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Home My WebLink AboutD&I Template - 6.6.2022 IPC Board (1) (3)Inclusive Procurement & Contracting Board (Agenda Items IV – VI) June 7, 2022 IPC | Diversity & Inclusion | City of South Bend Staff – monthly meeting 1 IV. Update from Michael Patton: 2021 Annual Report V. Update from Kara Boyles: Public Works Spending VI. Update from Michael Schmidt: Procurement Response to Previous Board Questions/Requests Summary: Feedback from last meeting Geographic Vendor Analysis ODI Programmatic Data & Updates Reference Slides Agenda IPC | Diversity & Inclusion | City of South Bend 2 2021 Annual Report IPC | Diversity & Inclusion | City of South Bend 3 Minority vendor spend by ethnicity (DFO self-reported minority status) 4 2021 Location Breakdown Spend Source: City of South Bend Financial Transparency Dashboard Total of Breakdown: $2,522,875 5 Reminder: The chart summarizes certified MWBE vendors 6 Updates & Summaries: Public Works Spending IPC | Diversity & Inclusion | City of South Bend 7 Public Works Highlights We will now hear an update from Kara Boyles on Public Works contracts and goal setting. See PW Report by project with bid and goal information. 8 BPW Updates to IPC Board Bid/Quote Openings with MWBE Goals for the period of January – April 26, 2022 1. Sibley Center Exterior Renovation – No bids on 1.11.2022 Path forward: Open Market contract to be awarded to Slatile at 5/10 BPW Meeting Contract Goals: MBE: 3.4% [met via 1st Class Logistics] WBE: 4.5% [met via JMH Roofing] Contract amount: $218,000 2. Coveleski Stadium Field Lighting Installation – No bids on 1.11.2022 Awarded as Open Market Contract on 1.25.2022 Contract Goals: MBE: 1.2% [met via Kennedy Expressline] WBE: 4.3% [met via CoreBore and V&R Trucking] Contract Amount: $298,000 3. 2021 Community Crossings Paving Round 2 – Received two (2) bids on 1.25.2022 Awarded to Reith Riley on 2.22.2022 after securing additional funding as both bids were over the available budget. Contract Goals: MBE: 4.19% [met via 1st Class Logistics] WBE: 6.04% [met via Montgomery Trucking 2.01%, Traffic Control Specialists 2.65%, State Barricading 1.38%] Contract Amount: $1,271,724.40 9 Bid/Quote Openings with MWBE Goals for the period of January – April 26, 2022 4. Studebaker Fountain Water Improvement Project – Received one (1) quote on 1.25.2022 Quote rejected as non-responsive and proceeded to the open market - awarded as Open Market Contract on 3.8.2022 to Selge Construction (only one open market contract response) Contract Goals: MBE: 1.3% [met via JBL Signal and Lighting 3.8%] WBE: 4.3% [met via BUC Construction Supply 11.4%, State Barricading Inc. 2.3%] Contract Amount: $158,440.50 5. Walker Field House Restoration Project – No quotes on 2.22.2022 Path forward: Rescope and requote on 5.10.2022 Contract Goals from 02.22.2022 open: Base Bid MBE: 0.3% Base Bid WBE: 1.6% Alternate 1 MBE: 0.8% Alternate 1 WBE: 3.1% Contract Goals for requote on 5.10.2022: Base Bid MBE: 0.6% Base Bid WBE: 3.6% Alternate 1 MBE: 0% - steel fabrication (NAICS 238190) Alternate 1 WBE: 0% - steel fabrication (NAICS 238190) Alternate 1 MBE: 0.8% Alternate 1 WBE: 3.1% Project Cost Estimate: $130,000 10 Bid/Quote Openings with MWBE Goals for the period of January – April 26, 2022 6. 2022 Biosolids Trucking for Land Application Annual Contract – Received one (1) quote on 2.22.2022 Awarded Open Market Quote on 03/22/2022. Awarded to Trucks R Us Contract Goals for Initial Quote 03/08/2022. MBE: 6.4% WBE: 10.5% Lone quote from Trucks R Us rejected due to lack of good faith efforts to obtain WBE participation. Note: $135.00 per truck per hour cost included 10% MBE participation and no WBE participation. Contract Goals for Open Market Quote – unchanged Unit price with 10% MBE [Kennedy Expressline], $145.00 per truck per hour. 896 hours of trucking time available Unit price with 6.4% MBE [Kennedy Expressline] and 10.5% WBE [San Corporation Trucking], $185.00 per truck per hour. 702 hours of trucking time available. Quote accepted with 10% MBE goal. Lower cost and more available trucking hours were most important to the trucking and hauling project. The nearest available responsive WBE to perform work was in Crown Point which impacted the higher cost quote that could meet the goal. Goal waiver will be required. Initial Contract PO issued for $105,000; Total Project Budget available $130,000. 