HomeMy WebLinkAbout2017 Diversity Purchasing ReportAnnual Diversity Purchasing Report
CITY OF SOUTH BEND
Inclusive Procurement Program
OFFICE OF DIVERSITY AND INCLUSION
FY 2017
2
TABLE OF CONTENTS
INTRODUCTION 3
EXECUTIVE SUMMARY 3
DEFINITIONS 5
MBE/WBE UTILIZATION 7
CITY OF SOUTH BEND VENDOR LOCATION 7
MBE UTILIZATION 9
WBE UTILIZATION 11
MBE/WBE BUSINESS DEVELOPMENT, OUTREACH AND ENGAGEMENT 15
MBE/WBE SPEND 16
SUMMARY 16
TWO AND THREE YEAR COMPARISONS 20
SECTION 3 WORKFORCE COVERSHEET 24
SUMMARY 24
PROCUREMENT PROCESS 25
SUMMARY OF PROCUREMENT PROCESS 26
PROCUREMENT MATRIX GUIDELINES 27
PURCHASING POLICY 28
APPENDICES
IDOA CERTIFIED MBE/WBE FIRMS
3
EXECUTIVE SUMMARY
BACKGROUND
In accordance with Ordinance No. 10081‐11, adopted April 23, 2011, this 2017 Annual Inclusive
Procurement Program report is filed January 15, 2018 with the City of South Bend Common Council, and
copies submitted to Mayor Pete Buttigieg, the City Controller, and the MBE/WBE Utilization Board.
The Diversity Development Program in its seventh year of operation has continued to work towards
building strong and sustainable procurement program that continually provides equal opportunities and
inclusion to local, regional and national minority and woman‐owned business enterprises. The Diversity
Utilization Board along with the Diversity and Inclusion and Compliance Officer, Director of Purchasing,
Legal Department, and the Board of Public Works are the groups primarily accountable for the operation
and management of the program.
RESULTS
The City of South Bend spent $101,702,744.20 on 5,715 purchase orders for fiscal year 2017. Of the total
amount spent, $773,120 or .76% was awarded to MBE firms, and $1,122,451 or 1.10% of the total spend
amount was awarded to WBE firms. Combined, the total MBE/WBE spend amount of $1,895,571
accounts for 1.86% of the total procurement spend, marking a .06% improvement from fiscal year 2016.
The City of South Bend had a total of 1,349 vendors. A total of four certified MBE’s, and one uncertified
MBE were awarded contracts across four quarters, with only one firm, DLZ, posting spend amounts in
the “greater than” $75,000 spend matrix band in two of the four quarters, but represented in all four
quarters for spend amounts above $2,500. Four of the five MBE firms were located in Indiana, with one
MBE firm certified through the federal Small Business Administration (SBA) was located nationally
(California).
The City of South Bend awarded twenty WBE firms across four quarters with the majority posting spend
amounts in the “less than” $2,500 spend matrix band. However, WBE firms had representation in all
spend matrix bands, including “greater than” $75,000 in quarter three, and two firms represented in the
“greater than” $75,000 in quarter four. Premium Concrete and Ritschard Bros. posted the largest spend
amounts across four quarters in the “greater than” $75,000 spend matrix band. While 80% of the MBE
firms were located in Indiana, 20% came from both regional and national locations.
According to IDOA, the number of offered MBE commodities by South Bend firms decreased slightly,
losing five Hispanic (six in 2016 to one in 2017) and five African American commodities (seventeen in
2016 to twelve in 2017), while increasing the number of WBE commodities for Caucasians by five
(ninety‐nine in 2016 to one hundred four in 2017). Additionally, there may be a number of MBE/WBE
firms that are currently not certified through IDOA, but doing business with the City of South Bend.
Upon review and analysis of FY ’17 data, we found one such minority owned firm—Sanco Distributing.
Based on our data analysis, roughly 55% of all vendors are located within Indiana, but 45% of all
awarded vendors are regional or national vendors. As such, we may have an opportunity to identify
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MBE/WBE’s that are registered through other certifying agencies like Mid‐States Minority Supplier
Development Council, SBA 8(a), SBA‐WBE, SBA‐MBE, SBA HUBzone, SBA‐VBE, National LGBT Chamber of
Commerce, WBENC, City of Indianapolis, and other regional and national certifying agencies that have
vetted and approved those firms to do business at the local, state or national level.
