Frequently Asked Questions
Q: What is PMM?
A: PMM is the Purchasing and Materials Management Department within AC Transit. PMM is responsible for the purchase and sale of all goods and services at AC Transit. All correspondence and negotiations of a contractual nature with vendors, suppliers and contractors are coordinated through and conducted by PMM.
Q: What is AC Transit?
A: Click here to learn more about the Alameda Contra – Costa Transit District (AC Transit).
Q: What is ACT Online Purchasing?
A: ACT Online Purchasing is the web-enabled procurement system initiated by AC Transit to bring the procurement process on-line; to increase competition in its solicitations; and to develop a more accurate vendor database.
Q: Where do I begin?
A: AC Transit has developed the Online Purchasing User Guide to help vendors become familiar with Online Purchasing. If you have previously downloaded Adobe Systems Incorporated’s free Acrobat Reader, version 4.0, you may view the Online Purchasing User Guide on line. If you don’t have the Adobe Acrobat Reader, you can download it free from Adobe here.
If you would like to receive a printed Online Purchasing User Guide, E-Mail your request to firstname.lastname@example.org.
Q: What goods and services does AC Transit buy?
A: AC Transit contracts for the purchase of goods and services necessary to sustain its operation. This is everything from office supplies, buses, bus parts, automobiles and trucks, shop equipment and supplies, consultant services, employee benefits to construction work. AC Transit’s NAICS code list provides a broad range of goods and services that we buy.
Q: What goods and services will AC Transit buy using this web-site?
A: AC Transit will conduct its “Informal” Procurements on Online Purchasing. “Formal” Procurements will not be conducted on the web-site, but information on these procurements and the procurement documents can be obtained using AC Transit’s Online Purchasing. For definitions of “Formal” and “Informal” procurement, see Doing Business with AC Transit.
Q: Where can I find AC Transit’s “Terms and Conditions”?
A: AC Transit’s Terms and Conditions are specific for each type of contract but fall into three broad areas: materials, supplies and equipment; services (including professional and A&E services); and public works/construction. Terms and Conditions are appended to each solicitation. For general guidance, AC Transit is required by state law to require payment bonds (contracts over $25,000) and prevailing wage (contracts over $1,000) compliance on many public works/construction contracts. It is also AC Transit’s policy to require insurance on all public works/construction contracts, most services contracts, and some contracts for materials supplies and equipment.
Q: Do I have to be a registered vendor before I can bid on an AC Transit solicitation?
A: No, however you must be a registered vendor in AC Transit’s Online Purchasing to receive specific information from AC Transit via email regarding solicitations and addenda. You do not have to register in AC Transit’s database to view open solicitations, obtain Disadvantaged Business Enterprise (DBE) certification information, view FAQs, or read AC Transit’s terms and conditions.
Q: What is a vendor Profile?
A: A Vendor Profile is information provided by companies when they register with Online Purchasing that identifies their business name, address, telephone number, fax number, and e-mail address. It also describes their business type, ownership information as well as the products they sell, or services they perform. Companies register and create a Vendor Profile in AC Transit’s database to obtain specific information regarding solicitations, receive addenda and the submission of bids.
Q: What if I have more than one sales office?
A: The vendor registration allows you to identify the address for only one corporate office and another for a mailing address, if it is a different location.
Q: What is a NAICS code?
A: A NAICS code, North American Industry Classification System, is the standard used by federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. business economy. For AC Transit’s vendor registration purposes, it is a classification system that identifies, by categories, the primary services or products offered by a company.
Q: How do I choose a NAICS code for my Vendor Profile?
A: Start with the categorical tables that list all the NAICS codes within that topic. Choose a category or categories that describe what you sell, then select the NAICS code(s) that best describe the goods and services you provide.
Q: What is a solicitation?
A: A solicitation is the request or invitation by AC Transit to vendors registered within a specific NAICS code, or public advertising of a procurement opportunity.
Q: How do I obtain an addendum to the solicitation package?
A: Addenda to solicitations will be sent via e-mail to all registered companies whose vendor profile includes NAICS codes applicable to the solicitation. Addenda will also be posted online with the solicitation itself.
Q: How do I add or change the NAICS code(s) that I selected for my Vendor Profile?
A: To make a change to the NAICS codes as well as any other change to a vendor profile, you must access the Update Profile screen in the Vendor Registration section. Once in the update section, change the appropriate fields, selecting the NEXT buttons and then the FINISH button. You will then be able to review a summary of your vendor profile. If your profile is correct, select the REGISTER button and your vendor profile will be updated.
Q: I’m not awarded a procurement and want to know who won the award; how can I get this information?
A: AC Transit will post in Online Purchasing information regarding the company that was awarded the contract or purchase order and the award price.
Q: How do I change my password?
A: To change your password, a company will need to enter the Update Profile screen on the vendor registration page and enter a new password in the appropriate field on page 3 of 3. Remember to select the FINISH button after you have changed your password, you will be able to review a summary of your vendor profile. If your profile is correct, select the REGISTER button and your vendor profile will be updated.
Q: What do I do if I can’t remember my password?
A: If you forget your password, click the “Forgot your password?” link located underneath the Login button on the Vendor Login page. Then enter the email address that you used to register. Your user name and password will be sent to the email address that you entered.
Q: Is there a phone or fax number that I can call for help?
A: AC Transit has made every effort to make this web-enabled procurement system as user friendly as possible. For questions regarding Online Purchasing, call (510) 577-8819, fax us at (510) 577-8839 or e-mail us at email@example.com.