FLORIDA DEPARTMENT OF CORRECTIONS MINORITY, WOMEN, AND VETERAN-OWNED BUSINESS PARTICIPATION PLAN FISCAL YEAR 2017 2018 Julie L. Jones Secretary
FLORIDA DEPARTMENT OF CORRECTIONS MINORITY, WOMEN, AND VETERAN-OWNED BUSINESS PARTICIPATION PLAN Fiscal Year 2017-2018 I. Department of Corrections overall mission, vision, and statement of commitment for enhancing supplier diversity. Mission: Provide a continuum of services to meet the needs of those entrusted to our care, creating a safe and professional environment with the outcome of reduced victimization, safer communities, and an emphasis on the premium of life. Vision: Inspiring success by transforming one life at a time. Pursuant to Chapter 945, Florida Statutes (F.S.), the Florida Department of Corrections (Department) is responsible for the care, custody, and control of the inmates, buildings, grounds, property, and matters pertaining to facilities and programs for imprisonment, correction, and rehabilitation of inmates. Additionally, the Department is responsible for the supervision of offenders under probation and parole in local communities and providing inmates and offenders the skills and tools needed for a successful reentry into the community, thereby reducing recidivism while enhancing public safety and promoting post-release success. The Department is committed to equal opportunity in all of its functions. The Department uses a large variety of products and services in maintaining the daily operation of the state s prison facilities and probation circuits. The commodities most often used include facility maintenance parts and supplies, construction materials, office furniture, technology supplies, inmate personal care items, food products, law enforcement equipment, and cleaning supplies. The contractual services most often utilized include substance abuse treatment programs, equipment maintenance, educational/vocational training, information technology consulting, and healthcare services. The Department is committed to increasing staff awareness and promoting the use of minority, women, and veteran-owned businesses in our procurement and contracting processes. II. Department of Corrections senior official responsible for monitoring and implementing this plan, tracking progress and adjusting strategy if necessary. The Department s plan is implemented and monitored by Kasey B. Faulk, Chief, Bureau of Procurement, under the direction of Kimberly Banks, Chief Financial Officer. The Chief of Procurement provides oversight and direction to staff responsible for tracking progress, monitoring monthly expenditures, analyzing data and trends, and making recommendations on an ongoing basis regarding ways to improve and adjust strategies as necessary. Florida Department of Corrections 2
III. Department of Corrections proposal to establish programs or initiatives aimed at promoting minority, women, and veteran-owned business participation. The Department promotes participation of businesses owned by minorities, women, and veterans by utilizing available resources, such as the Vendor Bid System and MyFloridaMarketPlace, to ensure that these entities are notified of procurement opportunities. In order to contact these businesses and increase their participation in procurement opportunities, the Department will: Encourage primary contractors to establish strategic alliances with businesses owned by minorities, veterans, and women; Participate in outreach activities and one-on-one meetings with vendors coordinated by the Office of Supplier Diversity (OSD); Ensure that procurements are written to ensure competition and a level playing field for these businesses; Encourage procurement staff to continually seek, identify, and assist these businesses; and Stress enhanced participation with all procurement staff. IV. Department of Corrections outreach activities target both certified and noncertified minority, women, and veteran-owned business enterprises, informing them about available public contracting opportunities and encouraging them to seek work on public projects through the normal purchasing process for all businesses. The Department continues to promote the participation of certified minority, women, and veteran-owned businesses by ensuring that staff involved in procuring commodities and services for the Department are aware of the importance of providing these business partners the opportunity of doing business with the Department and the State of Florida. The Department continues to make efforts to identify businesses owned by these entities to increase the pool of qualified vendors to participate in the State of Florida s procurement opportunities. This is accomplished through attending workshops, conferences, matchmakers, and trade fairs, participating in monthly working groups with procurement staff from other state agencies led by the OSD, monitoring expenditure reports in FLAIR, and seeking quotes from qualified businesses for procurements. The Department demonstrates a good faith effort to increase these businesses awareness and understanding of the procurement process by conducting educational outreach efforts. This is accomplished through: Assisting vendors, as requested, on how to prepare and respond to competitive and non-competitive opportunities through general inquiries and pre-bid conferences; Florida Department of Corrections 3
