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Home My WebLink About2016 Diversity Purchasing Report City of South Bend Diversity Purchasing & Development 2016 Annual Participation Program Report JANUARY 18, 2017 City of South Bend Content Page # y 1 CONTENT PAGE # Executive Summary…………………………………………………………………………………………………………. 2 Internal & External Program Activity………………………………………………………………………………….….. 3-4 2016 Diversity Purchasing Activity……………………………………………………………...………………………… 5 2016 Purchasing Statistics……………………………………………………………………………………………...…… 6 Minority & Women Business Enterprise Directory……………………………………………………………………… 7 Summary of Section 3 Workforce Cover Sheet…………………………………………………………………………… 8 Quote & Bid Solicitation/Evaluation Process Cover Sheet……………………………………………………………… 9 City of South Bend Purchasing Process……………...…………………………………………………………………… 10-11 City of South Bend Purchasing Matrix……………………………………………………………………………………. 12 Attachment Sheet Cover……………………………………………………………………………………………………. 13 City of South Bend 2016 Annual Participation Program Report y 2 2016 ANNUAL PARTICIPATION PROGRAM REPORT EXECUTIVE SUMMARY This 2016 Annual Participation Program Report is filed January 18, 2017 with the City of South Bend Common Council, with copies submitted to Mayor Pete Buttigieg, the City Controller and M/WBE Utilization Board in conformance with the City’s Minority and Women Business Enterprise Diversity Development Program, established by Ordinance No. 10081-11 and adopted, April 23, 2011. The Diversity Development Program in its sixth year of operation has continued to work towards building a strong and sustainable purchasing program that continually provides equal opportunities and inclusion to local and regional M/WBE Business Enterprises. The Diversity Utilization Board along with the Diversity, Inclusion & Compliance Officer, and Purchasing Manager, and the Administration and Finance team are the groups primarily accountable for the operation and management of the program; thus, activities as mandated by the ordinance are included in this report. City of South Bend 2016 Annual Participation Program Report y 3 2016 INTERNAL PROGRAM ACTIVITY x Hired Christina Brooks, Diversity and Inclusion, Compliance Officer May 2, 2016. x Retained top national consultant to review and audit diversity purchasing program. x In process of Appointing new Diversity Utilization Board (DUB) for a two year term. 2016 EXTERNAL PROGRAM ACTIVITY x Co-Sponsored the North Central Indiana Business Conference: A Season to Grow M/WBE Certification Spring Workshop at St Mary’s College in collaboration with the Indiana Department of Administration. x Created partnership with Latin American Chamber of Commerce to spur small local business growth especially for gender and ethnically underrepresented business owners and help them navigate how to do business with the City as a contractor. x Maintained memberships in the Indiana Minority Supplier Development Council (IMSDC) and the Women’s Business Enterprise National Council (WBENC). Both organizations are dedicated to advancing the success of certified M/WBEs. They provide many resources to members, including online databases with profiles of certified minority and women owned businesses. They also are certifying agencies. Education and training resources are available. x Voluntarily subscribed to diversity supplier newsletters and other related media type that offers education information. City of South Bend 2016 Annual Participation Program Report y 4 2016 Diversity Purchasing Activity-City of South Bend-IDOA Certified Show change from 2014 to now. Business Name City/State MBE Local PO’s MBE Local $ WBE Local PO’s WBE Local $ MBE Regional PO’s MBE Regional $ WBE Regional PO’s WBE Regional $ Bolt Document Management Elkhart, IN 1 $3,600 Corporate Graphic Solutions Elkhart, IN 1 $354.84 DLZ Indiana LLC, South Bend, IN 2 $101,042.50 Dudeck Roofing & Sheet Metal South Bend, IN 8 $11,516.60 Emnet, LLC South Bend, IN 2 $66,815.50 Kabelin Ace Hardware LaPorte, IN 12 $5,636.38 McCormick Engineering South Bend, IN 1 $14,000 Office Interiors Granger, IN 28 $11,530.23 On Site Health Solutions South Bend, IN 1 $39.54 Premium Concrete Services Elkhart, IN 1 $401,792.59 Ritschard Bros Inc South Bend, IN 1 $192,844 Sanco Distributing, Inc. South Bend, IN 7 $2,923.41 Stanz Food Services Inc South Bend, IN 18 $20,744.87 Coporate Graphics Elkhart, IN 6 $7,255 Totals 19 $294,857.11 61 $244,795.02 0 $0 9 $413,002.43 *80 purchase orders or contracts were awarded to 10 locally registered (IDOA) M/WBE representing a value of $539,652. On 12/31/14 there was a total of 29 M/WBEs registered with IDOA in St. Joseph County (local). City of South Bend 2016 Annual Participation Program Report y 5 *9 purchase orders or contracts were awarded to 4 regionally registered (IDOA) M/WBEs representing a value of $413,002. On 12/31/14 there was a total of 29 M/WBEs registered with the IDOA in the counties surrounding St. Joseph County (regional). 