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Home My WebLink About2013 Diversity Purchasing ReportCity of South Bend Diversity Purchasing & Development 2013 Annual Participation Program Report Administration & Finance Department January 15, 2014 EXECUTIVE SUMMARY This 2013 Annual Participation Program Report is filed January 15, 2014 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 third 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 Administration and Finance team are the two groups primarily accountable for the operation and management of the program; thus, activities as mandated by the ordinance are included in this report. The former Diversity Utilization Board played a major role in directing the success of the program by its involvement and as well the support of the South Bend Common Council and City Administration. Work will continue to evolve in strengthening the local ordinance by submitting a diversity utilization plan in the first quarter of 2014. The plan provides for utilization of local M/WBEs. Recommendations were submitted to the Common Council Personnel and Finance Committee in 2013 by former members of the M/WBE Diversity Utilization Board. The Administration & Finance staff worked closely with the City’s M/WBE Diversity Utilization Board and Common Council in 2013 to carry out directives of the Diversity Development Ordinance. Administration & Finance increased staff by adding the position of Diversity and Compliance Officer on September 3, 2013. As well, the team continued to utilize the services of Trinal, Inc., an MBE owned and operated Diversity and Economic Development Consulting Firm, in its planning and promoting of several community outreach events. Administration & Finance met with City Department Heads and representatives to review City Ordinance No. 100111 and discussed their role in supporting, participating and in ensuring the success of the City‘s internal and external program activities. Program Activities are listed as part of the overall summary. 2013 INTERNAL PROGRAM ACTIVITY ✓Held meetings with City of South Bend Fiscal Officers and purchasing representatives to review City’s purchasing policies. ✓Initial development of Oppcaster, a web-based data program, developed by Code of America. The program will offer vendors the opportunity to submit company data for the purpose of building a procurement directory. It also provides the city with a tool that will notify vendors of purchasing opportunities below $25,000. ✓Conducted meetings with city departmental purchasing representatives to review and test operation of Oppcaster program. ✓Assisted Trinal, Inc. in coordination of city user focus group meetings held November 26 and December 10, 2013. ✓Reviewed Diversity Utilization Ordinance for recommended changes and held discussions with Council Attorney on “Next Steps”. 2013 EXTERNAL PROGRAM ACTIVITY ✓Partnered with Notre Dame University School of Business in working with group of graduate business students in a marketing project. The students developed marketing recommendations for the roll out of the Oppcaster program. ✓Conducted a “Side Walk & Concrete” Public Bidding Workshop for local M/WBEs in collaboration with Ivy Tech Community College. ✓Conducted community Focus Group meetings to test operation of Oppcaster, a data based application, developed by Code of America. ✓Participated in M/WBE Certification Spring Workshop at St Mary’s College in collaboration with the Indiana Department of Administration. ✓Assisted Trinal, Inc. in coordinating Business Diversity Outreach Summit on December 19, 2013 at Century Center. An estimated 40 people attended. The Summit focused on City of South Bend opportunities potentially available 1st quarter of 2014. City department heads and purchasing representatives attended and were available to answer questions posed by business community referencing quotes and/or bidding procedures. ✓Formalized 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. ✓Voluntarily subscribed to diversity supplier newsletters and other related media type that offers education information. ✓Participated in Community Empowerment Meeting at Emanuel Church, 415 W. LaSalle Sr, South Bend, IN on October 5, 2013. 