PRESENTED BY - Go MetroRequest for Proposals (RFP) Sole Source . Business opportunities Subscribe to...
Transcript of PRESENTED BY - Go MetroRequest for Proposals (RFP) Sole Source . Business opportunities Subscribe to...
PRESENTED BY
OFFICIAL MEDIA SPONSOR
WELCOME
Jason Dunn
Chairman
Southwest Ohio Regional
Transit Authority
WELCOME
Wendell Young
Councilmember
City of Cincinnati
KEYNOTE ADDRESS
Joe Allen
General Manager
Global Operations
General Electric
WELCOME
Harry Black
City Manager
City of Cincinnati
SMALL BUSINESS ENTERPRISE
PROGRAM
Rochelle Thompson
Contract Compliance Officer
City of Cincinnati
SMALL BUSINESS ENTERPRISE PROGRAM
www.cincinnati-oh.gov/purchasing/registration/small-business-enterprise-
certification/
Starting Nov. 1: https://cincinnati.diversitycompliance.com/
SMALL BUSINESS ENTERPRISE PROGRAM
THE CITY’S SMALL BUSINESS ENTERPRISE PROGRAM IS RACE AND GENDER NEUTRAL. ITS PURPOSE IS TO PROMOTE FULL AND EQUAL BUSINESS OPPORTUNITIES FOR ALL PERSONS DOING BUSINESS WITH THE CITY OF CINCINNATI BY ASSISTING SBEs TO ACTIVELY PARTICIPATE IN THE CITY PROCUREMENT PROCESS.
SMALL BUSINESS ENTERPRISE PROGRAM
1) Office of Contract Compliance Duties (Amend CMC 323-15)
OCC responsible for administration and enforcement of the SBE Program Rules and Regulations
Enforce Outreach Certification Report
Track
Monitor Process
SBE
Applications
Maintain
Data
Direct
Assistance
Review
Good Faith
Efforts
Investigate
Violations
Business
Resource
SMALL BUSINESS ENTERPRISE PROGRAM
2) SBE Program Total Spend Goals for Construction, Professional Services, Supplies/Services (Amend CMC 323-7)
Category Goals Construction 30% Professional Services 15% Supplies/Services 15%
SMALL BUSINESS ENTERPRISE PROGRAM
3) Subcontracting Outreach Program (Amend CMC 323-31)
Applies to contracts at $100,000 or greater
SBE Goals Also Apply To Our Large Vendors – SBEs Provide the Competitive Advantage
4) Streamlined Certification Process Approves a certification agency which predominately meets the City’s requirements so long as the applicant firm provides all additional information that is required by the City. Contract Compliance Officer approves certification agencies for the Process. State of Ohio EDGE and SBA 8(a) Program certifications are authorized
SMALL BUSINESS ENTERPRISE PROGRAM
5) City’s Certification Processes….. 1)Expedite (Self-certification) for companies bidding on contracts, purchase orders, projects under $50,000. Online version and Hard copy
2)Fast Track (Streamlined) Certification application – 1 page application, affidavit, copy of approved certificate
3)Full-certification – no dollar limit threshold for bidding, requires industry standard documents (taxes, personal financial statements and documents unique to business structure.
4)Renewal application – each certified company wishing to keep certification must renew every two years. Same process as initial certification.
SMALL BUSINESS ENTERPRISE PROGRAM
6) City’s SBE Eligibility Requirements for certification….. A) Been in existence for at least one year;
B) Have maintained a fixed office location in Hamilton County for one year prior to application;
C) Must meet the size standards as established by C.M.C. 323-1-S.;
D) Must perform a commercially useful function;
E) The personal net worth of each owner of the business seeking certification cannot exceed $750,000;
F) Each owner must be a U.S. citizen;
G) Must be certified by the City.
