All schools have been notified via general school email addressArea Superintendents are also notifiedFurther training dates TBDNote all available catalogs-increasing competitionNew catalogs are being addedTextbook and curriculum materials that were bid are being reviewed for award and will be added to eSchoolMall
Schools and offices are responsible to confirm with the vendors that items ordered will be delivered and invoiced before 7/6/2010. Any purchases recorded by the bank after the 7/6 closing date will be charged to FY 2011.This year-end closing schedule is on Accounting’s Intranet website
Incomplete/inaccurate requisitions delay processing; use active vendor with correct ordering address, identify bid/quote#, vendor#, description, shipping, account string, acct mgr signature. These will be returned to requester for correction and will delay expedition of requisition processingGet update from Savin, Data Networks, Daly, DouronSearch bid board using key wordsDate of fax acknowledgement?
VPR has been very successful with non-construction vendors
A new Welcome/Instructional page has been added to ease the process. Stress the importance of reading instructions and following the Guide. Intranet document is only for employee reimbursements
8/2/2010 1 Baltimore County Public Schools Office of Purchasing 2005,2006,2007,2008,2009 and 2010 National Purchasing Institute Achievement of Excellence in Procurement Award Winner! ISO 9001:2008 Certified
Baltimore County Public Schools Office of Purchasing Mission Statement The mission of The Office of Purchasing is to provide a quality education that develops the content knowledge, skills, and attitudes that will enable all students to reach their maximum potential as responsible, life-long learners and productive citizens, through direct support to the Baltimore County Public Schools Faculty, Staff, and Business Community for all of their procurement needs in a manner that is ethical, impartial, open, fair and honest and sustains a continuous and measurable improvement in student performance. 8/2/2010 2
Baltimore County Public Schools Office of Purchasing Vision Statement The Office of Purchasing contributes to the delivery of a cost efficient education by endeavoring to ensure that BCPS and the taxpayers receive full value through our procurement expertise to assure the timely acquisition, and distribution of goods and services at the best possible price on the basis of a competitive solicitation process from the most responsive and responsible bidders considering cost, quality, suitability, service and delivery. 8/2/2010 3
Baltimore County Public Schools Office of Purchasing Values Statement The Office of Purchasing coordinates and issues all solicitations for commodities, construction and renovations, equipment, furnishings, instructional materials, and services in compliance with all applicable federal and state statutory regulations, Board of Education policies, procedures and rules. They ensure that all bid specifications and contract documents are designed to optimize the quality of goods and services while at the same time minimizing the financial risk to the school system and increasing public trust in the procurement process. The Office of Purchasing acts in accordance with the highest standards of ethics, and is accountable for the quality of their technical assistance, exceptional service, and continuous improvement in their process. The Office of Purchasing is committed to a fair and equitable bidding environment that encourages economic growth in the minority and small business community through their participation in all BCPS contracts. 8/2/2010 4
2005,2006,2007,2008 and 2009 National Purchasing InstituteAchievement of Excellence in Procurement AwardWinner! The Baltimore County Public Schools Office of Purchasing has been awarded The National Purchasing Institute's Achievement of Excellence in Procurement award for the fifth year in a row (2005 - 2010). The National Purchasing Institute, the public sector affiliate of the Institute for Supply Management (ISM), exists to promote the achievement of excellence in governmental and institutional Procurement through education, certification, professional development and networking of their members and other professionals associated with public sector procurement and supply management. This prestigious award is earned by those organizations that demonstrate excellence in innovation, professionalism, productivity, e-procurement, and leadership attributes of the procurement organization. 8/2/2010 5