The Future
Internally, the City of South Bend Purchasing Department is finalizing an organizational redesign to
centralize bulk purchases for better pricing and process efficiency; reducing the number of city “buyers”
across departments and units from over 150 individuals to fewer than 25. The City of South Bend has
also hired a Director of Purchasing, who will partner with the Diversity, Inclusion and Compliance Officer
to support the goals and vision of the Ordinance, Mayoral Executive Order, and Diversity Utilization
Board recommendations.
South Bend will continue to partner with IDOA to co‐host the North Central Indiana Business Conference
for Minority and Woman‐Owned Small Businesses which provides local and regional business owners
exposure to best practices, networking with procurement leadership from major organizations, and
financial resources for business stabilization and scaling. We will continue to partner with Latin
American Chamber of Commerce and expand outreach through SCORE to support local business
development for emerging underrepresented and severely underrepresented populations in our
procurement processes.
South Bend will explore opportunities to identify other certifying agencies whose vetting requirements
meet or exceed IDOA requirements and thus expand our list of viable MBE/WBE firms for local, regional
and national invitations to bid, quote or otherwise contract for procurement opportunities with the City
of South Bend.
5
DEFINITIONS
"Award" means contracts approved by the Board of Public Works for award to a particular
vendor in accordance with City of South Bend purchasing policy.
“Bidder” means any person, partnership, corporation, limited liability company, association or
Joint Venture seeking to be awarded a City contract.
“City” means the City of South Bend, Indiana.
“City’s Marketplace” means the location of the City’s current contractors, including the
metropolitan statistical areas of South Bend/Mishawaka, Elkhart/Goshen, Indianapolis, and
Chicago.
“Contractor” means any person, partnership, corporation, limited liability company, association
or Joint Venture that has been awarded a City Contract.
“Emergency contract” shall mean a contract that is awarded on an emergency basis due to a
threat of harm to person or property or threat of disruption of governmental services.
“Minority‐Owned Business Enterprise (MBE)” means a sole proprietorship, partnership,
corporation, limited liability company, Joint Venture or any other business or professional
entity:
a) Which is at least 51% owned by one or more Minority Individuals, or in the case of a publicly
owned business, at least 51% of all classes of the stock of which is owned by one or more
Minority Individuals; and
b) Whose management, policies, major decisions and daily business operations are
independently managed and controlled by one or more such more Minority Individuals;
“Minority Individual” means a person who is a member of one of the following groups:
a) “Black Americans,” which includes persons having origins in any of the Black racial groups
of Africa;
b) “Hispanic Americans,” which includes persons of Mexican, Puerto Rican, Cuban,
Dominican, Central or South American, or other Spanish or Portuguese culture or origin,
regardless of race;
c) “Native Americans,” which includes persons who are enrolled members of a federally or
State recognized Indian tribe, Alaska Natives, or Native Hawaiians;
d) “Asian‐Pacific Americans,” which includes persons whose origins are from Japan, China,
Taiwan, Korea, Burma (Myanmar), Vietnam, Laos, Cambodia (Kampuchea), Thailand,
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Malaysia, Indonesia, the Philippines, Brunei, Samoa, Guam, the U.S. Trust Territories of the
Pacific Islands (Republic of Palau), Republic of the Northern Marianas Islands, Samoa,
Macao, Fiji, Tonga, Kirbati, Tuvalu, Nauru, Federated States of Micronesia, or Hong Kong;
or
e) “Subcontinent Asian Americans,” which includes persons whose origins are from India,
Pakistan, Bangladesh, Bhutan, the Maldives Islands, Nepal or Sri Lanka.
"MWBE" means a business that has been certified as both a minority business enterprise and as
a women business enterprise through a certifying agency recognized by the City of South
Bend.
“Ordinance” means City of South Bend Ordinance Number 10081‐11.
"Spend" means total dollars paid to certified MBEs and WBEs, or to all City vendors, less
Exclusions.
“Subcontractor” means any person entering into a Contract with a Contractor to directly furnish
services or supplies toward the Contract.
“Woman” means a person of the female gender.