SMALL BUSINESS ENTERPRISE PROGRAM
Category SBE Spend
Non-SBE
Spend All Spend
%SBE
Spend
Construction $32,318,767 $73,835,387 $106,154,153 30.4%
Prof. Services $4,658,418 $21,564,626 $26,223,044 17.8%
Supplies/
Services $3,812,203 $33,624,424 $37,436,627 10.2%
Total $40,789,387 $129,024,437 $169,813,824 24.0%
2013 SBE Annual Spend
DOING BUSINESS WITH THE
CITY OF CINCINNATI
Michael L. Cervay
City Purchasing Agent
City of Cincinnati
Slide 17
Doing Business with the City of
Cincinnati and the Bidding
Process
Economic Inclusion
Vendor Fair
October 29, 2014
City of Cincinnati Finance Department Purchasing Division
Michael L. Cervay City Purchasing Agent
Slide 18
Purchasing Objectives • Uphold Cincinnati Municipal Code Chapter 321
requirements
• Insure “Best Practice” in the procurement area
• Secure the needs of the City
• Get “best value” for the taxpayers’ dollars
• Support Inclusion
– Partner with SRL Consultants
– Open Cincinnati Task Force Recommendations
Slide 19
The Starting Point for Vendors • City of Cincinnati Vendor Self Service (VSS) at
www.cincinnati-oh.gov/vss – Register vendors
– Register by commodity code
– Receive email notification of bid opportunities for registered commodities
– View invitations to bid online
– Submit online bids for demolitions
– Vendors are paid through VSS
• Obtain SBE Certification if applicable (Office of Contract and Compliance)
Slide 20
Where Vendors Can Get Bid Information
• VSS online at www.cincinnati-oh.gov/vss
• By calling the Purchasing Division front desk at 513-352-3209 or Purchasing 24-hour hotline (513-352-BIDS)
• List of current bids located in the Purchasing lobby during regular office hours – updated daily
• City Bulletin
• Weekly notification sent to certified SBEs
CONTRACTING PROCESS
TYPE COMPETITIVE
BID AWARD
CRITERIA ADVERTISING
REQUIREMENTS BID/PERFORMANCE
SURETY AUTHORITY
Decentralized
<$5,000
Not Required Must be awarded to a SBE in the commodity (CMC Sec. 321-38)
Not required Only required for demolition
321-11
Quotes
>$5,000 <$50,000
2 SBE quotes but no more than 3 written quotes
Must be awarded to the lowest/best SBE in the commodity (CMC Sec. 321-38)
Not required Only required for demolition
321-13
Informal
>$50,000 <$250,000
Must be competitively bid
Lowest and Best (CMC Sec. 321-37)
Minimum of 1 week None unless construction >50K or any demolition
321-15
Formal
>$250,000
Must be competitively bid
Lowest and Best (CMC Sec. 321-37)
Minimum of 2 weeks
10% of bid amount (bid surety); 100% of contract amount (performance surety)
321-17
Professional Services
Competitively solicited, unless granted a waiver of Admin Reg. 23
Most Advantageous to the City (CMC Sec. 321-65)
Advertising requirements follow the dollar thresholds listed above.
Surety requirements follow the dollar thresholds listed above.
321-19 & 51;
Adm. Reg. #23
Slide 21
Slide 22
Non-Competitive Contracts • Emergency Purchases – CMC 321-89/Adm. Reg. 34 • Sole Source – CMC 321-85 • Direct Award – CMC 321-87 • Concessions – CMC 321-93 • State/Other Political Subdivisions Contracts – CMC 321-95
and 321-97* (Competition solicited by State of Ohio) • US Communities Government Purchasing Alliance – CMC
321-98* (Competition solicited cooperative) • US Surplus Property – CMC 321.99* • US General Services Administration – CMC 321-101* • Ohio Industries for the Handicapped – CMC 321-105* • Ohio Correctional Institution – CMC 321-107*
*(if <50K, must award to SBE in the commodity)
Slide 23
Competitive Contracts Responsiveness Considerations
• SBE/EEO Compliance • Content & Completeness of Bid/Quote/Proposal • Valid Signature to bind Bidder/Offeror • Vendor Performance File • Living Wage Requirement • Local Preference • Bonding Requirements
– Bid bond = 10% of bid – Performance surety = 100% – Waived in most instances, except all demolitions and construction
>$50,000 • Insurance and Worker’s Compensation
Slide 24
Competitive Contracts Awarding Considerations
• <50K – Must make every effort to award to SBE in commodity – Allow for SBE Matching if the SBE is not the lowest quote – SBE Matching for Quotes
• Determination of Lowest and Best
– Bid Amount – Compliance with bid conditions and specification – SBE Status – Subcontractor Outreach Goals – Local Preference – Delivery time – Prior performance – Test results – Bidder capacity
Slide 25
Open Cincinnati Task Force Recommendations Implemented • Partnered with SRL Consultants • Departmental SBE goals increased • Subcontractor outreach goals now apply to supplies and
services and professional services • SBE participation criteria add to Request For Proposal (RFP)
evaluation criteria • Departments hosting outreach/networking sessions to
increase outreach goals • Standard request for quote form required for purchases
>$5,000 but <$50,000 • Purchases <$50,000 must be awarded to a SBE if 2+ SBEs are
registered in the commodity • If only 1 SBE in commodity, the SBE must be given the
opportunity to match the lowest quote from the non-SBE
WELCOME
Darryl Haley
Interim CEO &
General Manager
Metro
DOING BUSINESS WITH SORTA
Wright C. Parkes
Director of Procurement &
Stores
Metro
What is SORTA?
Political subdivision of State of Ohio
Primary funding from city earnings tax
Created by Hamilton County
Serving Cincinnati, Hamilton County and adjacent counties
355-bus Metro fleet; 53-vehicle Access fleet
Designated operator for Streetcar
17 million annual rides; 837 employees
What is SORTA?
Governance
Governed by Board of Trustees
Governed by state and local laws
Governed by Federal Transit Administration (FTA) requirements
Socio-economic programs
Basic principles of procurement policy
Best use of public dollars
Maximize competition
Level playing field
Open process
consistent with good business practices
How is SORTA funded?