2014 will bring greater diversity utilization and programming progress to the City’s Diversity Purchasing and Development initiative with the addition of staff and increased collaboration with internal and external stakeholders. Oppcaster Application Developed in 2013 by Code for America Designed to register businesses interested in City Procurement Opportunities City Purchasing agents will register quote opportunities Opportunities will be broadcast (emailed) to registered vendors. Web Address: http://southbend.oppcaster.com 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 $ *B & J Excavation SB, IN 10 $56,474 10 DLZ Indiana LLC,South Bend, IN 9 $1,713,520 Dudeck Roofing & Sheet Metal South Bend, IN 5 $12,599 Emnet, LLC South Bend, IN 4 $430,319 Kabelin Ace Hardware LaPorte, IN 24 $12,187 Kimble’s Plumbing Contractor South Bend, IN 1 $125 McCormick Engineering South Bend, IN 1 $29,910 Office Interiors Granger, IN 38 $14,236 On Site Health Solutions South Bend, IN 1 $1,594 Sanco Distributing, Inc. South Bend, IN 9 $2,810 SC Supply South Bend, IN 3 $6,658 Stanz Cheese South Bend, IN 17 $16,429 Business Name City/State MBE Local PO’s MBE Local $ WBE Local PO’s WBE Local PO’s MBE Regional PO’s MBE Regional $ WBE Regional PO’s WBE Regional $ *B & J Excavation South Bend,IN 10 $56,474 10 DLZ Indiana LLC,9 $1,713,520 Dudeck Roofing & Sheet Metal 5 $12,599 Emnet, LLC 4 $430,319 Kabelin Ace Hardware 24 $12,187 Kimble’s Plumbing Contractor 1 $125 McCormick Engineering 1 $29,910 Office Interiors 38 $14,236 On Site Health Solutions 1 $,1594 2013 Diversity Purchasing Report 2013 Purchasing Statistics Emergency Purchase Orders (EPO) issued Total Purchase Orders issued in 2013 3,746 Total Value ($) Purchase Orders issued 66,378,621 Registered (State of Indiana) Local WMBEs 33 Registered (State of Indiana) Regional WMBEs 35 South Bend /M/WBE Local and Regional Totals Business Name B & J Excavation DLZ Indiana LLC, Dudeck Roofing & Sheet Metal Emnet, LLC Business Name City/State MBE Local PO’s MBE Local $ WBE Local PO’s WBE Local $ MBE Regional PO’s MBE Regional $ WBE Regiona l PO’s WBE Regiona l $ *B & J Excavation South Bend, IN 10 $56,474 10 DLZ Indiana LLC,South Bend, IN 9 $1,713,520 Dudeck Roofing & Sheet Metal South Bend, IN 5 $12,599 Emnet, LLC South Bend, IN 4 $430,319 Kabelin Ace Hardware LaPorte, IN 24 $12,187 Kimble’s Plumbing Contractor South Bend, IN 1 $125 McCormick Engineering South Bend, IN 1 $29,910 Office Interiors Granger, IN 38 $14,236 On Site Health Solutions South Bend, IN 1 $1,594 Sanco Distributing, Inc.South Bend, IN 9 $2,810 SC Supply South Bend, IN 3 $6,658 Stanz Cheese South Bend, IN 17 $16,429 State Barricading South Bend, IN 2 $4,830 Valley Screen Process Co South Bend, IN 1 $713 BitMat Ashley, IN 4 $317,335 Corporate Graphics Elkhart, IN 6 $7,255 Personnel Partners Elkhart, IN 4 $52,787 *IDOA list both a WBE and MBE ownership Totals 33 $2,203.248 102 $99,184 4 $317,335 10 $60,042 IDOA Local and Regional M/WBE Local Register Regional Register 33 M/WBE 35 M/WBE 2013 Purchasing Statistics A.Total Purchases Orders issued in 2013 3,746 B. Total Value ($) Purchase Orders Issued 66,378,621 Summary of Section 3 Workforce Documents (See Attachment #1) Department of Community Investment Scott Ford, Director Neighborhood Engagement Division Pamela Meyers, Director Submitted by: Lory Timmer, Analyst II Quote and Bid Solicitation/Evaluation Process 1.Summary of Purchasing Process 2.Purchasing Matrix Guidelines 3.City of South Bend Purchasing Policy ( See Attachment #2) 4.Invitation to Quote (Boilerplate –Attachment 2a) 5.Invitation to Bid (Boilerplate Attachment 2b) City of South Bend Diversity Purchasing & Development 2013 Annual Participation Program Report Respectfully submitted by: George King, Purchasing Manager Janice Hall, Diversity Compliance Officer 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. City Quote Process 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 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. Continuation City Bid Process 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 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 Purchase Order Dollar Value $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... Approving Boards: Board of Public Works Board of Park Commissioners Redevelopment Commission 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.