“Woman‐Owned Business Enterprise (WBE)” means a Local Small Business Enterprise, including
a sole proprietorship, partnership, corporation, limited liability company, Joint Venture or
any other business or professional entity:
a) Which is at least 51% owned by one or more Women, or in the case of a publicly owned
business, at least 51% of all classes of the stock of which is owned by one or more
Women; and
b) Whose management, policies, major decisions and daily business operations are
independently managed and controlled by one or more such Women.
“Utilization” means the best use of available certified MBE/WBE within the city’s marketplace.
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CITY OF SOUTH BEND VENDORS
The City of South Bend utilized a total of 1,349 vendors in fiscal year 2017. The majority of the vendors,
55%, are located within Indiana state limits. Regional vendors from Illinois, Michigan, Ohio, and
Kentucky make up 20%, with the remaining 25% coming from a nationwide pool of vendors stretching
from California to Alabama to Texas to New York.
South Bend, IN
26%
Other Indiana Cities
29%
Illinois
12%
Michigan
5%
Ohio
3%
Kentucky
0%
National
25%
FY 2017 VENDOR LOCATION
Source: Naviline Purchasing Report, January 2018.
8
This report compares the location of all vendors from FY ‘17 to the vendor location of MBE and WBE
firms. Three MBE firms are located in South Bend, one is located in another Indiana city (Indianapolis)
and one firm was located nationally. Seven WBE firms were located within South Bend city limits, with
nine located in other Indiana cities, one regional firm and three national firms.
351
384
158
71
41
5
339
3
1
0
0
0
0
1
7
9
1
0
0
0
3
SOUTH BEND, IN
OTHER INDIANA CITIES
ILLINOIS
MICHIGAN
OHIO
KENTUCKY
NATIONAL
VENDOR LOCATION COMPARISON
ALL Vendors MBE WBE
Source: Naviline Purchasing Report, January 2018.
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MBE UTILIZATION
The City of South Bend utilized a total of 4 certified MBE firms during the 2017 FY. However, based on a
review of the 1349 total vendors, there may be additional minority‐owned firms that do business with
the City of South Bend, but currently are not certified through IDOA. This report includes one such firm,
Sanco Distributing, as an example in the MBE utilization by quarter spreadsheet below.
During quarter one of this year, COSB utilized one MBE firm in the “greater than $75,000” spend matrix
band, with no firms represented in the “less than” $2,500, $2,500 to $9,999, $10,000 to $24,999, or
$$25,000 to $74,999 spend matrix bands. Quarter two also only had one MBE firm represented which
fell in the $2,500 to $9,999 spend matrix band, with all other categories having no MBE firm
representation. Quarter three also posted only one MBE firm in the “greater than” $75,000 band, with
no representation in any other spend matrix band. However, quarter four saw in increase of MBE firm
representation in multiple bands for a total of four MBE firms represented in all bands except $2,500 to
$9,999. One MBE firm, DLZ is represented in all four quarters.
Q1 '17 Q2 '17 Q3 '17 Q4 '17
>$75,000 1011
$25,000‐$74,999 0001
$10,000‐$24,999 0001
$2500‐$9999 0100
<$2500 0001
0
0.5
1
1.5
2
2.5
3
3.5
4
4.5
NUMBER OF VENDORSMBE VENDORS BY SPEND MATRIX
Source: Naviline Purchasing Report, January 2018.
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This report list the four certified MBE firms that were awarded contracts this fiscal year, and one
example of a non‐certified firm that is minority‐owned with which the city contracted in 2017. However,
the contract with Hoosier Security was cancelled, posting $0 PO/contract amount.
