingWorksheet$p!(#(#    B.17ExampleofStatementofQualificationofSubcontractor %\"   B.18_Hiawatha_ԀLinePublicArtandDesignBudget &H #   B.19MandatoryProcurementStandardsWorksheet p'4!$   B.20IndependentCostEstimate(ICE)_Form_ \( "%  AppendixCReserved 4*#' AppendixDAnnotatedFTACircular4220.1E .ForacopyofthisCircular,goto  ,%) www.ftahelpline.com/FTA_C4220_1E.doc. ,&*  #X#9XXX#9+#