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Frequently Asked Questions
Who Buys For COTA?
All purchasing for COTA is handled by the Contracts/Procurement Department. The Contracts/Procurement staff welcome vendor visits through our open-door policy. However, for convenience vendors should call Contracts/Procurement to schedule an appointment. If you have any questions about COTA's procurement policies and procedures, write or call:
Contracts/Procurement Department
Central Ohio Transit Authority
1600 McKinley Avenue
Columbus, Oh 43222-1093
614.275.5800
How Does COTA Buy?
Most of the goods and services which COTA uses are obtained through informal and formal competitive bidding. COTA is exempt from paying federal, state and local sales taxes on goods. Tax exempt forms may be obtained by calling the Contracts/Procurement Department.
Informal Bids
Goods and services valued at less than $25,000 are procured by purchase order from the lowest most responsive and responsible bidder whose quotes are obtained by telephone, facsimile (fax) or mail.
Formal Bids
For goods and services over $25,000 Invitations to Bids or Requests for Proposals are solicited by mail and newspaper advertisement. A contract is awarded to the lowest most responsive and responsible bidder or to the proposer whose offer is the most advantageous to COTA with price and other factors considered by the Board of Trustees at their regular meetings, which are usually the fourth Wednesday of each month.
How Does COTA Advertising For Bids?
Bid notices are advertised in the Legal Notices section of the Columbus Dispatch and minority owned newspapers. Specific bids are also advertised in the Passenger Transport, a national trade magazine published by the American Public Transit Association.Each bid item is advertised twice within a two-week period. To allow enough time for bid preparation, bids of $25,000 are usually advertised locally 30 days in advance of bid opening.
Who Receives COTA Bid Notices?
Bid notices and bid documents are available from the Contracts/Procurement Department during work hours 8:00 a.m. - 5:00 p.m., Monday through Friday. Should you have any questions not addressed in the booklet, call the Contracts/Procurement Department.Several local and governmental minority support organizations receive bid notices to be publicized among their members and in the community. These organizations include:
Columbus Regional Minority Supplies Development Council
Central Ohio Minority Business Association
Main Street Business Association
National Association of Minority Contractors
Contacts During Solicitation, Evaluations, Negotiation and Award
All contacts with vendors that relate to a procurement that is in the solicitation, evaluation, negotiation or award phase must be conducted through the Contracts/Procurement Department. Technical questions such as those relating to "approved equals," will be directed by the Contracts/Procurement Department to the relevant COTA departments for evaluation.
What Does COTA Buy?
COTA spends thousands of dollars annually for the basic goods and services needed to operate its bus fleet and facilities. These include: parts, supplies and equipment and professional and non-personal services.
A Partial List of Goods and Services used by COTA
Administrative
Copy and Fax Machines
Computer Supplies/Equipment
Medical/Safety Supplies
Office Furniture
Office Supplies/Equipment
Printshop Supplies/Equipment
Bus and Trolley Parts
Air Conditioning
Air Suspension
Body
Brake Components
Bumper
Cooling
Electrical
Engine
Front/Rear Axles
Fuel and Exhaust
Seals and Bearings
Steering Gear
Transmission
Bus and Trolley Supplies
Antifreeze
Coach Seats
Decals
Destination Signs
Diesel Fuel
Filters
Glass
Hardware
Lexan Lubricants
Upholstery
Construction
Building
Electrical
Mechanical
Professional Services
Audit
Computer Systems
Engineering
Financial
Insurance
Labor Relations
Legal
Management Systems
Personnel
Public Relations
Real Estate
Records Systems
Testing
Capital Equipment
Vehicles
Cars
Buses
Trolley
Trucks
Vans
Maintenance Supplies
Abrasives
Adhesives
Aluminum and Steel
Batteries
Bus Stop Posts/Signs
Chemicals
Cleaning Material
Paint
Wash Rack Parts
Welding Supplies
Non-Personal Services
Armored Car
Bus Parts Reclamation
Electrical Maintenance
Engine Component Repair
Extermination
Fare Collection
HVAC maintenance
Janitorial
Lawn Maintenance
Medical
Pavement Cleaning
Photography
Plumbing Maintenance
Printing
Radiator Repair
Records Storage and Management
Security Guard
Service Clothing
Service Fleet Maintenance
Temporary Personnel
Travel Agency
Tire Lease
Trash Disposal
Vending Service
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