To be considered, you must register as a Bidder.

Read all solicitation packages and online solicitation requirements carefully. Ensure that you can comply with all requirements before responding. If you have any questions pertaining to the solicitation requirements, contact the Buyer of Contracts Specialist responsible for the procurement whose name and contact information can be found in the solicitation.

Be sure that your offer arrives on time and in the manner described in the solicitation. All solicitation packages state the date and time the offer is due to AC Transit.

Pre-Bid and Pre-Proposal Meetings may be held for larger, more complicated procurements. At these meetings, an opportunity exists to ask questions on any items relative to the solicitations. Attendance is at the discretion of AC Transit. If you have any questions, please email contracts@actransit.org.

Our Electronic Fund Transfer (EFT) Payment Program offers many advantages and benefits, including cost and time savings, secure transactions, and improved record keeping.

The all-new Electronic Fund Transfer (EFT) Payment Program is a great advancement in our partnership with you. Now, in place of a mailed paper check, your payment for services would be sent via electronic transfer and immediately credited to your financial institution.

To participate, please fill out the Supplier EFT form, then sign and return to AC Transit at either of the following:

Email: eft@actransit.org or U.S. Mail:

Accounts Payable
AC Transit
PO Box 28507
Oakland, CA 94604

Upon receipt, an AC Transit representative will contact you to confirm your company's pertinent information.

While we process your EFT request, AC Transit kindly asks that your organization continue to invoice our transit district using existing protocols. Please refer to Notice to Suppliers Regarding Invoice Submission.

Should you have questions, phone, or email eft@actransit.org or (510) 891-4860.

We encourage you to register using AC Transit's Supplier Portal to update any changes to your organization. Registration also allows us to notify you whenever sourcing or bid events are initiated.

1. Acceptance: These terms and conditions are made part of and govern the Purchase Order ("Order"). This Order constitutes an offer by the Alameda-Contra Costa Transit District ("District") to the seller named in this Order ("Vendor") subject to these terms and conditions. This Order will be a binding contract between the District and Vendor upon Vendor's acceptance of these terms and conditions either by acknowledgement or performance. The District will deem this Order to be accepted by the Vendor if this Order is not returned within ten (10) business days of Vendor's receipt of this Order.

2. Modification: The District may change this Order at any time prior to acceptance of the goods, and for any reason or no reason, upon written notice to Vendor. The District will deem a change of this Order to be accepted by Vendor if Vendor does not object in writing within ten (10) business days of Vendor's receipt of notice from the District. If any change causes a change in the price of this Order, or in the time required for its performance, Vendor will promptly submit its claim for adjustment in writing to the District. All changes must be in writing and signed by the District. Nothing in this clause excuses Vendor from proceeding immediately with this Order as changed.

3. Termination and Cancellation: The District reserves the right to cancel this order at any time prior to acceptance of the goods, and for any reason or no reason, upon written notice to Vendor. In the event of termination, the District reserves all rights and remedies under law. If Vendor fails, after reasonable notice by the District, to cure a breach of these terms and conditions or a deficiency in performance or lack of progress, the District may cancel this Order upon written notice to Vendor. The District reserves all rights and remedies under law whether or not it cancels this Order, including, but not limited to, the payment by Vendor to the District of any expenses incurred by the District in reprocuring from another source the same or similar goods that Vendor failed to furnish satisfactorily. The District will not be liable for the Vendor's actual or projected lost profits, or incidental, consequential or punitive damages.

4. Inspection and Acceptance: All goods are subject to the District inspection and approval, notwithstanding prior payment to obtain cash discount. Vendor will pay transportation charges both ways on rejected goods.

5. Payment: Payment will be made for goods accepted by the District within thirty (30) calendar days of the District’s acceptance of the Vendor's invoice for such goods. All invoices and packing slips/bills of lading must state this Order number. No C.O.D. shipments will be accepted. No charge for transportation, containers, packing, etc., will be allowed unless so specified in this Order. If permitted, reels, containers, etc. will be billed on a separate invoice. If the price quoted on this Order includes an additional charge for delivery above the price at point of origin, please show such delivery charge on your invoice as a separate item, such charge not being subject to California Use Tax. Each order and shipment to be invoiced separately.

