HomeMy WebLinkAboutIPC Board Meeting Minutes 11.19.2024Inclusive Procurement and Contracting Board
Meeting Minutes
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Date: November 19, 2024 | Time: 5:30 pm | Location: Microsoft Teams (Virtual) &
TRC 1165 Franklin Street, Suite 100, South Bend, IN 46601
Link: https://tinyurl.com/ipcboardmeeting
Call to Order- The IPC Board is now called to order on November 19, 2024 at
5:30 p.m.
• BOARD MEMBERS PRESENT: Breanna Allen, Murray Miller, Wilbur Boggs, Rosa
Toma, Kara Boyles, Cynthia Simmons-Taylor
• BOARD MEMBERS PRESENT VIRTUALLY:
• DIVERSITY & INCLUSION: Bianca Jones, Micheal Szymanski
• PURCHASING: Mickey Lovy
• LEGAL: Jenna Throw
• INNOVATION & TECHNOLOGY: Davis Finley
• BOARD MEMBERS ABSENT: Keana Baylis, Jeff Rea, Rachel Tomas-Morgan, Michael Morris, Kimberly Hurt
Approval of Minutes:
October 2024 meeting minute – Miller motions for approval – Tomas
seconded.
All Ayes no Nays
Notes:
I. Procurement: Bianca Jones and David Finley presented.
Jones mentioned ODI has taken into consideration of what the board stated they wanted
to see and we have a redesign of the procurement reporting style. She stated the revised
procurement report captures DFO (the city’s current financial system) and B2Gnow
reports, which focuses on public works (PW) projects with goals. She explained that,
though both data sets are included in the report those numbers and percentages are kept
separate to mitigate and confusion with regard what the actual spending reflects based on
all eligible spending and PW projects with goals.
Jones continued on to explain the breakdown in the numbers.
All eligible spending is a $151,860,082 and of that $6,203,548 was spent with certified
MBE/WBE and non-certified businesses that identified themselves as either minority or
woman-owned, which shows a spend of percentage of 4% with all M/W businesses.
Boggs clarified that of the 6.2mil 3.9mil was attributed to non-certified spend so the
percentage would be lower because the certified spend is what meets the requirements
based on the Program Plan. Allen stated that she agrees with Boggs and thinks we need to
separate the percentages of certified and non-certified because our responsibility is to the
certified expenditures.
Boggs asked Simmons-Taylor to clarify what the mayor’s ask as it pertains to the data.
She clarified that the mayor wanted to see all spend data from both certified MWBEs and
those who identified themselves as minority or women owned businesses.
Boyles questioned if the PW spend was encompassed in all city’s spending. Finley
clarified that the all city spend amount did encompass the PW dollar amount. He stated
that while all city’s spend was pulled from DFO, the PW projects with goals spend came
from B2Gnow. It was concluded that the top portion of the report encompassed (DFO
data) all tier one spending while the bottom portion of the report encompassed (B2Gnow
data) all tier 2 spending in PW.
Jones moved on report on the PW projects with goals spending.
The overall spending was $38,927,741 the total certified spend was $2,870,010 which
shows a spend percentage of 7%. MBE spend was $1,448,772, WBE spend was
$1,255,558 and MWBE spend was $165,680.00
The following page gives a breakdown of what was spent each month in each
certification category.
Boyles questioned what SHI International was. The cost was 1,540,308.00 Simmons-
Taylor stated we can find out but she believes that are a WBE.
Finley explained how the heat map pulls in data from DFO to show where eligible
spending is happening. He stated that he can list all counties in the region and indicated if
they have spend on or not. He further explained the rest of the report reflects the same
information as original B2Gnow report.
II. DPW:
Simmons-Taylor reported that there was 1 bid awarded and 1 quote awarded.
2024 Traffic calming project was awarded to Premium Concrete in the amount of
$304,630. The WWTP Access Drive Milling & Resurface quote was awarded to
Milestone Contractors LP in the amount of $35,938.
There was one project with bids being rejected. The SBFD Central Fire Station Roofing
Replacement bids were rejected due to incomplete documentation and amount exceeding the
project budget. 4 projects closed out. Lasalle Park Improvements was completed by HRP
Contrution with a final contract amount of $2,070,804.81. LaSalle Ave. Streetscape was
completed by Milestone Contractors North, INC. with a final contract amount of $6,025,155.26.
The Campeau Streetscape was completed by Reith Riley Construction Co. Inc. with a final
contract amount of $2,148,206.99. The 2023 Traffic Calming Division 1-5 completed by Selge
Construction Co., INC. for a final contract amount of $2,070,804.81.
Jones asked if the board would like to see open project goal progression as well as what the final
goals were on projects that closed out. Board members said yes to this information.
III. Office of Diversity and Inclusion:
Jones spoke on the Small Business Development Ecosystem (SBDE) Partnership
Luncheon. There were 2 board members in attendance at the luncheon. We had a total of
13 organizations and 2 CoSB departments in attendance.
Simmons-Taylor stated that this is something we want to continue to add too in 2025.
Kay Farlow from IMPower Center did a status report on 2024 to date. There was 75
businesses that were serviced, 49 are complete and 26 are still in progress. She stated that
participation was down in 2024 compared to 2023. 90% of the businesses that have are
participating identified as a minority and 50% of the participants were women. So far
there has been an aggregate of 193 coaching hours delivered so far. There were 16 legal
vouchers, 16 bookkeeping, and 2 tax vouchers given. She then clarified that the original
structure was outlined as only coaching through the service voucher and as an
accountability partner. Moving forward to participation engagement, she stated
participants consistently reported to high satisfaction with the targeted coaching approach
and access to professional services. She stated that she sent 215 surveys out and received
24 responses. One of the questions is did you see an increase in belief in yourself and
your ability to operate your business? Only two said no, and of course that'll give us a
chance to dive into why did those two say no, only two put not applicable, ant the
remaining 20 participants said yes. We received feedback on whether they we were able
to gain the basic understanding needed to maintain our books. A few said they did have
to seek help from elsewhere. One participant states that “Yes, I did not did think it would
ever be possible. Coach Mo made me believe it was possible whenever I would feel
discouraged.” So that's just some of the feedback we're getting. Farlow stated that she
will be back at January meeting with a full update on 2024.
Allen asked if Farlow was able to take what she learned from the experience to become
certified as knowledge that she could share with her mentors. Farlow stated she was
working closely with Jones and there are some difficulties with certification for a not for
profit. Simmons-Taylor stated that there is a coach that is now certified that does help
with the certification workshops. Jones stated that the coach was able to certify one
person since he became certified in March.
Simmons-Taylor stated that she will share information in December about how many
certified businesses we have in the area based on our city and surrounding counties.
Miller inquired about the annual report for 2023 and Simmons-Taylor stated that we will
have that for December’s meeting and can use that to help figure out how to set
expectations.
Miller also brought to the board attention a suit against the INDOT DBE program from a
KY company that is currently working its way through federal courts.
IV. Old Business
o Wertnz Update – Throw stated that a payment from Werntz has been made to South Bend Heritage.
V. Announcements
o
VI. Floor Open to the Public -
VII. Adjournment- Boggs– Motion to adjourn /Miller – Second Notes & Action Items