2017 QUARTER 1
MBE VENDOR MBE CITY MBE STATE PO/CONTRACT
AMOUNT
GENDER/RACE
Neat Brands LLC. Canoga
Park
CA MBE-HIS
Hoosier Security Indianapolis IN MBE-HIS
Emnet LLC South Bend IN MBE-HIS
DLZ Indiana South Bend IN $ 219,450.00 MBE-AIN
Sanco Distributing South Bend IN MBE-AFA
Q1 '17 spend total $ 219,450.00
2017 QUARTER 2
MBE VENDOR MBE CITY MBE STATE PO/CONTRACT
AMOUNT
GENDER/RACE
Neat Brands LLC. Canoga
Park
CA MBE-HIS
Hoosier Security Indianapolis IN MBE-HIS
Emnet LLC South Bend IN MBE-HIS
DLZ Indiana South Bend IN $ 6,950.00 MBE-AIN
Sanco Distributing South Bend IN MBE-AFA
Q2 '17 spend total $ 6,950.00
2017 QUARTER 3
MBE VENDOR MBE CITY MBE STATE PO/CONTRACT
AMOUNT
GENDER/RACE
Neat Brands LLC. Canoga Park CA MBE-HIS
Hoosier Security Indianapolis IN MBE-HIS
Emnet LLC South Bend IN MBE-HIS
DLZ Indiana South Bend IN $ 182,120.00 MBE-AIN
Sanco Distributing South Bend IN MBE-AFA
Q3 '17 spend total $ 182,120.00
2017 QUARTER 4
MBE VENDOR MBE CITY MBE STATE PO/CONTRACT
AMOUNT
GENDER/RACE
Neat Brands LLC. Canoga Park CA $ 19,811.26 MBE-HIS
Hoosier Security Indianapolis IN MBE-HIS
Emnet LLC South Bend IN $ 280,581.60 MBE-HIS
DLZ Indiana South Bend IN $ 63,500.00 MBE-AIN
Sanco Distributing South Bend IN $ 707.88 MBE-AFA
Q4 '17 spend total $ 364,600.74
TOTAL MBE '17 SPEND $ 773,120.74
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WBE UTILIZATION
The City of South Bend utilized a total of 20 certified WBE firms during the 2017 FY. However, based on a
review of the 1,349 total vendors, there may be additional woman‐owned firms that do business with
the City of South Bend, but currently are not certified through IDOA. During quarter one of this year,
COSB utilized zero WBE firm in the “greater than $75,000” spend matrix band, but had five firms
represented in the “less than” $2,500, two firms represented in $2,500 to $9,999, one firm in $10,000 to
$24,999, and one firm in $$25,000 to $74,999 spend matrix bands. Quarter two posted five firms
represented in “less than” $2,500, three firms in $2,500 to $9,999, two firms in $10,000 to $24,999, and
zero firms above $25,000 spend. However, quarter four posted 7 firms represented in “less than”
$2,500, three firms in $2,500 to $9,999, one firm in $25,000 to $74,999 and two firms represented in
“greater than” $75,000. Premium Concrete and Ritschard Bros. posted the largest WBE spend amounts
during the 2017 fiscal year.
Q1 '17 Q2 '17 Q3 '17 Q4 '17
>$75,000 0012
$25,000‐$74,999 1011
$10,000‐$24,999 1220
$2500‐$9999 2323
<$2500 5567
0
2
4
6
8
10
12
14
NUMBER OF VENDORSWBE VENDORS BY SPEND MATRIX
Source: Naviline Purchasing Report, January 2018.
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2017 QUARTER 1
WBE VENDOR MBE CITY MBE STATE PO/CONTRACT
AMOUNT
GENDER/RACE
Sada Systems North Hollywood CA WBE-CAU
Summit Supply Durango CO $ 299.40 WBE-CAU
Starboard Consulting LLC Longwood FL $0 WBE-CAU
Nutoys Leisure Products LaGrange IL WBE-CAU
AFC International Demotte IN $ 1,962.20 WBE-CAU
Bolt Document Management Elkhart IN WBE-CAU
Premium Concrete Services Elkhart IN WBE-CAU
Clark Safety Greenwood IN WBE-CAU
Hoosier Company Indianapolis IN WBE-CAU
Keramida Environmental Indianapolis IN $ 4,650.00 WBE-CAU
Flosource Martinsville IN $ 2,367.00 WBE-CAU
Charles S. Hayes Inc. South Bend IN WBE-CAU
Dudeck Roofing and Sheet
Metal
South Bend IN $ 2,475.00 WBE-CAU
McCormick Engineering South Bend IN WBE-CAU
Ritschard Bros. South Bend IN $ 49,400.00 WBE-CAU
SC Supply Company South Bend IN $ 6,555.14 WBE-CAU
