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Home My WebLink AboutIPC Board Meeting April Meeting MinutesInclusive Procurement and Contracting Board April Meeting Minutes Date: April 13, 2022 Time: 5:30 pm Location:1165 Franklin Street, Suite 100, South Bend, IN, 46601 (Virtual Option) Microsoft Teams Link: https://tinyurl.com/2p9b4ujy I. Call to Order- The IPC Board is now called to order on April 13, 2022 @ 5:30 p.m. II. Roll Call, Breanna Allen • MEMBERS PRESENT IN-PERSON: Keana Baylis, Jeff Rea, Rachel Tomas-Morgan, Alkeyna Aldridge, Murray Miller, Kara Boyles, Larry King o ALSO PRESENT IN-PERSON: Michael Patton, Jenna Throw, David Finley, and Antonius Northern • MEMBERS PRESENT VIRTUALLY: Michael Morris and Breanna Allen o ALSO PRESENT VIRTUALLY: Michael Schmidt, Bob Palmer, Lori Hamann, Denis Riedl, and Kimberly West • MEMBERS ABSENT: Wilbur Boggs, Dr. Karen White-Goyzueta III. Approval of March 2022 Minutes • Motion to Approve March 2022 Minutes (Moved by Jeff Rea, 2nd by Murray Miller) o Roll Call Vote: Ayes- Keana Baylis, Jeff Rea, Breanna Allen, Murray Miller, Alkeyna Aldridge, Kara Boyles, Larry King, Rachel Tomas Morgan, Michael Morris o Opposed: None (0) ▪ Nine (9) Ayes, March Minutes are Approved IV. Diversity Officer- Michael Patton (15 min) Relevant Discussion • Proposed June to June Timeline to determine Goals as opposed to Jan. to Jan. given that the Annual Report is not received until May • Response: Any issues with the comparison and importation of data from different departments, and the categorization of spend for the Annual Report in determining goals, can be difficult to resolve by the beginning of the year o Goal will remain 6% until adjusted by Board, adjustments are not needed unless the 6% Goal has been exceeded o Annual aspirational goal is determined by availability within geographic footprint within the NAISC codes listed in the Disparity Study • Minority/Women Owned Transparency Dashboard , David Finley, Director of Business Analytics o Transparency & Performance Overview- ▪ Will be found on the CoSB website under the Transparency & Performance Tab • Will show any transaction that could go to an MWBE *All Disparity Study spending plus other things like caterers, contracts for training, grant awards, contracts <50k o Dashboard (DB) Tool Walkthrough- ▪ DB will show eligible spending towards Minority and Women owned businesses and data coming through City’s financial system for MWBE’s ▪ Key metrics: o Overall spending to minority and/or women- owned vendors, broken down by ethnicity, gender, etc. o Integrates data from B2Gnow and shows city spending to sub-contractors o Spending data is comparative across different time periods, including calendar years or months o Key terms are defined and can be access by the user by clicking the question mark icon in the upper right-hand corner ▪ Limitations: Does not show spending to certified vendors, only to vendors that have self- reported as minority and/or woman-owned to the City ▪ Does not break out spending into specific categories o Next Steps: ▪ Gather feedback from relevant City teams, boards, etc. and further refine tool ▪ Publish tool to City Transparency Hub and Open Data portal for regular daily updates ▪ Collaborate with Office of Diversity & Inclusion, Administration & Finance, to map out next phase of transparency efforts for City goals on diversity and inclusion Relevant Discussion • Are the geographic locations of the businesses available to be included in the DB for tracking local minority and women business development? o Transactional data will provide some information on what local businesses the City has been spending with • For the purposes of the Board, could the dashboard distinguish businesses that are certified and non-certified? o Yes, this can be done. • Database for business ventures that are contracting with the City of South Bend (i.e., SPARK, ND Bootcamp, etc. participants) should be created o This subsection of businesses may not have the resources yet to become certified/ build an online presence, as other needs for their business are more of a priority Member Rachel Tomas-Morgan, joining in-person, left the meeting approx. 56 minutes in. • Communities want to participate in the diversification of their spend, but a lack of formal presence of Minority and Women-Owned businesses could be an issue. • A list of certified entities can be found by requesting the information from the certifying agency (IDOA, INDOT, Mid-States Supplier Diversity, etc.) • Mentorship-Protégé Program o 2-Year Agreement was made between Mentors and Mentees ▪ Both certified and non-certified businesses ▪ Follow-up measures can be taken to see whether mentor relationship is being upheld, but it is not mandatory o Closing ceremony was held in March for all participants • Quarterly Performance Scorecard o Inclusive Programming data from the Small Business Assistance Suite shared (# of Businesses receiving Legal, Tax, Financial, Digital Storefront, Bookkeeping, and Business Coaching Support) o Spend Categorization & Analysis ▪ Salary & Benefits: 55% of total annual spending ▪ Debt Service and Utilities: 20% of total annual spending ▪ Procurement: 7% of annual spending *(5-7% margin of error) o Policy Updates ▪ Potential need for shifts in policy to clarify bidder process in the Program Plan for the MWBE Ordinance, not concrete shifts currently o Key Collaborations ▪ Office of Sustainability, Dept. of Community Investment, Legal & Public Works, ND Student Policy Network, and more V. Board of Public Works- Kara Boyles (5 min) • 10 Bids and Quotes as of April 2022 • Studebaker Fountain Water Improvement Project: Received one (1) quote on 1/25/22 o Quote was rejected as non-responsive, awarded as Open Market Contract on 3/8/22 • Walker Field House Restoration Project: No quotes received o In process of rescope and requote on 5/10/22 • 2022 Biosolids Trucking for Land Application Annual Contract: Received one (1) quote on 2/22/22 o Awarded Open Market Quote on 3/22/22 • Randolph Park Area Improvements: Received three (3) bids on 3/8/22 o Awarded to lowest bidder meeting all goals • 2022 Asphalt Materials Bid: Received two (2) bids on 3/22/22 o Awarded to lowest bidder meeting all goals • 2022 Contractor Paving, Round 1: Received two (2) bids on 3/22/22 o Awarded to lowest bidder meeting all goals • 2022 VPA Athletic Court Renovations: No bids on 4/12/22 o In process of rescoping and rebidding Relevant Discussion: • Proposal made by a board member that based on trucking goals being placed on material (specifically asphalt), goals should be applied for all materials o Legal discussion would be needed on this topic VI. Procurement- Michael Schmidt (5 min) • February 2022 Spending Spreadsheet • MWBE Spend February 2022 o 2022 YTD Minority Owned Spending: $44,079.63 ▪ Feb. Minority Owned Spending: $25,147.16 o 2022 YTD Women Owned Spending: $179,135.22 ▪ Feb. Women Owned Spending: $104,404.40 VII. Old Business- (TBD) (5 min) • GFE & Checklist Document Update, Jeff Rea April 20th @ 4 PM TRC o Will reconvene with City team on an update for those documents VIII. New Business (5 min) • Board Meeting Times o President Keana will be the first to be made aware of any date/time changes for any future meetings o Board meetings will remain on the first Tuesdays of the month at 5:30pm, unless stated otherwise IX. Announcements: X. Floor Open to the Public XI. Adjournment- Vote • Motion to Adjourn (Moved by Jeff Rea) o Opposed: None (0) ▪ Meeting is adjourned at 7:43pm Notes and Action Items