Amtrak is federally run and regulated by the United States government.
Amtrak is owned by the U.S. federal government. Because of the federal funding Amtrak receives, procurement processes for Amtrak contracts follow the same rules and regulations as other government bids. In the event a bid is awarded, and qualified parties that did not win the award have ample evidence, a protest of the contract award can be filed. The process can be lengthy and all supporting documentation is required to launch such a claim.
Instructions
1. Read and review the award for the contract in question. Take notes regarding the name of the contractor, the total bid price and the scope of work outlined in the contract. Make sure that the award is for the exact contract you are going to be protesting or disputing. Verify that the contract award name and number matches the bidding documents you initially submitted your proposal in response to.
2. Review the proposal or bid that you initially submitted to ensure that your offering was in line with outlined expectations and minimum requirements. Verify that all information was complete and accurate. Make sure that you enclosed all supporting documentation outlined in the bidding documents. Verify that you met the minimum terms for being a qualified bidder for the contract.
3. Copy your original bid in its entirety. Copy the original bid request and the award of contract. Highlight areas of the documents that will support your letter you will be writing stating that you formally protest the award. Look for areas including physical location of award winner, length of time in business, total lowest price with optional offerings and past performance history working with Amtrak as a contractor or sub-contractor. Use specific details that relate to you and why you should have been awarded the contract.
4. Write a letter to the point of contact for the bid. State in the letter that you dispute the award and then laundry list the reasons why. Include line items such as the dispute is based on Company Y receiving the award in the amount of $X as our bid was for $X as well. Continue addressing each concern you found by reading the contract award documents. Note in the letter your history working with or for Amtrak to support your case. Specifically request a response in writing and an in-person meeting.
5. Send the letter to the contract point of contact plus send an additional copy to the procurement director for Amtrak as outlined in the bidding documentation. Keep an identical copy of everything submitted for your records. Follow up with all points of contact in four to six weeks if you have not yet received a response or final determination letter stating that your appeal is denied or unjustified.