Stanz Food Services South Bend IN WBE-CAU
State Barricading South Bend IN WBE-CAU
Gripp Inc. Westfield IN $ 16,640.00 WBE-CAU
American Safety Oceola IN WBE-CAU
Q1 '17 spend
total
$ 84,348.74
2017 QUARTER 2
WBE VENDOR MBE CITY WBE STATE PO/CONTRACT
AMOUNT
GENDER/RACE
Sada Systems North Hollywood CA WBE-CAU
Summit Supply Durango CO $ 420.75 WBE-CAU
Starboard Consulting LLC Longwood FL WBE-CAU
Nutoys Leisure Products LaGrange IL $ 1,222.00 WBE-CAU
AFC International Demotte IN $ 3,040.36 WBE-CAU
Bolt Document Management Elkhart IN $ 8,141.99 WBE-CAU
Premium Concrete Services Elkhart IN WBE-CAU
Clark Safety Greenwood IN WBE-CAU
Hoosier Company Indianapolis IN WBE-CAU
Keramida Environmental Indianapolis IN WBE-CAU
Flosource Martinsville IN $ 2,120.65 WBE-CAU
Charles S. Hayes Inc. South Bend IN $ 5,856.17 WBE-CAU
Dudeck Roofing and Sheet
Metal
South Bend IN $ 900.14 WBE-CAU
McCormick Engineering South Bend IN $ 810.00 WBE-CAU
Ritschard Bros. South Bend IN WBE-CAU
SC Supply Company South Bend IN $ 20,053.68 WBE-CAU
Stanz Food Services South Bend IN WBE-CAU
State Barricading South Bend IN WBE-CAU
Gripp Inc. Westfield IN $ 16,640.00 WBE-CAU
13
American Safety Oceola IN WBE-CAU
Q2 '17 spend
total
$ 59,205.74
2017 QUARTER 3
WBE VENDOR MBE CITY MBE STATE PO/CONTRACT
AMOUNT
GENDER/RACE
Sada Systems North
Hollywood
CA WBE-CAU
Summit Supply Durango CO $ 3,824.48 WBE-CAU
Starboard Consulting LLC Longwood FL WBE-CAU
Nutoys Leisure Products LaGrange IL WBE-CAU
AFC International Demotte IN $ 1,947.62 WBE-CAU
Bolt Document Management Elkhart IN $ 14,330.00 WBE-CAU
Premium Concrete Services Elkhart IN WBE-CAU
Clark Safety Greenwood IN $ 710.70 WBE-CAU
Hoosier Company Indianapolis IN $ - WBE-CAU
Keramida Environmental Indianapolis IN WBE-CAU
Flosource Martinsville IN WBE-CAU
Charles S. Hayes Inc. South Bend IN WBE-CAU
Dudeck Roofing and Sheet
Metal
South Bend IN $ 1,504.25 WBE-CAU
McCormick Engineering South Bend IN $ 39,370.00 WBE-CAU
Ritschard Bros. South Bend IN $ 139,812.90 WBE-CAU
SC Supply Company South Bend IN $ 2,987.99 WBE-CAU
Stanz Food Services South Bend IN $ 31.55 WBE-CAU
State Barricading South Bend IN $ 2,138.00 WBE-CAU
Gripp Inc. Westfield IN $ 16,278.44 WBE-CAU
American Safety Oceola IN
Q3 '17 spend
total
$ 222,935.93
2017 QUARTER 4
WBE VENDOR MBE CITY MBE STATE PO/CONTRACT
AMOUNT
GENDER/RACE
Sada Systems North
Hollywood
CA $ 25,000.00 WBE-CAU
Summit Supply Durango CO $ 420.75 WBE-CAU
Starboard Consulting LLC Longwood FL WBE-CAU
Nutoys Leisure Products LaGrange IL $ 1,328.00 WBE-CAU
AFC International Demotte IN $ 810.00 WBE-CAU
Bolt Document Management Elkhart IN $ 5,784.00 WBE-CAU
Premium Concrete Services Elkhart IN $ 224,110.00 WBE-CAU
Clark Safety Greenwood IN $ 264.00 WBE-CAU
Hoosier Company Indianapolis IN WBE-CAU
Keramida Environmental Indianapolis IN WBE-CAU
Flosource Martinsville IN WBE-CAU
Charles S. Hayes Inc. South Bend IN WBE-CAU
Dudeck Roofing and Sheet
Metal
South Bend IN $ 8,525.00 WBE-CAU
McCormick Engineering South Bend IN WBE-CAU
14
Ritschard Bros. South Bend IN $ 484,251.00 WBE-CAU
SC Supply Company South Bend IN $ 58.02 WBE-CAU
Stanz Food Services South Bend IN $ 384.80 WBE-CAU
State Barricading South Bend IN WBE-CAU
Gripp Inc. Westfield IN $ 4,760.00 WBE-CAU
American Safety Oceola IN $ 265.48 WBE-CAU
Q4 '17 spend
total
$ 755,961.05
TOTAL WBE '17 SPEND $ 1,122,451.46
15
MBE AND WBE BUSINESS DEVELOPMENT, OUTREACH AND ENGAGEMENT
For fiscal year 2017, the city of South Bend co‐sponsored the North Central Indiana Business Conference
