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Basics for Vendors

  • Overview
  • FAQ
  • Vendor Notices
  • Online Bidding

Getting Started

Metro’s Purchasing and Contracts departments maintain a database of vendors interested in doing business with the Authority. You can be added to Metro’s vendor database by using the Online Step Process.

Please note: All vendors awarded a Purchase Order or Contract must have a W-9 on file with us. Completed forms must be submitted to Accounts Payable, AccountsPayable@metro.net prior to Metro’s receipt of your first invoice. , PO Box 512296, Los Angeles CA 90051-0296.

Online Step Process:

  1. Get your appropriate North American Industry Classification System (NAICS) codes

  2. Have the selected NAICS Codes ready to be placed in the NAICS Code section of the SupplierRegistration Form.

  3. Click on Supplier Registration to start the online process.

      

Note: You will receive an email confirmation of your registration status within 3 days after you have submitted your online form

For questions surrounding how to get started as a vendor here at Metro please contact Client Vendor Services (213) 922-1037.

 

Metro Contracts

To achieve Metro’s goals, the department must comply with applicable federal, state and local laws and guidelines.  This ensures full and open competition and equitable treatment of all bidders/proposers interested in Metro’s business opportunities..

The Procurement and Materials Management Department is responsible for the procurement of all equipment, supplies and services, to support Metro operations this includes construction services, professional services , rolling stock, information technology, goods and inventory replenishment items.

 

Types of Solicitations

Depending on the type of project, Metro develops an Invitation for Bid (IFB), Request for Proposal (RFP), Request for Interest and Qualifications (RFIQ), or Request for Quotations (RFQ).

Invitation for Bid (IFB) - Are used when there is a clear understanding of the project requirements, scope of work and technical specifications. 

Request for Proposal (RFP) - Are used in cases where the specific requirements and technical specifications of a project are of a functional nature or unclear, and provide a guideline for potential offerers to use in preparing a bid/proposal. 

Request for Interest and Qualifications (RFIQ) - Are used for engineering, architectural and related services contracts, and consider only technical factors and qualifications in the evaluation process.

Request for Quotations (RFQ) - Are used for procuring materials, equipment and supplies, and some types of professional services (i.e., word processing, graphics).

Contract Administrators and buyers develop the procurement documents and oversee the distribution and advertising of the solicitation. They also receive all bids/proposals, coordinate evaluation meetings, and see the process through the subsequent award and contract administration phases.

 

Disadvantaged Business Enterprise (DBE)

A Disadvantaged Business Certification is the ticket for participation in Metro's Small Business program. Once certified, a firm becomes eligible towards fulfilling the contract utilization goals. DBE, MBE and WBEs are defined as:

Disadvantaged Business Enterprises (DBE) - A small business concern that is (a) at least 51 percent owned and controlled by one or more socially and economically disadvantaged individuals or in the case of any publicly-owned business, at least 51% of the stock of which is owned by one or more socially and economically disadvantaged individuals; and (b) the management and daily business operations of which are controlled by one or more socially and economically disadvantaged individuals who own it as defined by the Code of Federal Regulations 49 part 26.

Minority Business Enterprise (MBE) - A concern: (a) which is at least 51 percent owned by one or more minorities or, in the case of any publicly owned business, at least 51% of the stock of which is owned by one or more minorities; and (b) whose management and daily operations are controlled by one or more minorities.

Women Business Enterprise (WBE) - A concern: (a) which is at least 51 percent owned by one or more women, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one or more women; and (b) whose management and daily business operations are controlled by one or more women.

 

Notification of Bids

The Authority is required to advertise the purchase of all supplies, equipment, material and the construction of facilities and worksites over certain threshold dollar amounts. Invitation for Bids (IFBs) are used for these types of purchases, while Requests for Proposals (RFPs) are used for all other complex services, rolling stock and information technology/telecommunications equipment. Notices requesting bids or proposals over $25,000 are published at least once in a publication of general circulation, as well as in several M/W/DBE publications.

Projects are formerly advertised at least 10 days in advance of the due date of sealed bids/competitive proposals. In addition, vendors listed in Metro’s database are often notified, via postcard and electronically, of all IFBs/RFPs according to their declared NAICS codes.

 

Telephone and Written Bid Procedures

Depending upon the value of the Procurement, Metro may seek informal verbal/written quotes or a formal written proposal.

Competitive bids are not subject to negotiation. When a company is contacted for a quote, they must provide a firm price, including any charges for delivery and installation (when applicable), and lead time for delivery. Award is made to the low bidder who is responsible, and who also meets Metro’s requirements.

 

Questions?

Firms or individuals with questions about doing business with Metro can e-mail Client/Vendor Relations or call 213-922-1037. For information on Metro’s DBE programs the Certification Hotline at: 213-922-2600. For information on Metro’s Lobbyist Registration and Ethics Programs call 213-922-2975. For information regarding Contractor Pre-Qualification call 213-922-4130.

Contact Procurement and Material Management

This information is provided as a service to those who want access to Metro through this Internet site. The information contained in this system is subject to change at any time. Please call 213-922-1037 or email Vendor Relations to request the most current information available.


  1. What does Metro buy? Whom does it buy from?
  2. Is selling to Metro complicated?
  3. Will I be paid promptly for my work?
  4. How do I become a vendor to Metro?
  5. How will I hear about upcoming opportunities?
  6. How does the procurement process work?
  7. When is Pre-Qualification required?
  8. Who is my contact at Metro?
  9. What is TransportMAX?
  10. How can I find out if my company is already registered with TransportMax?
  11. If I register with TransportMax for Metro, must I register a second time if another company asks me to register?
  12. What is Construction Bidboard?