6. Warranty: Vendor warrants that all goods furnished (i) will meet all requirements and conditions of the District's Order and manufacturer's warranty, if any; (ii) will be fit for the purposes intended by the District; and (iii) will be free of all patent and latent defects in design, materials, and workmanship. Vendor agrees that the District's acceptance of this warranty and the District's acceptance of goods does not waive any warranty, either expressed or implied in Sections 2312-2317, inclusive, of the California Commercial Code.

7. Title and Risk of Loss: Unless otherwise provided in this Order, Vendor must have title to and bear the risk of any loss or damage to the goods ordered until they are delivered in conformity with this Order at the specified F.O.B. point. If not otherwise specified, Vendor will deliver all goods F.O.B to the location specified by the District. Upon such delivery, title will pass from Vendor to the District and Vendor's responsibility for losses or damage will cease, except for loss or damage occurring prior to or upon delivery, or loss or damage resulting from Vendor's negligence or intentional acts. Passing of title upon such delivery will not constitute acceptance of the goods by the District.

8. Assignments and Subcontracting. Neither this Order nor any interest in or claim to this Order may be assigned or subcontracted by Vendor, either voluntarily or by operation of law, without the District's prior written consent.

9. Indemnification: To the fullest extent allowed by law, Vendor will indemnify, keep and save harmless the District and its directors, officers, employees, and agents against any and all suits, claims or actions arising out of any of the following: (i) any injury to or death of any person or any damage to property that may occur, or that may be alleged to have occurred, arising from Vendor's performance of this Order, caused by a negligent act or omission or willful misconduct of Vendor or its employees, subcontractors or agents and not caused by the District's sole negligence; (ii) any allegation that goods provided by Vendor infringe or violate any copyright, trademark, patent, trade secret, or any other intellectual property or proprietary right of any third party. Vendor will defend any and all such actions, suits or claims, with counsel acceptable to the District in its sole discretion, and pay all charges of attorneys and all other costs and expenses of defenses as they are incurred. If any judgment is rendered, or settlement reached, against the District, or any of the other individuals enumerated above in any such action, Vendor will, at its expense, satisfy and discharge the same. This indemnification shall survive termination, cancellation or expiration of this Order.

10. Publicity: Vendor, its employees, subcontractors, and agents may not refer to the District, or use any logos, images, or photographs of the District for any commercial purpose, including, but not limited to, advertising, promotion, or public relations, without the District's prior written consent. Such written consent will not be required for the inclusion of the District's name on a customer list.

11. Federal, State and Local Laws: Vendor's acceptance of this Order certifies that all goods furnished to the District by Vendor are produced, sold and transported in conformity with all applicable federal, state and local laws, rules, ordinances, and regulations. Vendor further warrants that in the performance of this Order it will comply with all applicable federal, state and local laws and ordinances and all lawful orders, rules and regulations thereunder.

12. Environmental Compliance: Vendor will comply with all applicable environmental statutes, regulations, and guidelines in performing this Order, including hazardous waste disposal laws and regulations. Vendor will bear full and exclusive responsibility for all claims and expenses associated with the transport, disposal or removal or remediation of any release of hazardous or nonhazardous substances during the course of performance of this Order. Vendor will be solely responsible for payment of any fines or penalties levied against the District by any agency as a result of such release, transportation or disposal. Vendor will hold harmless, indemnify, and defend the District from any claims, suits, or actions arising from such disposal or release.

13. Governing Law: This Order, and its interpretation, and the performance of this Order, will be governed by the laws of the State of California.

14. Waiver: The District's failure to require strict performance of any of the terms and conditions of this Order does not constitute a waiver of these terms and conditions.