7. Randolph Park Area Improvements – Received three (3) bids on 3.8.2022 Awarded to Milestone Contractors North, Inc. on 4.12.2022 Contract Goals: MBE: 4.7% [met via C. Lee Construction 4.73%] WBE: 2.4% [met via V&R Trucking 0.65% and Slusser’s 1.8%] Contract Amount: $139,465 11 Bid/Quote Openings with MWBE Goals for the period of January – April 26, 2022 8. 2022 Asphalt Materials Bid – Received two (2) bids on 3.22.2022 Awarded to Rieth-Riley Construction Co., Inc. on 4.12.2022 Contract Goals: MBE: 0.13% [met via 1st Class Logistics 0.13%] WBE: 0.18% [met via Montgomery Trucking 0.18%] Contract Unit Prices: HMA 64-28P Surface: $77/TON HMA 70-22P Surface: $77/TON HMA Binder: $70/TON HMA Base: $49/TON CMA Patch: $90/TON Cold Mix: $120/TON Driver & Truck: $122/HR 9. 2022 Contractor Paving, Round 1 – Received two (2) bids on 3.22.2022 Awarded base bid and alternate no. 1 to Rieth-Riley Construction Co., Inc. on 4.12.2022 Contract Goals: Base MBE: 3.92% [met via 1st Class Logistics 4.13%] Base WBE: 5.58% [met via Traffic Control Specialists 2.7%, CE Hughes Milling 3.6%, State Barricading 1.1%, Hawk Enterprises, 0.03%] Alt No. 1 MBE: 3.85% [met via 1st Class Logistics 4.1%] Alt No. 1 WBE: 5.48% [met via CE Hughes Milling 7.8%, State Barricading 1%] Contract Amount: $1,350,781.84 12 Bid/Quote Openings with MWBE Goals for the period of January – April 26, 2022 10. 2022 VPA Athletic Court Renovations – No bids on 4.12.2022 Path forward includes re-scoping and re-bidding project Contract Goals: MBE: 1.9% WBE: 4.2% Project Cost Estimate: $650k 11. North Water Treatment Plant Improvements – No bids on 11.5.2021 Path forward: Awarded Open Market contract to Bowen Engineering Corp. on 4.26.2022 Contract Goals: Divisions A-E MBE: 1.2% [met for each division] Divisions A-E WBE: 4.3% [not met, GFE demonstrated] Alternates 1-4 MBE: 1.2% [not met, GFE demonstrated] Alternates 1-4 WBE: 4.3% [met and exceeded] Contract Amount: $3,582,800 13 Procurement Update IPC | Diversity & Inclusion | City of South Bend 14 Procurement Updates We will now hear an update from Michael Schmidt on broader city spending and procurement. 15 MWBE Spend April 2022 16 MWBE Spend April 2022 17 MWBE Spend April 2022 18 Reminder: Resources Summarizing Broader City Spending Link to Dashboard Reminder: This dashboard visualizes DFO self-reported minority and women-owned vendor payments since 2020 Link to A&F Report Reminder: These resources summarize spending in a broader category that Disparity Study-related goal setting categories. 19 Office of Diversity & Inclusion | City of South Bend MWBE Eligible Spending Any transaction that could go to an MWBE Examples: All Disparity Study spending plus other things like caterers, contracts for training, grant awards, contracts <50K See more: MWBE Spending Dashboard [Link] Disparity Study Spending A subset of MWBE Eligible Spending that is over >50K in sectors defined in the 2019 Disparity Study. Examples: landscaping services; highway, street, bridge construction; engineering services See more: 2019 Disparity Study All City Transactions All money that the City distributes Examples: MWBE eligible spending plus debt service payments, utility payments for city buildings, salaries and benefits to City employees See more: City Check Book "What % of eligible City spending is going to women-owned or minority-owned entities?" "...This year?" This month?" Reminder: this is the bucket of vendors/$ we are discussing now Patrick: - CBRS: background/timeline, maps - Open WiFi expansion: how much $ from each bucket, restrictions for each source 20 Broader City Spending: Certificated Vendors in DFO Source: A&F DFO Report as of 5.17.2022 Last meeting the board wanted a clarity on MWBE certified vs. DFO self-reported ownership data. Below is a table of all certified vendors in DFO as of 5/17/2022. 