1. What does Metro buy? Whom does it buy from?

Some of Metro'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.

2. Is selling to Metro complicated?

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

3. Will I be paid promptly for my work?

Yes. Metro adheres to a strict internal policy requiring that, generally, vendors be 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.

4. How do I become a vendor to Metro?

Metro’s Purchasing and Contracts departments maintain a database of vendors interested in doing business with the Authority. You can be added to Metro’s vendor database by using the Online Step Process.

Online Step Process:

  1. Get your North American Industry Classification System (NAICS) Code(s) from http://www.naics.com/search.htm;
  2. Have these NAICS Codes ready to be placed in the NAIC Code section of the Supplier Registration Form; and
  3. Click on Supplier Registration to start the online process.

Note:You will receive an email confirmation of your registration status within 3 days after you have submitted your online form

For questions surrounding how to get started as a vendor here at Metro please contact Client Vendor Services 213.922.1037.

5. How will I hear about upcoming opportunities?

All vendors in the database receive a postcard notification of contracting opportunities applicable to the type of services they provide as a business.

6. How does the procurement process work?

Depending on the type of project, Metro develops an Invitation for Bid (IFB), Request for Proposal (RFP), Request for Interest and Qualifications (RFIQ), or Request for Quotations (RFQ).

  • IFBs are used when there is a clear understanding of the project requirements, scope of work and technical specifications.
  • RFPs are used in cases where the specific requirements and technical specifications of a project are of a functional nature or unclear, and provide a guideline for potential offerers to use in preparing a bid/proposal.
  • RFIQs are used for engineering, architectural and related services contracts, and consider only technical factors and qualifications in the evaluation process.
  • RFQs are used for procuring materials, equipment and supplies, and some types of professional services (i.e., word processing, graphics).

Contract Administrators develop the procurement document and oversee the distribution and advertising of the solicitation. They also receive all proposals, coordinate evaluation meetings, and see the process through the award phase and contract administration.

7. When is Pre-Qualification required?

Pre-Qualification is required for all firms not exempted from the process if their bid or proposal will exceed $100,000. This includes first-tier subcontractors. For details on specific exemptions, refer to Ordinance #4-05 of Metro's Administrative Code.Additional information and links to the pre-qualification applications and the Administrative Code can be found at the pre-qualification web page at www.metro.net/EBB/PQA/vprequal.htm

8. Who is my contact at Metro?

Firms or individuals with questions about doing business with Metro can e-mail Client/Vendor Services or call 213.922.1037.

9. What is TransportMAX?

TransportMAX is an online Marketplace built by the public transportation industry for the public transportation industry, in exclusive partnership with the American Public Transportation Association (APTA).TransportMAX provides e-procurement services for RFQs, vendor sourcing and purchase requisition aggregation.For more information about TransportMAX and its services, go to www.transportmax.com.

10. How can I find out if my company is already registered with TransportMax?

If your company is already register with TransportMax, the letter, fax or e-mail you received from TransportMax should indicate that.If the letter you received from TransportMax does not indicate that your company is already registered with them and you believe otherwise, please submit your question/concern to TransportMax.

11. If I register with TransportMax for Metro, must I register a second time if another company asks me to register?

No.You would not need to register a second time.Please feel free to contact TransportMax at the phone number(s) included in the letter you received to discuss this or submit question/comments directly to TransportMax.

12. What is Construction Bidboard?

Construction Bidboard is a construction services company dedicated to improving the entire project solicitation, proposal and bid process. The company develops and markets web-enabled interactive data services that deliver innovative capabilities to the construction industry.For more information about Construction Bidboard and its services, go to www.ebidboard.com.

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Procurement Department Reception Desk Relocation

Effective February 19, 2011, the Procurement Department Reception Desk will be relocated from the 12th floor to the 9th floor.

All visitors please check in on the 9th floor.

  • Pick-up Plans & Specifications
  • Submittal of Bids/RFPs
  • Visitor Check-in

Hours of operation: 8:00 am - 4:00 pm, Monday - Friday

Payments

Metro has implemented a change in the Payment Terms, specifically the application of cash discounts. Following is the revised Payment Terms as designated in the Purchase Order Terms and Conditions:

Payments - Metro will pay Seller for the items at the Order prices upon submission of proper invoices or vouchers. Seller shall provide a separate invoice for each shipment unless otherwise specified in the Order. No invoice shall be issued prior to shipment of the items. Payment due date, including discount period, will be computed from date of receipt of items or date of receipt of correct invoice by the Metro's Accounts Payable Department (whichever is later). Discounts will be taken on the full amount of the invoice, unless freight or other charges are itemized.

Electronic Funds Transfer

Effective January 1, 2009, Metro initiated payment of invoices via Electronic Funds Transfer (EFT) which guarantees faster payments, is more secure and a more efficient way to make payments. If you are awarded a contract/PO by Metro, you will be required to sign up for EFT payments unless you request a waiver in writing. 

W-9 Forms

All vendors awarded a Purchase Order or Contract must have a W-9 on file with us. Access to the W-9 form is on our website, http://www.metro.net/images/fw9.pdf. Completed forms must be submitted to Accounts Payable, AccountsPayable@metro.net prior to Metro’s receipt of your first invoice. , PO Box 512296, Los Angeles CA 90051-0296.


TransportMAX, an online marketplace and portal for conducting e-commerce transactions, is one tool used by Metro for obtaining Request for Quote, vendor sourcing and purchase requisition aggregation for bus and rail inventory procurements.


To learn more about TransportMAX and to quote on Metro’s solicitations for bus and rail inventory, go to www.TransportMAX.com.



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