Loading...
HomeMy WebLinkAboutIPC Board Meeting Minutes September 2022Inclusive Procurement and Contracting Board Committee Meeting Minutes ________________________________________________________________________________________________________ Date: September 13th, 2022, Time: 5:30 pm Location: Microsoft Teams (Virtual) & TRC 1165 Franklin Street, Suite 100, South Bend, IN 46601 Link: https://tinyurl.com/2p9b4ujy I. Call to Order- The IPC Board Committee is now called to order on September 13th, 2022, @ 5:30 p.m. (Attendance provided based upon verbal statement for the record) • COMMITTEE MEMBERS PRESENT: Keana Baylis, Wilbur Boggs, Breanna Allen, Rachel Tomas-Morgan • DIVERSITY & INCLUSION: Michael Patton • LEGAL: Michael Schmidt • PUBLIC WORKS: Kara Boyles • COMMITTEE MEMBERS ABSENT: Jeff Rea, Murray Miller, Michael Morris II. Approval of June Minutes o Roll Call vote: o Ayes- Keana Baylis, Kara Boyles, Wilbur Boggs, Breanna Allen, Rachel Tomas- Morgan o Opposed: None (0) o Eight (5) Ayes, June Minutes are Approved III. Diversity Officer- Michael Patton o Informs Board of new hire: Morgan Fleming, ODI Fellow o Informs Board that recruitment remains open for a Compliance Administrator & Project Manager o Informs Board of new Legal Counsel: Michael Schmidt o Requests proactivity from the Board to find 3 Businesses that ODI can work with and track the progress of. o Discussion point • Michael Schmidt: Encourages proactivity among Board members. Goal: for Board members to select three women and Minority-owned businesses to help grow through resources provided through the Small Business Assistance Suite (mentorship, grant searches, help to get over institutional hurdles, etc.). • Kara Boyles: Requests a list of subcontractors to review. • Michael Schmidt: Brought a list that reflects what is being seen industry- wise, where opportunities exist. States that some industries, with consideration of how the city functions, are going to be better to steer. Further, he states that he will elaborate on this during his update to the Board. IV. Board of Public Works Report- Kara Boyles o City concern – traffic quality • The city has been looking for creative ways to address traffic quality. • Last year there was a pilot project for the implementation of temporary speed bumps. The city asked small contractors to understand the details of the project and provide quotes to do 12 across the city. i. Goal: install 12 temporary speed bumps on high-risk roads around the city. ii. Installment for 12 temporary speed bumps $120,000 ($10,000 per speed bump) iii. Installment pricing for temporary speed bumps at the beginning of the program was priced at $10,000 but is now currently $15,000 per installment ($180,000) and $22,000 for concrete speed bumps ($264,000). iv. Temporary v. concrete installments are dependent on the condition of the chosen road. o Discussion Point • Kara Boyles: suggests that within this pilot project there may be an opportunity to help get a company started. • Michael Schmidt: reiterates the action item of identifying women and minority-owned businesses within reach and providing proper resources and opportunities to help cultivate a business that can help overturn the need for more subcontractors and prime contractors in South Bend. • Wilbur Boggs: asks the following: where do candidates go to get started? What about a business with one employee? Where do candidates get information about projects? • Michael Schmidt: states that the opportunities that are provided to candidates are dependent on the interests, goals, and needs of the candidate. Candidates will work with the Office of Diversity and Inclusion through the Small Business Assistance Suite to develop the next steps to get their company off the ground. Steps can look like state registration, insurance, set up with QuickBooks, etc. i. Further, Schmidt expounds on the shortage of subcontractors and prime contractors in our community…there are always projects, but not enough candidates. • Kara Boyles: tasks herself with providing a summary that highlights year-to- year goals and progress of the small business that was utilized. o Public Works – project(s) report • Getting ready to close out projects some projects that are currently running, ex: Mayflower rd. and Sample St. improvements. (Project #20 on the Building of Public Works Report). • There have been challenges with getting subcontractors to perform because they are backlogged and overbooked. • Project #3 – we have reduced certain goals of the contract. Contractors may not meet the goals set in the beginning because the scope of the project has changed. V. Procurement Report- Michael Schmidt • Updates: i. MWBE Spend July 2022 1. Total spend: $54,133,363.13 2. July spend: $9,700,000.00 3. $252,000.00 went to MWBEs 4. The report only tracks prime or direct, where we purchase orders from that company. It does not capture subcontractors or prime contractors on our big Public Works projects. These are companies that we have direct purchase orders from. ii. Carothers Printing Company is no longer woman or minority-owned. iii. Local woman or minority-owned towing companies are booked due to needs from the Mishawaka, County, City, and Notre Dame. However, this is becoming an issue because these companies are becoming overutilized. iv. Mishawaka, County, City, and Notre Dame all competing for sub and prime contractors. v. Within our geographic footprint, there is only one woman-owned landscaping company. vi. Issues with the City’s project(s) timeline. The city presents a timeline goal for a project to contractors and contractors are saying that they can do the project within the timeline presented, but for $100,000 more than the original quote. As opposed to adding six more months onto the said project. • Discussion Point: i. Dr. Breanna Allen – Raises the question of whether the Board should be tracking businesses that are denied, and if it is a responsibility in the Board’s ordinance. ii. Michael Schmidt: it is a part of our responsibilities because we must report to the Board when goals/bids are denied. iii. Kara Boyles: goals are being waived for businesses that are meeting good faith efforts and are detailed in the report, that meet Board requirements. iv. Michael Schmidt: suggests that the Board can do a better job highlighting the details on a monthly basis (in this summary). Says that contractors must report why a goal wasn’t completed – the acceptable reason being that the scope of the project was changed by the city. • Discussion point i. Michael Schmidt: 90% of Public Works projects come with a change order, usually due to the projected budget amount being lower than anticipated. Asks Board for assistance in handling the projects that need a change order pertaining to an increase in the projected budget. ii. We can’t expect prime contractors to renegotiate with subcontractors with percentage increases, or other details pertaining to the goal changes of each project. iii. Regardless of changes to the scope of each goal, we are still holding prime contractors to their percentage of work. If there is an increase or decrease in the project goals, contractors must explain the reasoning for it. iv. Says we can look at change orders and try to figure out which codes are associated with that change order. v. Wilbur Boggs: I think that the goal should stay the same and when the change comes, the change order, whether it’s up or down. So, if it’s an increasing scope then base the change order and reporting system on the change order. vi. Kara Boyles: mentions concerns with unexpected issues affecting the scope of a particular project. This raises the question of what the circumstances for emergency situations look like. vii. Michael Schmidt: This is the issue that we’ve been encountering, and we wanted to alert the Board. We are doing our best to remain true to original representations, and to hold primes accountable to their presentations. VI. New Business • Keanna Baylis brings up a scheduling issue with the day/time of the meeting. Pending decision. If meetings continue Tuesdays, Michael Morris will have to resign from the Board. VII. Announcements • None VIII. Floor Open to the Public • Public not present. IX. Adjournment- Vote o Motion to Adjourn vote: o Ayes- Keana Baylis, Kara Boyles, Rachel Tomas-Morgan, Wilbur Boggs, Breanna Allen, (5) o Opposed: None (0) o Four (5) Ayes, Motion to Adjourn is approved Notes & Action Items • Board members to choose 3 businesses to work with and track progress. • Solicit positions for Compliance Administrator & Project Manager.