21 Responses to Board Questions and Requests IPC | Diversity & Inclusion | City of South Bend 22 Feedback from last meeting Separate out and make very clear the vendors/spending aggregated that are MWBE certified and self-reported minority or women-owned – DONE Want to see regular reporting on a few geographic areas – DONE see maps in this section In city limits and out of city limits In regional area and out of regional area. IPC definition of regional area: St. Joe County Elkhart Marshall Berrien La Porte Reporting on public works related goals are more of interest than the overall city spending to IPC. – DONE – prioritization noted Want to see some programmatic data from ODI - DONE see later slides Ex: # of vendors that ODI got certified in X quarter Ex: vendor participation in various program and any data on outcomes ($ invest, x new vendors in DFO, x new vendors training, x new vendors certified) financial reporting baseline (the “Reporting Baseline”) is intended to include all transactions in which (a) the City receives goods, services, labor, real property, or some combination of these, in exchange for monetary payment, and (b) the City administration is capable of exercising a meaningful measure of decision-making in determining whether to make a purchase or in identifying available vendors. Therefore, the Reporting Baseline will include all disbursements from the City to payees, except disbursements in the following categories: Payroll payments to City employees Grants to grantees, sub-grants to sub-grantees, or loans to borrowers, including payments of State or federal funds passed through the City Intergovernmental payments Utility payments Insurance premiums Postage Non-claims payments (as discussed in General Disbursement Policy Supplement 601 – Summary of Disbursements), including: Debt service payments Customer refunds Payments from debt proceeds that are held by a trustee and payable under a non-City contract Payroll-related payments Employee benefits-related payments Unemployment payments to the Indiana Department of Workforce Development Indiana sales tax remittances Legal settlement payments Promoter payments from the Morris Performing Arts Center box office Police, Fire, and Teamster union dues Court-ordered payments 23 Diversity & Inclusion Team Programmatic Data Highlights IPC | Diversity & Inclusion | City of South Bend 24 Vendor Geographic Insights & Regional Analysis IPC | Diversity & Inclusion | City of South Bend 25 All Vendors in DFO (red) + All 2021 PW Vendors (blue) - National View https://southbend.maps.arcgis.com/home/webmap/viewer.html?webmap=84edccb7f4a746a89434b36ac39cbcc1 26 All Vendors in DFO (red) + All 2021 PW Vendors (blue) - State View https://southbend.maps.arcgis.com/home/webmap/viewer.html?webmap=84edccb7f4a746a89434b36ac39cbcc1 27 All Vendors in DFO (red) + All 2021 PW Vendors (blue) - Regional View https://southbend.maps.arcgis.com/home/webmap/viewer.html?webmap=84edccb7f4a746a89434b36ac39cbcc1 28 Regional Spending Insights – 2021 For 2021 Public Works related spending 46 total vendors totaling to $21,092,255 36 vendors were in one of our 5 regional counties below ($13,685,895 or 65% of dollars) St. Joseph – 28 Elkhart – 3 La Porte – 2 Berrien – 2 Marshall - 1 14 vendors were within South Bend City Limits ($2,872,274 or 14% of dollars) Source: A&F DFO Report as of 5.17.2022 29 Reference/Appendix Slides IPC | Diversity & Inclusion | City of South Bend 30 Important Links for IPC Ordinance 10761-21 South Bend Corrected Disparity Study 31 Data FAQ What spending is on the Minority &/or Women-owned businesses dashboard? City spending that could, by definition, go to an MWBE entity is on the dashboard. This is the "Reporting Baseline" or "Eligible City Spending." Some city spending could not by definition go to an MWBE vendor, so it is excluded (ex: payroll, debt services). See notes section for full description of excluded city spending. financial reporting baseline (the “Reporting Baseline”) is intended to include all transactions in which (a) the City receives goods, services, labor, real property, or some combination of these, in exchange for monetary payment, and (b) the City administration is capable of exercising a meaningful measure of decision-making in determining whether to make a purchase or in identifying available vendors. Therefore, the Reporting Baseline will include all disbursements from