Providing guidance to vendors on the registration process in MyFloridaMarketPlace and the Vendor Bid System; Participating in seminars to explain general and specific conditions and other requirements of solicitation documents; Requesting assistance, when needed, from the OSD in organizing, planning, and releasing solicitations; Advising these businesses of the assistance available from OSD; and Participating in conferences, trade fairs, seminars, and workshops held around the state. V. Department of Corrections planned programs to educate business owners about the various processes the agency uses and the steps taken to ensure that these programs reach both certified and non-certified minority, women, and veteran-owned businesses. The following steps are taken to assure businesses owned by both certified and noncertified minorities, women, and veterans are aware of the Department s commitment to the program: Posting the plan and other state procurement guidelines on the Departments public website; Staff support and participation in outreach efforts and events; Staff participation at MatchMaker workshops/exchange events, and educational programs; Tracking of spending with minority, women, and veteran-owned businesses; and Assisting vendors with how to conduct business with the Department, including registration in MyFloridaMarketPlace and the Vendor Bid System. VI. Summary addressing past contracting success with certified minority, women, and veteran-owned businesses, including a breakdown of purchasing dollars spent during the previous fiscal year with these businesses and future projected targets. During Fiscal Year 2016-17 the Department spent $14.9 million with certified minority, women, and veteran-owned businesses and $16.1 million with non-certified minority, women, and veteran-owned businesses. The Department also performs all purchasing functions for the Florida Commission on Offender Review. The following charts provide a summary of spending with both certified and non-certified businesses. Florida Department of Corrections 4
CERTIFIED SPENDING FOR FY 2016-17 Business Type Florida Department of Corrections Florida Commission on Offender Review H - African American $23,195 $0 I - Hispanic $1,065,384 $0 J - Asian/Hawaiian $308,927 $0 K - Native American $551,994 $0 M - American Woman $12,171,142 $2,225 W - Veteran $797,769 $0 TOTAL $14,918,411 $2,225 NON-CERTIFIED SPENDING FOR FY 2016-17 Business Type Florida Department of Corrections Florida Commission on Offender Review N African American $3,746,183 $0 O Hispanic $540,872 $0 P Asian/Hawaiian $1,790,653 $0 Q Native American $439,073 $0 R American Woman $8,495,331 $1,437 Y Veteran $1,177,491 $0 TOTAL $16,189,603 $1,437 The Department will continue to provide outreach and assistance to minority, women, and veteran-owned businesses in all areas in an effort to maximize participation and expenditures. VII. Department s process for capturing and reporting subcontractor information. The Department captures subcontractor information by requesting that prime contractors submit monthly reports to the Department. Those reports are then summarized and submitted to the OSD for inclusion in FLAIR as adjustments. Monthly FLAIR reports are also reviewed to identify any miscoded payments for reporting to the OSD for appropriate credit. The Department reviews the fiscal year-end FLAIR report to assure all expenditures were captured, and coordinates with the OSD on any discrepancies. VIII. New initiatives or internal procedures that enhance minority, women, and veteran-owned businesses awareness of government contracting opportunities. The Department continues to promote the use of minority, women, and veteran-owned businesses by: Florida Department of Corrections 5
Encouraging non-certified vendors to become certified through the OSD, if eligible; Monitoring monthly expenditure reports for changes in certification status and coordinating with the OSD on recertification; Keeping the Department s public website updated to include additional resources and links to the OSD; Encouraging prime contractors to become involved with the OSD s Mentor Protégé Program; Participating in outreach efforts and workshops which provide training to vendors on how to do business with the State of Florida; and Reviewing expenditure data on a monthly basis to assure accurate reporting. IX. Office of Supplier Diversity webpage link on Department website. The Department of Correction s website, located at www.dc.state.fl.us, includes the link to the Office of Supplier Diversity webpage www.dms.myflorida.com/osd. X. Provide a plan that incorporates the use of equote to improve opportunities with certified minority, women, and veteran-owned businesses. The Department utilizes the MyFloridaMarketPlace equote sourcing tool in an effort to maximize opportunities for participation by certified minority, women, and veteranowned businesses. The enhanced search functionality within the equote tool allows the Department to search for certified businesses to include in the quoting process. Note: Although this plan specifically addresses the Florida Department of Corrections, it is also to be referenced for the Florida Commission on Offender Review, as the Florida Department of Corrections is also responsible for their procurements. Florida Department of Corrections 6