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HomeMy WebLinkAboutIPC JANUARY MEETING MINUTESMeeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html Inclusive Procurement and Contracting Board Meeting Minutes Date: January 4th, 2022 Time: 4:30 pm Location: Microsoft Teams (Virtual) Link: https://bit.ly/3HrJRML I. Call to Order- The IPC Board is now called to order on January 4th, 2022 @ 4:31 p.m. II. Roll Call, Breanna Allen • MEMBERS PRESENT: Jeff Rea, Kara Boyles, Larry King, Murray Miller, Rachel Tomas-Morgan, Keana Baylis, Bilijah Williams, Breanna Allen • MEMBERS ABSENT: Alkeyna Aldridge, Wilbur Boggs, Michael Morris • ALSO PRESENT: Michael Patton, Michael Schmidt, Jenna Throw, and Kimberly West • Member Wilbur Boggs joined the Meeting. (Time Stamp: approx. 2 minutes in) III. Approval of the Minutes o Motion to Approve December Minutes (Moved by Jeff Rea, 2nd Breanna Allen) o Roll Call Vote: Ayes- Jeff Rea, Breana Allen, Larry King, Kara Boyles, Murray Miller, Keana Baylis, Wilbur Boggs, Bilijah Williams o Opposed: None  Eight (8) Ayes, December Minutes are Approved. • Member Michael Morris joined the Meeting. (Time Stamp: approx. 4 minutes in) Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html IV. Diversity Officer- Michael Patton (10 min) • B2Gnow Contract Award and Payment Distribution Report o Includes contracts awarded between 5/4/21 and 12/30/21  Contract Awards:  Number of Firms- 17  Total Awards- $2,378,964  Average- $139,939  Contract Payments:  Number of Firms- 14  Total Payments- $1,206,576  Average- $86,184 o Hawk Enterprises, Inc. receiving the largest Award Percent (25.09%)  Remainder awards are listed, with each percentage totaling (tallying) to 100% o Hawk Enterprises, Inc. receiving the largest Contract Payment Percent (47.15%)  Remainder payments are listed, with each percentage totaling (tallying) to 100% Relevant Discussion: • Concerns expressed regarding data from this report that shows less than half of the money being awarded/paid out is going to subcontractors in St. Joseph County o Possibly create incentives for local contractors who have a certain percentage of minorities in their workforce  Evaluate the economic benefits are for our city to contract with those outside of the county  Response: Must consider the purpose of providing disadvantaged business to opportunity to do business with the City of South Bend and the benefits of their services o Mentorship program and additional incentives that are being implemented in ODI will help with the growth & further sophistication of MWBE small businesses V. Board of Public Works- Kara Boyles (5 min) • Continuing comments regarding B2Gnow Contracts and Awards Report o These are not awarded contracts by the City; these are sub-contractors engaging in a project with Primes, thus the subcontractors are not directly doing business with Public Works Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html o There is a need to track what the spend was to subcontractors from Jan. 2021- May 2021 (Launch of B2Gnow) o Contracts that have been awarded have met the goals • Two (2) Board meetings held in December • 2-3 contracts have been awarded Relevant Discussion: • What determines what bids have goals and which ones that do not? o Supply purchases are distinguished from bids due to lack of labor concerning why these purchases do not have goals placed on them o Labor and whether there’s a sub-contractable scope of work determines goal  Ordinance excludes Emergency Contracts from the goal setting program • A report of rejected bids may be helpful to determine that the patterns are • Member Alkeyna Aldridge joined the Meeting. (Time Stamp: approx. 45 minutes in) VI. Procurement- Michael Schmidt (5 min) • November MWBE Spend Report o 2021 YTD Minority Spending  $604,302.52 o November Minority Spending  $106,589.34  Largest Spend: VS Engineering, Inc. o 2021 YTD Woman Owned Spending  $1,536,345.45 o November Woman Owned Spending  $98,706.83  Largest Spend: Jennifer Settle, LLC • Column added to include Certified MWBE Spend, which totaled at $500. o Current disconnect with DFO regarding documentation of certification of these businesses. Relevant Discussion: • Shared characteristic from the first report, majority of City spending shown here is going towards vendors outside of St. Joseph County, are other counties reciprocating the same efforts? Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html o Response: Balancing spend with local offices, and supporting diversification of spend according to City initiatives  City’s bandwidth presents a challenge to achieve goals solely from businesses in St. Joseph County, pressing the importance of building capacity  ODI will continue to move forward with Office Initiatives to build capacity VII. Old Business- (TBD) (5 min) • Good Faith Efforts o Further clarification is needed behind increased price to sub-contract with MWBE’s, qualifications, etc. • Board members with such concerns should be discussing and creating recommendations • Small committee could be created for such discussions and recommendations o Must be in accordance with the Open Door Law, advertising them as Public Meetings o Recommendation is that these committee meetings are advertised regardless of the number of members  There would not necessarily be a limit to the number of members that can join the committee o After such research and discussion has been done, committee would create a recommendation for the Entire Board to review • Motion to establish a committee to further study Good Faith Efforts: (Moved by Jeff Rea, 2nd Wilbur Boggs) o Roll Call Vote: Ayes- Bilijah Williams, Jeff Rea, Breanna Allen, Alkeyna Aldridge, Larry King, Murray Miller, Michael Morris, Keana Baylis, Wilbur Boggs & Rachel Tomas- Morgan  Ten (10) Ayes, on January 4th, 2022, the IPC Board will form a committee surrounding the Good Faith Efforts • Jeff Rea & Murray Miller will Co-Chair, any interested members can contact them to be involved in this discussion. o Wilbur Boggs & Alkeyna Aldridge stated interest in being on this committee Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html  Members of staff are welcomed and encouraged to attend committee meetings. • Kimberly West will send a Meeting Notice for the IPC Board Committee to the Clerk’s Office once dates & times have been established. VIII. New Business (5 min) • Board Appointments o If a member is nearing the end of their term, it is acceptable to stay on the Board until they are either re-appointed, or a new member is appointed  Nominations and votes can be taken for Officers o Staff should be bringing this to the attention of the Board regarding the ending of Board members’ terms • February meeting will be the consideration of Officer nominations IX. Announcements: Nothing to report. X. Floor open to the Public Nothing to report. XI. Adjournment- Vote • Motion to Adjourn: (Moved by Jeff Rea, 2nd Murray Miller) o Roll Call Vote: Ayes- Bilijah Williams, Jeff Rea, Breanna Allen, Alkeyna Aldridge, Larry King, Murray Miller, Michael Morris, Keana Baylis, Wilbur Boggs & Rachel Tomas- Morgan o Opposed: None Meeting Adjourned at 6:27pm. Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html Notes and Action Items