the City to payees, except disbursements in the following categories: Payroll payments to City employees Grants to grantees, sub-grants to sub-grantees, or loans to borrowers, including payments of State or federal funds passed through the City Intergovernmental payments Utility payments Insurance premiums Postage Non-claims payments (as discussed in General Disbursement Policy Supplement 601 – Summary of Disbursements), including: Debt service payments Customer refunds Payments from debt proceeds that are held by a trustee and payable under a non-City contract Payroll-related payments Employee benefits-related payments Unemployment payments to the Indiana Department of Workforce Development Indiana sales tax remittances Legal settlement payments Promoter payments from the Morris Performing Arts Center box office Police, Fire, and Teamster union dues Court-ordered payments 32 D&I Team Strategic Priorities 2022 (DRAFT – Needs Editing from D&I) 33 Disparity Study Recommendations 34 IPC Board Duties The Board, in consultation with the Program Administrator, shall fix annual utilization goal percentage for the utilization of MWBEs within the City’s geographic marketplace. This annual utilization goal will be based on up-to-date data on weighted availability of MWBE firms in City’s geographic marketplace, gathered in compliance with the procedures outlined in the Program Plan The Board shall conduct a formal review of the effectiveness of the City in meeting its annual contracting and procurement goals for MWBEs located within the City’s defined geographic marketplace. The Board shall provide feedback and recommendations to the Program Administrator on changes to the Program Plan that would increase the effectiveness of the City in meeting its annual contracting and procurement goals. The Board, in consultation with the Program Administrator, shall provide input regarding all efforts employed by the City to foster inclusive procurement and contracting The Board shall make recommendations to the Mayor and Common Council based on future needs and assessments The Board shall consult with the Program Administrator regarding the Office of Diversity and Inclusion budget prior to the budget cycle The Board shall review the MWBE Inclusion Program Plan, in collaboration with the Program Administrator, City Director of Purchasing, and Legal Department annually to ensure legal compliance and adherence to legislative intent The Board shall work with the City in furtherance of its efforts to eliminate barriers to participation in City contracts, and shall promote diversity and inclusion, by multiple means and The Board shall take on additional duties as specified in the Program Plan. I&T | City of South Bend Other things going on: cyber security push, AMS implementation, infras support (lighting plan, traffic calming, sidewalks, lead service line inventory), MWBE dashboard, SLA refresh, new customer service data/surveying, “winter of learning” push with Bendable and SJCPL, commuters trust, Results from Build the Budget Utility Assistance Program Revamp (with Public Works/Utility) Assistance Process Improvement + Outreach Work 35 Office of Diversity & Inclusion | City of South Bend MWBE Eligible Spending Any transaction that could go to an MWBE Examples: All Disparity Study spending plus other things like caterers, contracts for training, grant awards, contracts <50K See more: MWBE Spending Dashboard [Link] Disparity Study Spending A subset of MWBE Eligible Spending that is over >50K in sectors defined in the 2019 Disparity Study. Examples: landscaping services; highway, street, bridge construction; engineering services See more: 2019 Disparity Study All City Transactions All money that the City distributes Examples: MWBE eligible spending plus debt service payments, utility payments for city buildings, salaries and benefits to City employees See more: City Check Book Patrick: - CBRS: background/timeline, maps - Open WiFi expansion: how much $ from each bucket, restrictions for each source 36 Office of Diversity & Inclusion | City of South Bend MWBE Eligible Spending Any transaction that could go to an MWBE Examples: All Disparity Study spending plus other things like