at Saint Mary’s College in collaboration with Indiana Department of Administration. The conference
brought together local business lenders, procurement directors from major organizations in the South
Bend metro area, women and minority business owners, SPARK, and more to share best practices and
learn how to do business with local organizations, financial support programs available to small business
owners, and opportunities for small business mentorship for organizations that are interested and ready
to scale up business.
South Bend also re‐established partnerships with Mid‐States Minority Supplier Business Development
Council, Small Business Association‐WBE, MBE, 8a Small Business Development, HUBzone certification,
Veteran, WBENC, City of Indianapolis, and ThomasNET expanding our available list of certified MBE and
WBE to over 35,000 new firms regionally and nationwide.
Our partnership with Latin American Chamber of Commerce hosted four cohorts of local aspiring and
existing MBE/WBE’s where organizations like Reliable Roofing have scaled their business—adding jobs,
hiring local residents and increasing their revenue while supporting our local economy. For residents
that prefer to engage online, the city of South Bend has partnered with Government Procurement
Innovators for Small Business Development. GPI offers three separate tracks for ambitious aspiring,
established, and advanced business owners the opportunity to learn the ropes of federal contracting,
while stabilizing their business financially and preparing for expansion.
The city of South Bend also established a Small Local Business MWBE Newsletter for outreach that keeps
local small minority and women‐owned businesses connected by sharing best practices, legal updates to
procurement, and other pertinent industry news.
South Bend looks forward to expanding our list of minority and women‐owned certifying agencies to
include the National LGBT Chamber of Commerce certification for LGBTE firms, as well as Disabled
Veteran’s certification. South Bend also looks to expand its minority and women business development
programs by partnering with SCORE to provide a business incubator program for targeted populations
with special needs.
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CITY OF SOUTH BEND SPEND
The city of South Bend spent $101,702,744.20 on a total of 5,715 purchase orders for FY 2017. Overall,
the largest amount of purchase orders (4,551) are posted in the “less than” $2,500, with the average
amount of those purchase orders between $615 and $645 for a total of $2,860,459 or 2.8% of the total
procurement spend for FY 2017. However, the “greater than” $75,000 spend matrix band accounts for
only 155 purchase orders, but the average purchase order amount is between $332,838 and $819,935
for a total of $84,250,546 or 82.8% of the total procurement spend for FY 2017.
The total amount of MBE spend for fiscal year 2017 was $773,120 or .76% of the total spend amount of
$101,702,744. The total WBE spend for fiscal year 2017 was $1,122,451 or 1.10% of the total spend
amount of $101,702,744. Combined, the total MBE/WBE spend amount of $1,895,571 accounts for
1.86% of the total procurement spend, marking a .06% improvement from fiscal year 2016.
94414242453610541244534249321244637321621211866563<$2500 $2500‐$9999 $10,000‐$24,999 $25,000‐$74,999 >$75,000
TOTAL NUMBER OF PO'S
Q1 '17 Q2 '17 Q3 '17 Q4 '17
Source: Naviline Purchasing Report, January 2018.