15. Tax Exemption: Amount paid for transportation of property to the District is exempt from Federal Transportation tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda-Contra Costa Transit District as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

16. Dispute Resolution: Any controversy or claim arising out of or relating to this contract, or the breach thereof, shall be settled by arbitration at the election of either party in accordance with the Rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrators may be entered in any court having jurisdiction thereof.

17. Conflict of Interest: The parties hereto covenant and agree that to their knowledge no board member, officer, or employee of the District has any interest whether contractual, noncontractual, financial or otherwise, in this transaction, or in the business of the contracting party, and that if any such interest comes to the knowledge of either party at any time, a full and complete disclosure of all such information will be made in writing to the other party or parties.

18. Equal Employment Opportunity: In connection with the performance of this Order, Vendor may not discriminate against any employee or applicant for employment because of race, color, religion, citizenship, political activity or affiliation, national origin, ancestry, physical or mental disability, marital status, age, medical condition (as defined under California law), veteran status, sexual orientation, gender identity, gender expression, sex or gender (which includes pregnancy, childbirth, breastfeeding, or related medical conditions), taking or requesting statutorily protected leave, or any other characteristics protected under federal, state, or local laws. Vendor will take affirmative actions to ensure that applicants are employed, and that employees are treated during their employment, without regard to their race, religion, color, sex, disability, national origin, or any other characteristic protected under state, federal, or local laws. Such actions include, without limitation, employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation; and selection for training, including apprenticeship. Vendor further agrees to insert a similar provision in all subcontracts, except subcontracts for standard commercial supplies or raw materials.

19. Non-Discrimination: It is the policy of the District to ensure non-discrimination in the award and administration of all contracts and to create a level playing field on which minority and small/local businesses can compete for all District contracts. In connection with the performance of this contract, the Contractor will cooperate with the District in furthering the District's policy.

20. Insurance: By acceptance of this Purchase Order, vendor shall maintain insurance as required below based on the total aggregate value of the Purchase Order, inclusive of all change orders or amendments. Insurance must be maintained at Vendor’s sole cost and must name the Alameda- Contra Costa Transit District as an additional insured for general and automobile liability (if required). Certificates of insurance and endorsements must be provided upon request. These minimum coverage amounts apply unless the underlying contract or agreement specifies higher limits, in which case the greater limits shall govern.

21. Invoice Terms: The District is committed to timely payment to vendors. To ensure efficient processing and timely payment of invoices, the District requests that all Vendors submit invoices directly to the District’s Accounts Payable Department. Please submit invoices directly to the Accounts Payable Department using one of the following methods:

• Email a .PDF version of your invoice to: accountspayable@actransit.org (Preferred method)
• Mail your invoice to:
  ALAMEDA CONTRA COSTA TRANSIT DISTRICT
  Accounts Payable Department
  Re: Invoice Submission PO Box 28507
  Oakland, CA 94604

To avoid delays in processing of supplier invoice, please refer to these requirements:

• Register online in our Supplier Portal to obtain a 5-digit Vendor Number. Registration link can be found here. The Vendor Number must be contained in all invoices submitted to AC Transit.
• Notify AC Transit in case of name | address | ownership | tax ID change with an updated W9 form at: vendorsupport@actransit.org.
• If you are an existing supplier and do not know your Vendor Number, please send an email to: vendorsupport@actransit.org to obtain your Vendor Number.
• Vendors are required to have a Purchase Order number before shipment of goods, and submission of invoice.
• Vendors must include the following information on first page of invoice:
  • Vendor Number & Name (must match with W-9 form)
  • Purchase Order Number
  • Purchase Order Line Number billed in this invoice
  • Contract Number or Agreement Number, if any
  • Invoice Number
  • Invoice Date
  • Remit Address
  • Proof of Delivery
  • Do not include bank information in your invoices
• Invoices with incomplete information will be returned.
• Vendors are encouraged to submit electronically to: accountspayable@actransit.org. Save your
• invoice file name as: Vendor Name-Invoice Number (example: ACTransit_Invoice12345).
• Contact accountspayable@actransit.org or at (510) 891-4860 for any questions.