caterers, contracts for training, grant awards, contracts <50K See more: MWBE Spending Dashboard [Link] Disparity Study Spending A subset of MWBE Eligible Spending that is over >50K in sectors defined in the 2019 Disparity Study. Examples: landscaping services; highway, street, bridge construction; engineering services See more: 2019 Disparity Study All City Transactions All money that the City distributes Examples: MWBE eligible spending plus debt service payments, utility payments for city buildings, salaries and benefits to City employees See more: City Check Book Each of these three categories of data answer different transparency questions. Patrick: - CBRS: background/timeline, maps - Open WiFi expansion: how much $ from each bucket, restrictions for each source 37 Office of Diversity & Inclusion | City of South Bend MWBE Eligible Spending Any transaction that could go to an MWBE Examples: All Disparity Study spending plus other things like caterers, contracts for training, grant awards, contracts <50K See more: MWBE Spending Dashboard [Link] Disparity Study Spending A subset of MWBE Eligible Spending that is over >50K in sectors defined in the 2019 Disparity Study. Examples: landscaping services; highway, street, bridge construction; engineering services See more: 2019 Disparity Study All City Transactions All money that the City distributes Examples: MWBE eligible spending plus debt service payments, utility payments for city buildings, salaries and benefits to City employees See more: City Check Book "Who are the City's top vendors?" "How much is the City spending and for what?" "...This year?" "...This month?" Patrick: - CBRS: background/timeline, maps - Open WiFi expansion: how much $ from each bucket, restrictions for each source 38 Office of Diversity & Inclusion | City of South Bend MWBE Eligible Spending Any transaction that could go to an MWBE Examples: All Disparity Study spending plus other things like caterers, contracts for training, grant awards, contracts <50K See more: MWBE Spending Dashboard [Link] Disparity Study Spending A subset of MWBE Eligible Spending that is over >50K in sectors defined in the 2019 Disparity Study. Examples: landscaping services; highway, street, bridge construction; engineering services See more: 2019 Disparity Study All City Transactions All money that the City distributes Examples: MWBE eligible spending plus debt service payments, utility payments for city buildings, salaries and benefits to City employees See more: City Check Book "What % of eligible City spending is going to women-owned or minority-owned entities?" "...This year?" This month?" Patrick: - CBRS: background/timeline, maps - Open WiFi expansion: how much $ from each bucket, restrictions for each source 39 Office of Diversity & Inclusion | City of South Bend MWBE Eligible Spending Any transaction that could go to an MWBE Examples: All Disparity Study spending plus other things like caterers, contracts for training, grant awards, contracts <50K See more: MWBE Spending Dashboard [Link] Disparity Study Spending A subset of MWBE Eligible Spending that is over >50K in sectors defined in the 2019 Disparity Study. Examples: landscaping services; highway, street, bridge construction; engineering services See more: 2019 Disparity Study All City Transactions All money that the City distributes Examples: MWBE eligible spending plus debt service payments, utility payments for city buildings, salaries and benefits to City employees See more: City Check Book "What are the City's annual MWBE goals re: Disparity Study-related spending categories?" "How well did the City utilize available MWBEs in these spending categories from 2015 – 2017?" Patrick: - CBRS: background/timeline, maps - Open WiFi expansion: how much $ from each bucket, restrictions for each source 40 Dashboard Tour Reminders about the dashboard: Data from this dashboard comes from Dynamics for Finance & Operation with supplementary data on subcontractors coming from B2Gnow. This dashboard summarizes dollars going to DFO self-reported minority or women-owned vendors Not all MWBEs have specifically reported gender and ethnicity status in DFO Very few of these vendors have a certification of any kind. 41