17
$583,071.32 $660,284.87 $661,792.35 $1,823,998.21 $11,982,194.97 $679,929.12 $591,022.96 $713,326.85 $1,522,562.40 $9,568,060.41 $599,416.10 $590,952.53 $778,310.20 $1,785,554.04 $11,044,344.72 $998,043.59 $1,063,387.09 $1,411,587.66 $2,868,134.52 $51,655,948.22 <$2500 $2500‐$9999 $10,000‐$24,999 $25,000‐$74,999 >$75,000
TOTAL SPEND AMOUNTS
Q1 '17 Q2 '17 Q3 '17 Q4 '17
Source: Naviline Purchasing Report, January 2018.
18
$617.66 $4,649.89 $15,756.96 $40,533.29 $332,838.75 $645.09 $4,766.31 $15,851.71 $44,781.25 $416,002.63 $643.15 $4,765.75 $16,919.79 $48,258.22 $345,135.77 $615.70 $5,039.75 $16,413.81 $44,125.15 $819,935.69 <$2500 $2500‐$9999 $10,000‐$24,999 $25,000‐$74,999 >$75,000
AVERAGE PO SPEND AMOUNT
Q1 '17 Q2 '17 Q3 '17 Q4 '17
Source: Naviline Purchasing Report, January 2018.
19
$773,120.74 $1,122,451.46 $1,895,572.20 MBE WBE TOTAL SPEND
2017 MBE/WBE TOTAL SPEND
Source: Naviline Purchasing Report, January 2018.
20
TWO AND THREE YEAR COMPARISONS
In order to assess the City of South Bend’s progress towards a more inclusive procurement process, this
report reviews the two and three year comparisons of the number of available IDOA certified MBE and
WBE firms within St. Joseph County, the total number of purchase orders issued in a fiscal year, the total
spend amount in a fiscal year, and the total spend versus the MBE/WBE spend comparison.
St. Joseph County saw a decrease in the number of MBE business services, goods or consulting services
certified through IDOA, with five fewer Hispanic MBE/WBE commodities in 2017, and a dip in African
American MBE/WBE commodities from 17 in 2016 to 12 in 2017. However, according to IDOA, the
number of Caucasian WBE commodities offered rose from 99 in 2016 to 104 in 2017 in St. Joseph
County.
4986
7161
5715
2015 2016 2017
Total Annual Purchase Orders Issued
Source: Naviline Purchasing Report, January 2018.
21
$90,836,694
$70,025,953
$101,702,744
2015 2016 2017
Total Annual Purchase Order Spend
Source: Naviline Purchasing Report, January 2018.
22
$1,262,867.68 $1,895,572.20 $70,025,953.00 $101,702,744.20 2016 2017
MBE/WBE TOTAL SPEND COMPARISON
MBE/WBE TOTAL SPEND TOTAL SPEND
Source: Naviline Purchasing Report, January 2018.
23
17
2 99
6
32129
12
2 104
1
32124
AFA APA CAU HIS NAM OTH TOTAL
TWO YEAR IDOA COMMODITIES AVAILABLE
COMPARISON
2016 2017
Source: IDOA MBE AND WBE CERTIFIED FIRMS, DECEMBER 2017. The count includes separate commodity codes for each firm.
24
SECTION 3 WORKFORCE DOCUMENTS
*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 by the Department of Community
Investments in March of every calendar year. An amended Annual Inclusive Procurement Report will be
submitted documenting those changes accordingly.
Department of Community Investment
James Mueller, Executive Director
Pam Meyer, Director Community Development
Alkeyna Aldridge, Director of Community Engagement
Lory Timmer, Analyst II
25
SUMMARY OF PROCUREMENT PROCESS
I. Summary of Purchasing Process
II. Purchasing Matrix Guidelines
III. City of South Bend Purchasing Policy
IV. Invitation to Quote (Boilerplate)
V. Invitation to Bid (Boilerplate)
26
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
a. 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;
i. Purchases between $25,000 and $74,999 require a formal quote process which
includes the completion of the Quote Package (attached)
ii. 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
a. 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.
b. 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 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
a. 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
a. 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.
27
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...
NOTE: Purchases may not be artificially divided to avoid policy thresholds. Additional Reviews required for Capital and IT items. All purchases are limited by
budget and appropriations. Approving Boards: Board of Public Works, Board of Parks Commissioners, Redevelopment Commission.
28
PURCHASING POLICY
29
IDOA CERTIFIED MBE/WBE FIRMS