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

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2 Minority, Women-Owned and Florida Veteran Business Enterprise Plan Fiscal Year Department of Highway Safety and Motor Vehicles Bureau of Purchasing and Contracts 2900 Apalachee Parkway Tallahassee, FL 32399

3 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 (CMBEs). 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 Participation Plan: Lisa M. Bassett, Chief Bureau of Purchasing and Contracts FL Dept. of Highway Safety and Motor Vehicles 2900 Apalachee Parkway Tallahassee, FL (850) LisaBassett@flhsmv.gov Christina Espinosa, Sr. Procurement Consultant Bureau of Purchasing and Contracts FL Dept. of Highway Safety and Motor Vehicles 2900 Apalachee Parkway Tallahassee, FL (850) ChristinaEspinosa@flhsmv.gov b. Tracking Progress and Strategy The DHSMV will track its progress in meeting plan goals by monitoring its CMBE spend via the Bureau of Purchasing and Contracts monthly performance report, which contains a CMBE reporting section. Should the spend not be on track with our annual fiscal year goal, we will contact our end users and remind them to reach out to CMBE businesses first, i.e., before reaching out to non-certified minority businesses and other businesses when obtaining quotes for commodities or services. We will also provide end users the link to the OSD CMBE website for additional information. 3. PROPOSAL TO ESTABLISH PROGRAMS OR INITIATIVES The DHSMV continuously strives to improve its minority business participation goals by implementing the following requirements in regard to agency solicitations: that all formal solicitations have language that encourages minority business participation; that formal solicitations encourage vendors to subcontract with minority businesses;

4 that formal solicitation postings on the Vendor Bid System include minority business participation; that OSD is provided the link to each formal solicitation in order 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 Certified Minority Business Enterprises (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 may utilize this report to reach out and encourage non-certified minority businesses that currently provide commodities or services to the DHSMV, to become CMBEs; continuing to provide to 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 The DHSMV activities related to educating business owners include the following: utilizing the Bureau of Purchasing and Contracts dedicated MFMP Administrator and Vendor Bid System Liaison 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 in order 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, when possible, to discuss procurement processes and how to conduct business with DHSMV and other state agencies. 6. PAST CONTRACTING SUCCESS The department s goal for funds spent utilizing CMBEs was $1,217, for Fiscal Year The department exceeded its goal by 174% with a total spend of $2,119, The department s CMBE goal for Fiscal Year is $1,335,

5 7. CMBE SUBCONTACTOR TRACKING Solicitations: Prior to 2016, the DHSMV did not have a means for consistently tracking CMBE subcontractorspend. 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: The DHSMV is currently working to establish a process to require vendors who are issued purchase orders to report their certified and non-certified subcontracting spend. Construction Projects: The Bureau of Purchasing and Contracts will be working with the Bureau of Office Services to establish a process by which to track construction-based subcontracting spend. This information was previously tracked by the Department of Management Services (DMS), which discontinued tracking and reporting this spend several years ago. Information as to when the discontinuance was discussed with/reported to DHSMV could not be located. DHSMV contracts with the DMS for oversight of many of its construction projects and had planned to utilize these contracts as a primary means by which to report construction-based subcontracting CMBE spend. However, the DMS only reports prime contractor spend, not subcontractor spend. The DHSMV will implement a process similar to that described above under Solicitations, by which to obtain and report subcontractor spend. The Bureau of Office Services has begun exploring ways of requiring prime contractors to submit these types of reports. The Bureau of Office Services estimates that approximately $9, was spent on non-certified and certified subcontractor activities during Fiscal Year NEW INITIATIVES OR INTERNAL PROCEDURES The DHSMV will: provide a link to the OSD on its public webpage, along with additional information on how minority businesses can do business with State of Florida agencies; and see new initiatives in CMBE Subcontractor Tracking above. 9. LINK TO OFFICE OF SUPPLIER DIVERSITY DHSMV end users may find the link to OSD on the DHSMV intranet site at: The DHSMV will update its public webpage by providing a link to OSD.

6 10. CMBE E-QUOTE UTILIZATION The DHSMV will encourage e-quote utilization when meeting with vendors at trade shows or similar events, and by directing them to MyFloridaMarketPlace for registration and training. End users will also be reminded and encouraged to ensure that CMBEs are included when seeking such quotes.