FAQs

You must use Virginia’s procurement marketplace, eVA, to purchase off of the state contract.

Please refer to DRPT’s Rolling Stock Contracts Guidance: Rolling Stock Vehicle Contracts – DRPT. On the page, under “Vehicles currently on contract”, you will find each type of vehicle offered. Click on “Contract” to access the contract in eVA.

Under the “Documents” section of the contract, you can find the specs for the vehicle.

If you have any issues accessing the contract, please contact your DRPT Program Manager.

The Virginia Department of General Services (DGS) manages the state vehicle contract as well as eVA.

They are required for two years, with three optional one-year renewals.

At the time of a contract renewal, new contract award, or occasionally due to market conditions, you can expect a price increase. Typically, there will be a price increase at least once a year.

Notify your DRPT Program Manager first. If DRPT cannot assist, we will direct you to DGS.

No. The state is responsible as the contracting entity to conduct the pre-award Buy America audit, the Federal Motor Vehicle Safety Standard Certification, and the Purchaser’s Requirements Certification.

After delivery, the grantee is responsible for:

  • Post-Delivery Buy America Certification
    • Includes Domestic Content % breakdown
  • Post-Delivery Federal Motor Vehicle Safety Standards (FMVSS) Certification
  • Post-Delivery Purchaser’s Requirements Certification
    • Includes Road & Visual Inspection Report

The documents must be uploaded to the agency’s Organizational Profile in WebGrants.   Until all documents are uploaded, you will not be able to submit a claim for repayment on        your vehicle grant.

Template documentation is available on DRPT’s website. Simply select the contract the vehicle was purchased with and download the relevant pdf. See slides 30-41 of the Subrecipient Workshop presentation for detailed instructions on document submission.  If an agency has conducted their own procurement, they should be able to produce the same documentation, along with the required pre-award certifications and documents.

There is no central place to find other state’s vehicle contracts. You will have to conduct your own research to locate other state contracts.

If you are a 5311 – you must seek DRPT’s approval to purchase off another state’s contract. DRPT will review the contract to ensure it meets all requirements for purchasing. If you do not receive DRPT’s approval, your reimbursement for the vehicle cost may be denied.

The post-award delivery certification requirements remain the same, even if purchasing off of a different state contract.

If you are a 5307/direct recipient – the agency must review the contract and ensure it meets all FTA requirements. If the contract does not meet the FTA requirements, DRPT reserves the right to deny any state funds associated with purchase. DRPT can assist with the review of other state contracts, if needed.

Please share with DRPT your interest in other vehicles. DRPT will take into consideration other types of vehicles, in particular if there is a large demand for the vehicle type.

Many of our electric vehicle contracts offer charging appliances. However, depending on your need, a separate procurement may needed.

Background

The FTA requires certain tasks to be done prior to ordering the vehicle and after the vehicle is delivered. DRPT takes care of the pre-award tasks to meet compliance with the FTA. However, grantees must ensure compliance once the vehicle is delivered.

Pre-award – DRPT:

  • We determine if the manufacturer is able to make a vehicle that meets the Buy America standard of at least 70% domestic content.
  • We ensure that the vehicle meets the federally required safety standards (FMVSS)
  • Pre-award purchaser’s requirements certification – a document that certifies that the manufacturer is capable of meeting the specifications of the requested vehicle
  • Vehicle is produced and delivered and Sonny Merryman helps provide the post-delivery certification in tandem with the manufacturer.

Vehicle Delivery:

  • You get notified by manufacturer or Sonny Merryman that it’s being delivered

Vehicle Arrival:

  • Sonny Merryman gives you a post-delivery certifications and a breakdown
    • Buy America Certification– the transit agency that is accepting the bus has reviewed the domestic content percentage that it meets Buy America. The receiving agency confirms that the vehicle meets that standard via signature.
    • FMVSS Certification– receiving agency confirms the vehicle meets the safety standards via signature.
    • Purchaser’s Requirements Certification – says that the vehicle you intended to buy, for the specs you requested, is actually the vehicle you received, via signature. Receiving agency conducts a road and visual inspection to support their agreement that the vehicle is the one they ordered.
      • 5311 agencies – DRPT has a template agencies can use for their road and visual inspection test.
    • The receiving agency keeps the signed documents in their files
    • Receiving agencies should be prepared to provide DRPT with a copy of their road and visual inspection form.
  • Templates of all required documents for each vehicle type can be found on DRPT’s website: Rolling Stock Vehicle Contracts – DRPT

 

Flow chart:

Decide if you need a vehicle

Is the vehicle on Virginia’s state contract?

  • If state contract – the vehicle will be placed through eVA
  • If no, is it on a different state’s contract?

If it’s not on any state contract, you must procure the vehicle yourself

*Always follow state and your local procurement policies anytime you are making a purchase, which incorporate purchasing thresholds.