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HomeMy WebLinkAboutIPC Board Meeting Minutes Jan 23 Inclusive Procurement and Contracting Board Meeting Minutes ________________________________________________________________________________________________________ Date: January 3rd, 2023, Time: 5:30 pm Location: Microsoft Teams (Virtual) & TRC 1165 Franklin Street, Suite 100, South Bend, IN 46601 Link: https://tinyurl.com/3n4r6r6x ❖ Call to Order- The IPC Board Committee is now called to order on January 3rd, 2023, @ 5:30 p.m. • COMMITTEE MEMBERS PRESENT: Keana Baylis, Breanna Allen, Jeff Rea, Kara Boyles, Wilbur Boggs • COMMITTEE MEMBERS PRESENT VIRTUALLY: Michael Morris, , Murray Miller • DIVERSITY & INCLUSION: Michael Patton, Morgan Fleming • LEGAL: Michael Schmidt • PUBLIC WORKS: • COMMITTEE MEMBERS ABSENT: Antonius Northern; Karen White Goyzueta; Rachel Tomas-Morgan, ❖ Approval of Minutes: A notion was made by Keana Baylis to approve the December minutes. The notion was seconded by Breanna Allen- everyone approved but Kara Boyles, who abstained from voting Notes & Action Items ➢ Baylis- Small Business Assistance Suite has nothing to do with the IPC board goals, so discussions on the program will be reserved for a later time. ➢ Office of Diversity and Inclusion: Michael Patton- announces new mentorship protégé initiative for 2023 and other ODI projects ▪ New programs that occur in the city that try to understand business needs- funding is the most sought after one ▪ Business symposium- business plans, market, bidding, analysis, outreach, tracking complexities, etc. • Will take the form of 2-day workshops ▪ Baylis expresses concern with the Mentorship-Protégé Program- will it produce a measurable outcome? • Can the yearly report include the contract outcomes from the 2022 Mentorship Protégé Program?- Patton agrees and takes note • General request that the city members provide evidence for programs and initiatives completed so that outcome could be tracked • We need to be able to see if any relationships were made from the 2022 Mentorship Protégé that are outside of Public Works tracking • Morris- small business always point to financing as the biggest problem- it is not  Mentorship protégé is where the focus needs to be  Has spoken to SPARK- we do not even track that data  Patton acknowledges this- work that is being done may not have impacted procurement, but women and minority are reached  We need a discussion about structure and what has to happen with certain programs (like the mentorship-protégé) ▪ Baylis- for the record, discussions on Small Business Suite will not be engaged ➢ Public Works Reporting- Kara Boyles ▪ no project to report for 1st period, but during the second period, there are 5 ▪ all successful and have met the goals- report includes only the successful ones ▪ some have not met goals but they are not included in the report ▪ Boggs asks Boyles to define what the “goals” are- she explains that they are goals that enable bidding agreements ▪ When comparing 2021 to 2022, lots more money has been awarded in 2022 (in general) • Some bids never came to fruition due to 2022 economics ▪ A correction on the report- Upcoming DPW Projects- the allocated budget should be corrected to read $500000 ▪ Boyles receives praise from the committee about the presentation and measurability of her report, since tracking has been historically problematic for IPC board presentations/reporting ▪ Goal- out of $15 million, $10 million were awarded to WMBEs ▪ Rea- 70% of contracts were done out of the South Bend region- should this be of concern? ▪ Agreement that the efforts should focus on our area ▪ Schmidt looks optimistically to the future, and that the B2Gnow will allow for even better reporting • As of now, the Dashboard is the only thing that the public has access to when it comes to seeing what the city is doing in terms of spending ▪ Schmidt- D&R Trucking is a success story and so is Kennedy Express ▪ Allen- asks what “unassigned” stands for in the report and how we should treat it • Schmidt and Boyles do not know but will check ➢ Procurement Spending Reporting- Michael Schmidt/ Mickey Lovy ▪ Formatting for the reporting this time is different due to some transitions in reporting technicalities ▪ Breaking down spending with certified and non-certified contractors • Big projects are almost always tied to public works • Despite encouragement some people still do not want to get certified- they are still included in the report ▪ Lovy- working on better reporting even though there is a lag of 30-40 days • This December data will be even more late since the year has to close out • Suggestion from Rea- trace 1st time engagements and regional metrics vs. local metrics  Lovy will figure out how to generate this data • Clarification on what certification really is and why/should we weed out certified from non-certified contractors  Committee explains that it should be split from other reporting in addition to helping track those that should get certified ➢ Rae- suggests that this knowledge also helps track progress • Allen- thinking about what data we can share- this goes back to the idea of tracking progress ▪ Board discusses and decides that Lovy should produce quarterly data to track progress, but monthly reports will still be produced ▪ Rea- comments that the people we work with really need to grow their complexity, and we need to know the things that are being tracked in the reports ▪ Question for Schmidt from Boyles: How many people in this report are WMBE certified? • If the ordinance says 6% need to be certified WMBEs, than everything is on track. If not, than there is a lot of work to do. ➢ No new and old business- a vote is held to adjourn the meeting