Business Participation Plan 2017-2018 Submitted by: Eve Hinton, Bureau Chief 4040 Esplanade Way, Suite 215 U Tallahassee, Florida 32399-7000
TABLE OF CONTENTS Page I. DOEA Mission and Vision 3 II. Agency Staffing and Progress Tracking 3 III. Establish Program Initiatives 3 IV. Outreach Activities 4 V. Vendor Education 4-5 VI. Spend Summary for FY 16/17 and Estimates for FY 17/18 5-6 VII. Capturing and Reporting of Subcontractors 6-7 VIII. Minority Vendor Initiatives 7 2
I. DOEA Mission and Vision Mission: To help Florida s elders remain healthy, safe, and independent. Vision: All Floridians aging with dignity, purpose, and independence. The Florida Department of Elder Affairs (DOEA or Department) commitment for enhancing supplier diversity is to accomplish its mission by purchasing the goods and services needed by the program offices at the lowest price and best quality possible. The steps taken by the Bureau of Contract Administration and Purchasing to achieve this commitment includes the following: a) Assisting in the development of solicitation specifications ensuring increased competition with minority, woman, and veteran-owned small businesses, b) Assisting program offices with requests for quotes in general and equotes, as required by MyFloridaMarketPlace (MFMP), in order to increase the vendor pool and obtain the best value for the State; c) Establishing and administering agreements and contracts in accordance with sound procurement practices and all applicable laws; and d) Purchasing from Certified Minority Business Enterprise (C) or Minority Business Enterprise () whenever possible. II. Agency Staffing and Progress Tracking The senior official responsible for monitoring and implementing the Department s Business Participation Plan is: Jennifer Eve Hinton, Bureau Chief Contract Administration and Purchasing The Department reviews the current fiscal year goals on a quarterly basis. To keep DOEA on target of its goal, all purchases are reviewed to encourage the use of C and/or vendors. In addition, we frequently look for innovative ways to utilize C and vendors for existing purchases or emerging projects. III. Establish Program Initiatives a) Train and encourage DOEA staff when purchasing goods and services to obtain quotes from Cs (if possible); if not possible, from s. b) Select minority vendors listed on state-term contracts or alternate source contracts when appropriate and train DOEA staff on how to select a minority vendor and determine if it is the best value for the State. c) DOEA will continue to educate new employees involved in purchasing commodities and services on how to search for Cs and s when 3
requesting quotes from vendors. The quotes may be written or through the State s electronic equote system of MFMP. IV. Outreach Activities a) Encourage minority vendors to do business with the Florida Department of Elder Affairs. b) Require equote participation for the informal quote process between $2,500 and $35,000. Identify minority vendors request quotes from those businesses providing the services or commodities sought. c) Encourage DOEA staff to identify and solicit phone or written quotes under $2,500 from minority vendors registered for the commodities or services needed by the Department. d) Attend and participate in the monthly meetings facilitated by the Office of Supply Diversity (OSD); and e) Attend as many as possible Supplier Diversity Exchanges One on One Conference/Workshops sponsored by OSD. f) Provide assistance to vendors wishing to register to do business with the State. V. Vendor Education a) Participate in statewide roundtable discussions, seminars, and one-on-one sessions with current and prospective minority vendors to promote inclusive business utilization. b) Participate in Tallahassee and surrounding area meet-and-greet workshops to encourage minority vendors to do business with the Florida Department of Elder Affairs. c) Encourage minority vendors to obtain certification through the OSD. d) The Department will provide information about its Ninety (90) Day Spending Plan for upcoming procurement opportunities to the OSD. OSD will post the Spending Plan on their website for minority vendor opportunities. The OSD web site link is Office of Supplier Diversity (OSD) e) The Department s Bureau of Contract Administration and Purchasing will use all available means to educate minority vendors to use MFMP and to register for equotes. This will include a statement, where applicable, about esourcing registration on the Department purchase orders. 4
f) DOEA will provide assistance, if necessary, to assist C and vendors to properly register in MFMP to ensure their designation is accurately reflected. VI. Spend Summary for FY 16-17 and Estimates for FY 17-18 The majority of funds allocated to the Department are federally funded grants; therefore, they are exempt from state procurement laws, as further explained in Section VII. Where possible within the grant guidelines, the Department tries to funnel dollars to listed MFMP registered minority vendors specifically Cs. The following is a list by minority category of the Department s 2016-2017 fiscal year (FY) spend, as well as the Department s estimated spend for the current FY 2017-2018. Certified Minority Business Actual Spend Fiscal Year July 1, 2016 thru June 30, 2017 Code Dollars African American H $305 Hispanic I $4,481 Asian-Hawaiian J $0 Native American K $0 American Woman M $2,800 Service Veteran W $0 Total Certified Minority Business Spend $7,586 Non-Certified Minority Business Actual Spend Fiscal Year July 1, 2016 thru June 30, 2017 Code Dollars African American N $582,753 Hispanic O $587,842 Asian-Hawaiian P $315,008 Native American Q $7,327 American Woman R $303,277 Service Veteran Y $557,062 Total Non-Certified Minority Business Spend $2,353,269 5
Certified Minority Business Estimated Spend for Fiscal Year July 1, 2017 thru June 30, 2018 Code Dollars African American H $2,044 Hispanic I $2,700 Asian-Hawaiian J $250 Native American K $250 American Woman M $25,776 Service Veteran W $250 Total Certified Minority Business Spend $31,270 Non-Certified Minority Business Estimated Spend for Fiscal Year July 1, 2017 thru June 30, 2018 Code Dollars African American N $364,437 Hispanic O $633,701 Asian-Hawaiian P $61,416 Native American Q $12,041 American Woman R $224,194 Service Veteran Y $558,217 Total Non-Certified Minority Business Spend $1,854,006 VII. Capturing and Reporting of Subcontractors Sections 20.41(5) and 430.101, Florida Statutes, designate the DOEA as the State Unit on Aging under the Older American Act. The Department serves as the primary state agency responsible for administering state and federal human service programs for the elderly (client services). The Department ensures client service delivery by executing contracts with private, non-profit human service providers (11 Area Agencies on Aging [AAAs]) as mandated by the Older American Act [Sections 305(a)(1)(E) and (a)(2)(a)]. These contracts are non-competitive procurements and are classified as regulated exemptions. The AAAs contract with both public and private groups to provide services or in very limited instances may provide services directly through special waivers. The Department follows 287.09451 (c) by placing in all the AAA contracts a DOEA form so that the AAAs can report 2 nd tier minority dollars spent. The AAAs are encouraged to have their minority vendors register in MFMP and for the minority vendor to become certified through OSD. 6
This multi-layer contracting system comprises the bulk of the Department s annual contracting and purchasing activities in both procurement volume and dollars. The Department will continue to encourage members of its aging services provider network to pursue contracting opportunities with the minority vendors. VIII. Minority Vendor Initiatives Bureau of Contract Administration and Purchasing will continue to update the Contract and Purchasing Policy Manual to include the most current information on minority vendors. The Department will encourage all their current participating minority, women and veteran owned businesses as well as new minority vendors to register or update their current registration to accept equotes and solicitations. In support of the Governor s One Florida Initiative and to improve business and economic opportunities for Florida's woman, veteran, and minority-owned businesses, the Florida Department of Elder Affairs utilizes minority and veteranowned businesses in all procurement and purchasing opportunities whenever possible. For more information, please click on the following link located on the Florida Department of Elder Affairs webpage: http://elderaffairs.state.fl.us/doea/financial.php END OF TEXT 7