Minority, Women Owned and Florida Veteran Business Enterprise Plan Fiscal Year

Transcription

1 Minority, Women Owned and Florida Veteran Business Enterprise Plan Fiscal Year Department of Highway Safety and Motor Vehicles

2 1. MISSION, VISION AND STATEMENT OF COMMITTMENT The Department of Highway Safety and Motor Vehicles (DHSMV) strives to be a leader among state agencies by creating sound business relationships with Florida businesses that support economic growth and development, and provide opportunities for Certified Minority Business Enterprises (CMBE). The DHSMV is committed to working with minority businesses both directly and via subcontracting opportunities, particularly those providing goods and services aligned with our public safety mission. 2. OFFICIALS RESPONSIBLE FOR PLAN a. The officials responsible for implementing and monitoring DHSMV s Business Enterprise Plan: Kelley J. Scott, Director Division of Administrative Services (850) KelleyScott@flhsmv.gov Lisa M. Bassett, Chief (850) LisaBassett@flhsmv.gov Christina Espinosa, Sr. Procurement Consultant (850) ChristinaEspinosa@flhsmv.gov b. Tracking Progress and Strategy The DHSMV continues to track its progress in meeting plan goals by monitoring its CMBE spend via the (BPC) monthly performance report, which contains a CMBE reporting section. Should the spend not be on track with the department s annual fiscal year goal, BPC will contact end users and remind them to reach out to CMBE businesses first via the Office of Supplier Diversity (OSD) CMBE website, before reaching out to non certified minority businesses and other businesses when obtaining quotes for commodities or services. 2

3 3. PROPOSAL TO ESTABLISH PROGRAMS OR INITIATIVES The DHSMV continuously strives to improve its minority business participation goals by implementing the following requirements in all agency solicitations: that all formal solicitations have language that encourages minority business participation; that formal solicitations encourage vendors to subcontract with minority businesses; that formal solicitation postings on the Vendor Bid System include minority business participation; that OSD is provided the link to each formal solicitation to notify its CMBEs of solicitation opportunities; and that all informal quotes, to the extent possible, encourage minority business participation. 4. PROPOSED OUTREACH ACTIVITIES The DHSMV will increase its utilization of CMBEs by: taking the steps identified above for each solicitation; fostering relationships with minority businesses by consistent attendance at trade shows and similar events promoting CMBE opportunities and by providing information at these events on how to do business with state agencies; providing non certified minority businesses OSD s contact information so that they may become a CMBE; providing a means for CMBE businesses to report their use of CMBE subcontractors; continuing to provide to OSD the monthly Top Ten Non Certified Minority Vendors report. The OSD utilizes this report to reach out to and encourage non certified minority businesses that currently provide commodities or services to the DHSMV, to become CMBEs; continuing to provide the OSD a 90 day spend report to provide CMBEs with purchasing opportunities; promoting CMBE business participation during leadership team planning meetings; and sharing CMBE information during purchasing training sessions. 5. EDUCATING BUSINESS OWNERS DHSMV s activities related to educating business owners include the following: utilizing the dedicated MFMP Administrator and other bureau staff to provide assistance to CMBEs and non certified minority business owners on MyFloridaMarketPlace and Vendor Bid System navigational and other issues; providing non certified minority business owners information on the OSD and encouraging them to contact OSD to become CMBE members; assisting business owners with DHSMV certified and non certified monthly reporting requirements; and meeting with CMBEs and non certified minority business owners, whenever possible, to discuss procurement processes and how to conduct business with DHSMV and other state agencies. 3

4 6. PAST CONTRACTING SUCCESS The department s goal for funds spent utilizing CMBEs was $1,335, for Fiscal Year The department exceeded its goal by approximately 18% with a total spend of $1,580, The department s CMBE goal for Fiscal Year is $1,531, CMBE SUBCONTACTOR TRACKING Solicitations: Prior to 2016, the DHSMV did not have a means for consistently tracking CMBE subcontractor spend. In early 2016, the department implemented a requirement that all solicitations contain language requiring contractors to report their certified and non certified minority business subcontracting spend to a designated address each month utilizing an approved form. Solicitation language was also added to require that a contractor who is not utilizing CMBE subcontractors or material suppliers at the time of contract execution or purchase order issuance, but who does later use such CMBEs, must begin reporting all related spend to the designated address every month immediately upon employing a CMBE business. Purchase Orders: Last fiscal year, the DHSMV established a process requiring vendors, who are issued purchase orders, to report their certified and non certified subcontracting spend. BPC now adds reporting language to all commodity and contractual services purchase orders over $35,000. Below is an excerpt of the subject language. Minority and Service Disabled Veteran Business Enterprise Report IF APPLICABLE, the Vendor shall submit to the department monthly, Exhibit 1, Minority and Service Disabled Veteran Business Enterprise Report. Exhibit 1 shall summarize the participation of certified and non certified minority and service disabled veteran subcontractors/material suppliers providing any commodities or performing any services related to the contract/purchase order for the current month. Exhibit 1 may be requested via the following address: bpcreporting@flhsmv.gov 1 The total eligible minority based spend tabulated by the Department of Management Services (DMS) for DHSMV was $1,547, (a 15.9% increase over FY spend). The difference of $32, represents the minority expenditures for object codes that are not typically included in statewide totals for state agencies (e.g., postage and freight) as these object codes do not generate significant minority spend. DHSMV does utilize these codes, however, as it endeavors to track all minority based expenditures. 4

5 The vendor must complete and submit Exhibit 1 by the 5th day of the following month (or next business day if the 5th day is on a weekend day or holiday) to the same address provided above with the subject line of Monthly MBE DV Report. Construction Projects: During FY 16/17, BPC worked with the Bureau of Office Services to establish a process by which to track construction based subcontracting spend. Previously, only prime contractor minority based business spend had been captured and reported. This process now requires the Bureau of Office Services to obtain a completed Minority and Service Disabled Veteran Business Enterprise Report from its prime contractors, and to forward the report(s) to BPC for CMBE tracking purposes. In addition to reminding DHSMV personnel to seek subcontracting spend from primary contractors and including this reporting requirement in its purchase orders, BPC continues to look for ways by which to better track CMBE subcontracting activities. 8. NEW INITIATIVES OR INTERNAL PROCEDURES The DHSMV will enhance the information it provides to minority businesses regarding how these entities can maximize business opportunities with State of Florida agencies; and continue to explore and establish new initiatives, such as the CMBE subcontractor tracking initiative, above. 9. LINK TO OFFICE OF SUPPLIER DIVERSITY DHSMV end users and the public may find the link to OSD on the DHSMV site (under Purchasing) at: government/ 10. CMBE E QUOTE UTILIZATION The DHSMV will encourage equote utilization when meeting with vendors at trade shows or similar events, and by directing them to MyFloridaMarketPlace for registration and training. End users are also reminded and encouraged to ensure that CMBEs are included when seeking such quotes. 5