2016 Purchasing Statistics Show change from 2014 to now Total Purchases Orders issued in 2016 5,977 Total Value ($) Purchase Orders Issued 55,222,161 Total Emergency Purchases Orders Issued 62 City of South Bend 2016 Annual Participation Program Report y 6 Minority & Women Business Enterprise Directory (See Attachment #1) Summary of Section 3 Workforce Documents (See Attachment #2) *Note: At the time of this report, the attachment of Section 3 Workforce Documents had not been submitted to, or approved by H.U.D. This report is submitted in March of every calendar year. An amended Annual Diversity Purchasing Report will be submitted documenting those changes accordingly. Community Investment Department Brian Pawlowski, Interim Executive Director of Community Investment Pam Meyer, Director II (Community Development) Submittend by: Lory Timmer, Anaylyst II City of South Bend 2016 Annual Participation Program Report y 7 Quote and Bid Solicitation/Evaluation Process 1. Summary of Purchasing Process 2. Purchasing Matrix Guidelines 3. City of South Bend Purchasing Policy ( SeeAttachment #3) 4. Invitation to Quote (Boilerplate – Attachment 3a) 5. Invitation to Bid (Boilerplate Attachment 3b) City of South Bend 2016 Annual Participation Program Report y 8 CITY OF SOUTH BEND PURCHASING PROCESS SUMMARY The procurement of supplies, equipment and services is governed by the City of South Bend Purchasing Policy (attached). Pricing for supplies, equipment and services is obtained according to a matrix (Bid Matrix) of the total cost. The Bid Matrix (attached) dictates the quote or bid process to be followed and the approval levels required for purchasing approval. Exceptions are made for Special Purchases as defined by Indiana Statutes. An emergency purchase is an example of a Special Purchase situation. 1. Obtaining Quotes For purchases under $74,999, quotes are obtained from vendors specified by the City of South Bend Departments requiring the respective supplies, equipment or services. The following requirements apply; a. Purchases between $25,000 and $74,999 require a formal quote process which includes the completion of the Quote Package (attached). b. .Purchases under $25,000 requires a simple quote process as defined in the Bid Matrix. These written quotes can be obtained thru phone requests, email request of written requests. 2. Evaluating Quotes Simple quotes are first evaluated for content to assure that they represent the items or services required at the correct terms and conditions specified by the department. Simple quotes are sorted by price and awarded to lowest price. The Formal Quotes are opened at a public Meeting by the Board governing the Department. Formal Quotes are evaluated by the City of South Bend Legal Department to assure the required forms are completed correctly. If the appropriate forms were not correct or City of South Bend 2016 Annual Participation Program Report y 9 were omitted, and/or quoting instructions were not followed, the quote is considered non- responsive. Responsible, responsive quotes are tabulated with the award given to the lowest cost. 3. Obtaining Bids Purchases of $75,000 or more require a formal bid process that includes public advertising of the items or project. A sample bid package is attached. 4. Evaluating Bids The Bids are opened at a public meeting by the Board governing the Department. Bids are evaluated by the City of South Bend Legal Department to assure the required forms are completed correctly. If the appropriate forms were not correct or were omitted, and/ or bidding instructions were not followed, the bid is considered non- responsive. Responsible, responsive bids are tabulated with the award given to the lowest cost. City of South Bend 2016 Annual Participation Program Report y 10 City of South Bend Purchasing Matrix Purchase Order Dollar Value Approvals Required Method Mode Comments/Additional Requirements Less than $2500 Department Approval Purchasing Approval Preferred Vendor or Open Market Phone, Fax, Mail Uses Central Services/Contract Vendor/State QPA/Purchasing Cooperative/Open Market – No Competitive Quote $2500 to $9999 Department Approval Purchasing Approval Preferred Vendor or Informal Quote on Open Market Phone, Fax, Mail Uses Central Services/Contract Vendor/State QPA/Purchasing Cooperative/Open Market – w 2 Informal Quotes $10,000 to $24,000 Department Approval Purchasing Approval Preferred Vendor or Informal Quote on Open Market Phone, Fax, Mail Uses Central Services/Contract Vendor/State QPA/Purchasing Cooperative/Open Market – w/ 3 Informal Quotes $25,000 to $74,999 Department Approval Purchasing Approval Approving Board Preferred Vendor or Formal Quote (Written) Quote Process Mailed at least Seven Days prior to Opening Requires Minimum of Three Written Responses. Opened, Read at Public Meeting. Award by Approving Board Special Purchase Over $49,000 Department Approval Purchasing Approval Approving Board Special Purchase of $50,000 or more requires Legal Review and Board Approval $75,000 or More Department Approval Purchasing Approval Approving Board Formal Bid Process w/ Legal Review and Formal Advertising Submitted to Clerk of Board of Public Works Formal Bid Process Board opens Responses and Makes Final Award or Rejection... Purchases may not be artificially divided to avoid policy thresholds. Approving Boards: Board of Public Works Additional Reviews required for Capital and IT items. Board of Park Commissioners All purchases are limited by budget and appropriations. Redevelopment Commission City of South Bend 2016 Annual Participation Program Report y 11 Attachment Sheet Cover Minority & Woman Business Enterprise Directory (Attachement #1) Summary of Section 3 Workforce (Attachment #2) City of South Bend Purchasing Policy (Attachment #3) Invitation to Quote (Boilerplate-Attachment 3a) Invitation to Bid (Boilerplate-Attachment 3b) City of South Bend 2016 Annual Participation Program Report y 12 Respectfully Submitted, Christina Brooks, Diversity, Inclusion and Compliance Officer City of South Bend 2016 Annual Participation Program Report y 13 IDOA CERTIFIED M/WBE IN ST. JOSEPH COUNTY 2016-2017 1411632531982104AFA APA CAU HIS NAM OTH TOTALIDOA Certified M/WBE in SJCMBEWBE