Vendor Guide
CapMetro's Procurement Department is responsible for acquiring all of the Authority's goods and services at fair and reasonable prices, on time, and in compliance with sound public purchasing policies and procedures. If you are interested in doing business with CapMetro, please browse our current and future procurement opportunities or learn more information about our online surplus property auctions.
Registering as a Vendor
- CapMetro uses PlanetBids™, an online service for the distribution of solicitation documents. Vendors should register on the bid portal to receive notification of CapMetro solicitations at no cost. By registering, you'll automatically be notified by email whenever a CapMetro solicitation matches your business profile. Start your subscription on the CapMetro PlanetBids™ portal.
- Registered vendors can download CapMetro solicitations free of charge, and will be notified of any changes and updates to solicitations that they have downloaded.
Become A Vendor
Our Purchasing Process
CapMetro makes its purchases based on several determining factors, including price. Items expected to cost less than $50,000 are purchased through CapMetro's "small purchases" method of procurement. Anything in excess of $50,000 requires full and open competition.
- Small purchases: There are two types of purchases that fit into this category: those less than $10,000 and those between $10,000 and $50,000.
- Single source: Purchases less than $10,000 are single-source. This means that if the price offered is determined to be fair and reasonable and the vendor is able to meet delivery and other requirements, no other vendors are contacted.
- Requests for quotes (RFQ): RFQs are used for purchases between $10,000 and $50,000. A brief description of the item or service is provided to vendors, who are notified using a online supplier database, PlanetBidsTM. Interested vendors then submit a written quote to CapMetro by an established deadline. CapMetro may notify additional vendors recommended by a requesting department, the internet, phone books, industry guides, etc.
Large purchases
Purchases exceeding $50,000 require more sophisticated methods than those used for small purchases.
The basic types of procurement methods used for large purchases are invitations for bids (IFB) and requests for proposals (RFP). Generally, goods or commodities are purchased via IFB, whereas services are generally purchased via RFP.
In both cases, special efforts are made to make the vendor community aware of our requirements. CapMetro generally accepts bids or proposals from any vendor that would like to participate in a competition. Solicitations are advertised in newspapers, and registered vendors are notified using an online supplier database, PlanetBidsTM. The notification provides a basic description of the item or service to be purchased and prompts registered vendors to return the appropriate information to CapMetro. The solicitation is then developed, which includes a detailed purchase description and/or statement of work, contractual terms and conditions, and instructions on how to submit an offer. Solicitations remain open an adequate amount of time to allow vendors the opportunity to respond.
Invitations for bids (IFB)
For IFBs, CapMetro awards contracts to the most responsive and responsible bidder offering the lowest price. A bid is responsive if it meets all the material requirements of a solicitation; in other words, the bid submitted doesn't vary from CapMetro's original requirement. A bidder is responsible if (s)he can demonstrate the capacity and the willingness to perform (i.e., has the proper equipment, manpower, financial resources, technical expertise, etc.). It would be incorrect to assume that the low bidder always gets the award when the IFB method of procurement is used. An award is made to the low bidder only if the bidder meets both tests of responsiveness and responsibility.
Requests for proposals (RFP)
For RFPs, the award is not based on price alone, but also other weighted factors of importance specified in the solicitation. Award selection is done by an evaluation team that independently evaluates the proposals submitted.
For each solicitation issued, CapMetro assigns a contracts administrator as the primary point of contact to assist vendors. In addition, a conference is generally scheduled well in advance of the bid or proposal submission deadline so that vendors can obtain clarification from CapMetro. Contracts in excess of $150,000 require approval by CapMetro's board of directors prior to their award. After evaluation of all offers, CapMetro awards the contract.
Other procurement methods
On occasion, CapMetro may use procurement methods different from the ones listed above. These include sole source, statement of qualifications (SOQ) for statutory professional services for disciplines that require state of Texas licensing and emergency procurements.
We welcome the opportunity to work with new businesses and organizations! Here are a couple ways you can introduce yourself to CapMetro:
Give us a call or send us a fax
You can call our Procurement Department directly at 512-389-7460, or fax your information to 512-389-7594.
Please remember to include a cover sheet with your contact information if faxing.
Email us
Feel free to email your information or questions to Procure-Help@capmetro.org.
Revised 08/21/2024