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HomeMy WebLinkAboutIPC February Meeting Minutes 2022Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html Inclusive Procurement and Contracting Board Meeting Minutes Date: February 1st, 2022 Time: 4:30 pm Location: Microsoft Teams (Virtual) Link: https://tinyurl.com/2p9b4ujy I. Call to Order- The IPC Board is now called to order on February 1st, 2022 @ 4:30 p.m. II. Roll Call, Breanna Allen • MEMBERS PRESENT: Alkeyna Aldridge, Keana Baylis, Kara Boyles, Wilbur Boggs, Larry King, Jeff Rea, Rachel Tomas-Morgan, Murray Miller, and Breana Allen • MEMBERS ABSENT: Michael Morris • ALSO PRESENT: Michael Patton, Jenna Throw, Michael Schmidt, Antonius Northern, Bob Palmer, and Kimberly West III. Election of Officers, Jeff Rea Nominations have been opened for Board O ffices Positions for 2022: • Motion to nominate Keana Baylis as President of the IPC Board (Moved by Wilbur Boggs, 2nd by Rachel Tomas-Morgan) o Roll Call Vote: Ayes- Alkeyna Aldridge, Murray Miller, Rachel Tomas- Morgan, Kara Boyles, Jeff Rea, Breanna Allen, Keana Baylis, Wilbur Boggs, and Larry King o Opposed: None (0) ▪ Nine (9) Ayes, Keana Baylis will serve as President of the IPC Board for the year 2022 • Motion to nominate Jeff Rea as Vice President of the IPC Board (Moved by Rachel Tomas- Morgan, 2nd by Kara Boyles) o Roll Call Vote: Ayes- Alkeyna Aldridge, Murray Miller, Rachel Tomas- Morgan, Kara Boyles, Jeff Rea, Breanna Allen, Keana Baylis, Wilbur Boggs, and Larry King o Opposed: None (0) ▪ Nine (9) Ayes, Jeff Rea will serve as Vice President of the IPC Board for the year 2022 Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html • Motion to nominate Breanna Allen as Board Secretary of the IPC Board (Moved by Rachel Tomas-Morgan, 2nd by Kara Boyles) o Roll Call Vote: Ayes- Alkeyna Aldridge, Murray Miller, Rachel Tomas- Morgan, Kara Boyles, Jeff Rea, Breanna Allen, Keana Baylis, Wilbur Boggs , and Larry King o Opposed: None (0) ▪ Nine (9) Ayes, Breanna Allen will serve as Board Secretary of the IPC Board for the year of 2022 IV. Approval of the January Minutes • Motion to Approve January Minutes (Moved by Murray Miller, 2nd by Jeff Rea) o Roll Call Vote: Ayes- Alkeyna Aldridge, Murray Miller, Rachel Tomas- Morgan, Kara Boyles, Jeff Rea, Breanna Allen, Keana Baylis, Wilbur Boggs, and Larry King o Opposed: None (0) ▪ Nine (9) Ayes, January Minutes are Approved V. Diversity Officer- Michael Patton (10 min) • MWBE Ordinance • MWBE Program Plan • Evidence of Good Faith Efforts Document o Working with IT to place the information on the department’s webpage and linking it to PW and Procurement • Mentorship- Protégé Program o Dates of each session provided for the Board o 9 Prime Contractors committed to mentoring Subcontractors • Utilization Report o 2020- Total Overall Annual Spend: $143,459,484 o 2021- Total Overall Annual Spend: $97,962,859.18 • Total Overall Spend had a $45,496,624.90 (46.44%) decrease from 2020 to 2021 2020 to 2021 Spend Comparison by Ethnicity Summary- • Black Vendors: Increase of $176,208.75 (382.77%) • Hispanic Vendors: Increase of $46,392.37 (113.34%) • Native American Vendors: $38,650.58 Decrease of $63,268.25 (68.08%) 2020 to 2021 Spend Comparison by Gender Summary- • Difference: $113,223.15 (32.07%) Increase from 2020 to 2021 in Non- Women Owned Business Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html • Difference: $584,990.56 (23.17%) Decrease from 2020 to 2021 in Women- Owned Businesses Relevant Discussion: • Is the metric of the # of these MWBE contractors that are local to the St. Joseph Co. being tracked in this spend data? o Response: Difficulties in the amount of local MWBE availability (Disparity study provides additional info.), but this metric can be included in future reports as requested • Could the Good and Services provided be included in the Utilization Report? o The annual report, distributed in March or April, would include an expansive summary of spending (including G & S information) VI. Board of Public Works- Kara Boyles (5 min) • January Bid/Quote Openings with MWBE Goals: o Updates from the two (2) BPW Meetings ▪ 1. Sibley Center Exterior Renovation- No bids on 1.11.22 • Contract is to be awarded at 2/8 BPW Meeting (MWBE Goals met) ▪ 2. Coveleski Stadium Field Lighting Installation- No bids on 1.11.22 • Awarded as Open Market Contract on 1.25.22 (MWBE Goals met) ▪ 3. 2021 Community Crossings Paving Round 11- Received two (2) bids on 1.25.22 o Receiving no bids on the first two projects, and the third project being over budget, may show the busyness, and potential constraints on the contractors, ▪ This causes difficulty in terms of executing projects and delivering on community promises ▪ May have to come up with new strategies to find contractors to complete these PW projects VII. Procurement- Michael Schmidt (5 min) • December MWBE Spend Report o December Minority Spending Highlight: Eyedea Studios, over $20,000 o 2021 YTD Minority Spending Highlight: Mr. Think Big, over $50,000 o December Woman Spending Highlight: Best Equipment Co., over $50,000 ▪ Only five (5) businesses have reported certification status, explaining the low number of certified spend. ▪ Access to certification records will aid in updating system to reflect a more accurate number Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html • Member Michael Morris joined the Meeting. (Time Stamp: approx. 1hr. 9min. in) VIII. Old Business- (TBD) (5 min) IX. New Business (5 min) • Summary of IPC Board Committee’s GFE Discussion from January 19 th, Jeff Rea o Quality discussion between Committee & Board Members, City Teams, and Contractors ▪ Availed an opportunity to discuss possible improvements to the Good Faith Efforts (GFE) Process ▪ City Team will work on internal suggestions concerning GFE for the March IPC meeting X. Announcements: • Indiana Governor’s Emergency Declaration was extended to March 4th, allowing the IPC Board to continue meeting remotely until then XI. Floor Open to the Public XII. Adjournment- Vote • Motion to Adjourn (Moved by Jeff Rea, 2nd by Wilbur Boggs) o Roll Call Vote: Ayes- Alkeyna Aldridge, Keana Baylis, Larry King, Murray Miller, Rachel Tomas-Morgan, Wilbur Boggs, and Jeff Rea o Opposed: None (0) ▪ Seven (7) Ayes, Meeting is Adjourned at 6:16pm Notes and Action Items • Request for a Written Report of the Number of Rejected Bids and Goal Waivers