FLORIDA DEPARTMENT OF LAW ENFORCEMENT Minority / Woman and Veteran Owned Business Enterprises Business Participation Plan FY 2015-16
Table of Contents 1) The Florida Department of Law Enforcement s (FDLE s) overall mission and vision.. 3 2) Identify the senior official responsible for monitoring and implementing FDLE s plan.... 3 Identify how FDLE will track data related to the agency s plan... 3 3) Explain the agency s proposal to establish programs or initiatives aimed at promoting minority/woman and veteran owned business enterprises (MWBE and VBE) participation in agency contracting activities... 3 4) Define the agency s outreach activities that target MWBE and VBE... 4 5) Explain programs the agency offers to educate business owners about the various processes FDLE uses to award contracts, and the steps the agency takes to ensure that these programs reach MWBE and VBE... 4 6) Summarize past contracting successes with MWBE and VBE, including a breakdown of purchasing dollars spent during the previous FY with these businesses... 5 7) Explain how the agency captures and reports subcontractor information.... 5 8) Outline any initiatives or internal procedures that enhance MWBE and VBE opportunities... 5 9) Include a link to the Office of Supplier Diversity web page (dms.myflorida.com/osd) from your agency s website... 6 10) Provide a plan that incorporates the use of equote to improve opportunities with certified MWBE and VBE businesses.... 6 2
FDLE MINORITY/ WOMAN AND VETERAN OWNED BUSINESS ENTERPRISES PARTICIPATION PLAN FY 2015-16 1. State FDLE s overall mission and vision: The agency s mission is to promote public safety and strengthen domestic security by providing services in partnership with local, state and federal criminal justice agencies to prevent, investigate and solve crimes while protecting Florida s citizens and visitors. The vision of the agency is to provide Service to the law enforcement community, Integrity to the organization and the individual, Respect for each member and Quality in everything it does. 2. Identify the senior official responsible for monitoring and implementing FDLE s plan: The senior level officer responsible for monitoring and implementing the agency s MWBE and VBE plan is Chief of General Services Sonya Avant. Government Operations Consultant I Richlyn White serves as the agency s designated MWBE and VBE Coordinator. Identify how FDLE will track data related to the agency s MWBE and VBE plan: Progress is tracked by means of a monthly minority expenditure report compiled by the coordinator from numerous Florida Accounting Information Resource (FLAIR) financial reports. If progress seems to be below expectations, FDLE business managers and administrative liaisons are contacted and the need is stressed to reach out and encourage MWBE and VBE to participate in upcoming procurement opportunities. 3. Explain the agency s proposal to establish programs or initiatives aimed at promoting MWBE and VBE participation in agency contracting activities: FDLE s MWBE and VBE plan includes the following components: Maintain a MWBE and VBE Business Enterprise Program located in the Office of General Services (OGS) within the Division of Business Support. Coordinate efforts with FDLE headquarters and all regions to facilitate increased vendor participation and program familiarity. Review spending activities and promote coordination with seven regional business managers and headquarter s administrative liaisons to ensure certified MWBE and VBE businesses are considered for all possible purchasing opportunities. 3
4. Define the agency's outreach activities that target MWBE and VBE (e.g., activities that inform these businesses of available public contracting opportunities and/or encourage these businesses to seek work on public projects through the normal procurement process). FDLE s proposed outreach activities during FY 2015-16 include the following: Participation in various workshops, seminars, trade shows and training sessions for MWBE and VBE. Attendance at the annual National Institute of Governmental Purchasing (NIGP) Trade Show and one-on-one sessions. Attendance at the annual Florida Minority Supplier Development Council Conference and Trade Show, if budget allows. Attendance at the Office of Supplier Diversity (OSD) 2016 Annual Matchmaker Conference and Trade Show and participating in one-on-one sessions, if budget allows. Attendance at local one-on-one sessions as scheduled by the OSD. Continual review of expenditures to identify non-certified MWBE and VBE utilized by the agency, which may be directed to certified MWBE and VBE. E-mails sent periodically to frequently utilized, qualifying, non-certified MWBE and VBE to encourage those vendors to become certified through the OSD. These e-mails contain links to the OSD website and OSD contact information as well as a summary of the benefits connected with certification. Providing agency users with applicable information from MWBE and VBE vendors that have reached out to the agency through telephone calls, email inquiries or one-on-one sessions. 5. Explain programs the agency offers to educate business owners about the various processes the FDLE uses to award contracts, and the steps the agency takes to ensure that these programs reach MWBE and VBE: Educating business owners regarding various purchases through dissemination of an FDLE informational brochure. Directing vendors to the appropriate agency users to help form strategic alliances for acquisition activities. Providing annual brochures titled FDLE Purchasing Opportunities to the Small Business Administration Offices in Florida. Disseminating information outlining the needs of the agency, especially the agency's unique scientific purchases, at trade fairs and one-on-one meetings with vendors, if budget allows. 4
6. Summarize FDLE s past contracting successes with MWBE and VBE, including a breakdown of related contracting with MWBE and VBE: FY 2014-15 Commodity/Service Expenditures through Certified MWBE and VBE: FY 2013/14 Breakdown Commodities Services H-African American $4,201 $0 I-Hispanic $75,040 $872,830 J-Asian/Hawaiian $101,231 $1,130,878 K-Native American $0 $449,269 M-American Woman $388,418 $27,194 W-Service-Disabled Veteran $0 $0 Total $568,890 $2,480,171 FDLE s commitment for FY 2015-16 is to meet or exceed last year s spending. 7. Explain how the agency captures and reports subcontractor information: FDLE currently does very few facility construction and maintenance contracts and none of FDLE s other contractual services currently involve sub-contractors. If future procurements include sub-contracting, FDLE by way of procurement documents, would request that general contractors use MWBE and VBE sub- contractors if possible and produce a monthly excel report of such use. 8. Outline any initiatives and internal procedures that enhance MWBE and VBE opportunities: New and updated vendor information is continually disseminated to the agency users as new business relationships are identified. A link to the OSD vendor search has been placed on the FDLE/OGS intranet site. All agency divisional and regional offices are encouraged to use MWBE and VBE in their spending plans. By reviewing the monthly FLAIR reports, the OGS is able to monitor spending levels and motivate areas where certified MWBE and VBE spending is deficient. A monthly summary of MWBE and VBE spending is maintained in the OGS, which shows the MWBE and VBE spending of each applicable division. The Government Operations Consultant I designated as the agency MWBE and VBE Coordinator regularly reviews the agency s procurement and 5
spending documents to identify and make contact with qualified non-certified MWBE and VBE for potential certification. All agency personnel are regularly reminded of the importance of including MWBE and VBE vendors in all department acquisitions. The MWBE and VBE Coordinator maintains an Agency Diversity Business Information Booklet, containing OSD information, rules, visitation reports and many other pertinent documents to help administer the FDLE Diversity Business Program. 9. Include a link to the Office of Supplier Diversity web page (dms.myflorida.com/osd) from your agency s website: The Office of Supplier Diversity hyperlink is maintain on the FDLE internet public site as well as the FDLE intranet webpage. 10. Provide a plan that incorporates the use of equote to improve opportunities with certified MWBE and VBE: Currently FDLE has not incorporated the use of equote for FY 2015-16. As FDLE increases equote utilization, a MWBE and VBE awareness initiative will be implemented for the next fiscal year. 6