City of Cincinnati earnings
tax
Farebox revenue
Other revenue
(contracts, advertising)
Federal and State
funding
2014 operating expenses: $92.9 million
45%
24%
15%
10%
6%
Total Payroll $41.4
Benefits $22.6
General Operations
$13.6
Fuels and Lubricants
$9.7
Access Contract $5.6
Capital budget: + $35.8 million
Total budget: $128.7 million
What does SORTA buy?
Parts and supplies
Contracted services
Environmental & utilities
Administrative services
Facility services
Procurement types
Request for Quotations (RFQ) (under $25,000)
Invitation for Bids (IFB)
Request for Proposals (RFP)
Sole Source
Business opportunities
Subscribe to bid opportunities
http://metrobidopps. blogspot.com/
Visit “Doing Business” at
www.go-metro.com
Attend outreach events
Attend vendor training opportunities
Attend SORTA
vendor fairs
Meet decision-makers
Request one-on-one meetings
Attend pre-bid & pre-proposal
conferences
Socio-economic programs - DBE
An equal opportunity
program designed to
ensure that small
businesses owned by
minorities, women, and
other disadvantaged
individuals have a fair
opportunity to compete for
federal dollars spent in
transit.
DBE contract goals
Established for each
procurement Based on:
- Availability of opportunities - Availability of
qualified DBEs - Goal, not a quota
Prime must attain or exceed goal
Demonstrate good faith
efforts prior to bid if goal not
attained
To become certified: https://www.ohioucp.org/index.vm
City SBE Directory - http://www.cincinnati-oh.gov/purchasing/resources-directories/sbe-directory/
Ohio MBE List - http://eodreporting.oit.ohio.gov/searchMBE.aspx
Ohio DBE List - https://www.ohioucp.org/index.vm
Socio-economic programs -
additional outreach efforts
• SORTA encourages employment diversity by our
vendors:
- In the overall workforce
- Working on our contracts
• Included in our General Terms and Conditions
Vendor employee diversity
Theresa Harper
Business Development
Manager
Richardson & Assoc. LLC
TESTIMONIAL
Metro, thank you for the opportunity!
“Working with SORTA has been an extremely rewarding experience… both
financially and professionally for Richardson & Associates, CPA firm. The
relationship has been amazing and it offers much growth potential for our firm.
Partnering with CLA was a model example of the true spirit of the DBE
program. This model included DBE Partner involvement in every stage of the
audit and full time utilization of our staff. This type of arrangement has truly
provided Richardson & Associates with faster growth and stronger audit
expertise with larger entities…thank you again!”
-Sherri Richardson, CPA
Managing Partner
Current
Certifications
Year of
Awards/Honors Awards
SBE 2014 Featured in OSCPA “CPA VOICE”
March/April 2014 issue
MBE 2013 Invited to the White House to help impact small
business development polices & procedures
WBE 2012 The U.S. Chamber of Commerce - Blue Ribbon
Small Business Award in D.C.
DBE 2011 The Cincinnati Regional Chamber of
Commerce - Small Business of the Year
EDGE 2010 Cincinnati City Manager
The Leaders for the Future Award
Legal Structure: A Limited Liability Company (LLC) established in 2007
Main Location: An award-winning CPA firm based in Cincinnati, Ohio
Company Size: 10 full time staff and 10 subcontractors
Richardson& Associates LLC - Company Profile
Services Richardson & Associates can provide
Services Targeted Clientele
Auditing
Accounting
Consulting
Taxes
Small Business
Municipalities
Corporate
Richardson & Associates Team
CPAs & Analysts Jointly 26 yrs.
experience
Master & Bachelor Degrees
Minimum 3.2 GPA
Perform asset and inventory audits
Perform operational reviews
Construction contract / change orders audits
Perform part of financial audit as a MBE CPA firm
Develop or update internal controls/Procedures
Grant writing and grant compliance monitoring
Vendor invoice analysis (for errors credits)
Verify rate and fees revenue
Accounting and audit staff support –fill gaps Implement recommendations to increase revenue
Specific Services for Targeted Clientele
Find unproductive satellite locations
Complete our review of controls over warranties projected
$300,000 yr. missed by 3rd parties
Perform NAPA inventory counts - reduce theft/waste
Implement our recommendations - reduce costs
Implement the Policies & Procedures we wrote
Procurement process review – increase efficiencies
Casino revenue reviews/ other tax reviews
Accounting and Staff Augmentation
Tracking and reporting diversity spend
Fleet Services
Dept. of Trade & Dev.
Internal Audit
Finance
Tax Department
Richardson & Associates, LLC
Managing Partner: Sherri Richardson, CPA
8044 Montgomery Road, Suite 700
Cincinnati OH 45236
513-772-8348
www.richardsonandassociates.com
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THANKS FOR ATTENDING!
For a copy of today’s presentation,
please visit www.go-metro.com