Significant Achievements In 2001 BCPS became the first public school system in Maryland to implement eProcurement as their primary means of procuring goods and commodities. First Public School System in Maryland to conduct a Reverse Auction in 2002 and the First to use the Reverse Auction Method for the procurement of Construction Materials in 2006. Led the legislative initiative to raise the bid threshold for LEA’s from $15,000 to $25,000 in 2006. First LEA to establish performance contracts for Textbook Publishers and to actively negotiate pricing and shipping costs. This lowered shipping costs from 10-15% to 2-6% saving BCPS $92K in FY 2010 alone. First LEA to establish an on-line plan room for all construction projects within the system. First LEA to implement an on-line vendor evaluation system. First Lea to establish on-call time and material bid contracts allowing for construction projects not to exceed $300K to be quoted or bid with-in 48 hours by pre-approved vendors thus reducing the bidding time by at least 12 days. One of a handful of School Districts to become ISO 9001:2008 Certified in 2010. 8/2/2010 6
Purchasing Functions Issue and distribute purchase order documents. Encourage fair and equal treatment of all prospective bidders and vendors. Maintain a list of qualified vendors and their respective vendor codes. Observe procedures to identify and prohibit business transactions with any vendor whose past performance has disqualified their status by BCPS, county, state or federal policies, procedures and statutes. Assure that purchases meet appropriate local, state, and federal safety and health standards. Facilitate the prompt procurement of goods and services for schools and offices. 8/2/2010 8
Purchasing Functions Administer and Coordinate all agreements for the purchase of supplies, materials, equipment and (contracted services). Enter into contracts with vendors to establish a fixed price to be used by all schools and offices for a specified period of time. Distribute information on existing state, county and BCPS contracts to schools and offices. Process all requisition/purchase order forms and catalog requests in accordance with established contracts to approved vendors. Identify purchases which require the use of established quotations and/or bid policies or procedures. Select potential award vendor in cooperation with the account manager. Submit the recommendation for award of contract to the Board of Education when appropriate. 8/2/2010 9
2009-2010 Goals Expand the use of eCommerce and online purchasing, especially with Third Party Billing and Grants. Expand the number of catalogs on our eCommerce system by adding Frey Scientific, Fisher Scientific, SportsTime, Childcraft, Abilitations, Sax Arts & Crafts, Dick Blick, Clayworks, Service Photo, CDW, Grainger, Home Depot, Graybar, and ZEP. Implement eSchool Mall as the new generation shopping Platform and expand the usage of electronic procurement to including the issuing and receiving of electronic bids. Develop and implement improved purchasing database and prepare reports that enable the scheduling of renewals, track bids and contracts, etc. Evaluate terms & conditions for bid specifications to support performance standards and enhance quality of goods and services. Complete review and update of Board policies and Superintendent Rules as well as revise and publish our procurement procedures manual to include the new procedures from Financial Advantage 3.8 and ISO 9001. Maintain a “continuous improvement” program comprised of the following: At least two meetings of formal procurement focus group Formal procurement customer survey Vendor training with scheduled training workshop Enhance our professional “Staff training” program allowing staff members to obtain their Professional Procurement Certification with the National Institute of Governmental Purchasing (NIGP)(CPPB & CPPO) and The Institute of Supply Management (ISM) (C.P.M.). Continue to implement and expand our current pilot for vendor performance evaluation process for construction-related projects with a value of $500,000 and greater. Evaluations, whether positive or negative, will be shared with all team members involved. Team members can include Purchasing, Facilities, Construction Manager, General Contractor, subcontractors and suppliers. 8/2/2010 10
BCPS Office of PurchasingOrganizationas of July 1, 2009 8/2/2010 11
Governing Authorization The annotated Code of Maryland sections §5-112 and §7-106, and the Maryland State Department of Education Financial Reporting Manual for Maryland Public Schools.
The Bid Solicitation Process Bids must be advertised for two weeks. The Purchasing Agents: - Assist schools and offices in developing bid specifications. - Evaluate bids received and submit recommendations to the Board for contract approval. 8/2/2010 13
The Bid Solicitation Process The Office of Purchasing coordinates all BCPS bids and vendor contract negotiations State law and Board policy require public bidding procedures to be followed for certain purchases. The threshold for requiring bids is $25,000 – single item or system-wide annual needs Curriculum and books are chosen through an evaluation process administered by the Department of Curriculum & Instruction 8/2/2010 14
The Procurement Process Other alternatives to bidding include: - “Piggybacking” on contracts awarded by other public entities that follow public bidding procedures. - “Sole-Source” if proprietary or only available from one source. A sole source determination is made by the Office of Purchasing – and still must be submitted to the Board for approval. - Purchasing consortiums/cooperatives 8/2/2010 15
Purchasing Procedures Notify the Office of Purchasing of any goods, commodities or services that may need to be solicited or procured. Plan in advance! - From start to finish the process of preparing, advertising, issuing, evaluating and Board approval can take 2 months or more! If No Current Approved Contract Exists for the Item: get two written quotes from vendors If a purchase is > $15,000 and < $25,000 If a purchase is < $15,000 get one written quote Use on-line catalogs for available items If less than $1,000 use a P-card Contact Office of Purchasing if any assistance is needed 8/2/2010 16
8/2/2010 17 Number of Purchase Orders Processed Each Fiscal YearFY 2000 – FY 2009
As of FY 2010 Purchasing has Processed 2,470 bids valued at $2.6 Billion
51 of the Agent’s recommendation for award have been appealed by bidders. These bid protests represent 2.1% of total bids solicited.
Of the 51 Appeals, 34 of the Agents’ decisions have been appealed to the Purchasing Manager.
Of the 34 appeals to the Purchasing Manager, only 6 appeals of an Agent’s decision has been overturned.
Of the 34 Appeals to the Purchasing Manager, as of FY 2009 only 4 of his decisions have been appealed to the CFO and the Executive Director of Physical Facilities.
All appeals to the CFO and the Executive Director of Physical Facilities of the Purchasing Manager’s decisions have been sustained
No award has been appealed to the Board of Education of Baltimore County since 2001
Procurement Cards Having a Visa card is a privilege! The card comes with responsibilities Make necessary small (< $1,000) purchases Ensure available budget $ prior to purchase Not to be used for contracted services Training is required for cardholders & Approvers Retain receipts, logs, statements for 5 years Procedures are on Office of Purchasing website https://intranet.bcps.org/offices/purchasing/pcard_procedures/ 8/2/2010 27
Procure – Procurement Card Management Software The Office of Accounting: Regularly monitors Visa card purchases and requests documentation from school/offices Monitors compliance with reconciling requirements over 50,000 transactions annually!! Sends memo’s to cardholder/principal when billed items are not reconciled timely If necessary, sends second notice to Area Assistant Superintendent CONTINUED FAILURE TO LOG AND RECONCILE TIMELY WILL RESULT IN FORFEITURE OF VISA CARD! 8/2/2010 28
Procure – Procurement Card Management Software Common issues: Purchases not logged Billed charges not reconciled Items charged to incorrect budget account (e.g. toner charged to “textbooks”) Inadequate descriptions Food/restaurant/catering charges – the description should include the purpose of the meeting and the attendees Cardholders must: Log all purchases when made Select proper budget account to charge Reconcile billed charge to logged purchase - Reconciled charges are posted to Advantage Financial daily Prior month charges must be reconciled by 20th of the month Print logs and forward with statement and receipts to principal for approval Principal is accountable for all Visa purchases at the school 8/2/2010 29
Total Number of BCPS Procurement Card Transactions Per YearFY 97 – FY 09 8/2/2010 30
Total Dollar Amount Spent With BCPS Procurement Cards Per Year FY 97 – FY 09 8/2/2010 31
BCPS Online Curriculum Catalogs Web-based system to order necessary curriculum and instructional materials. Includes textbooks and other frequently used instructional items. Access to office/classroom supplies through Office Depot, Corporate Express, Office Max, Staples and Rudolph’s – 450,000+ items Over 29,000curriculumitems included in the catalogs Searchable by title, item name, ISBN # Catalogs may be printed for copying and distributing 8/2/2010 32
BCPS Online Curriculum Catalogs Must attend training to get a user ID & password Register for training through the PDC website Know your budget account to charge before beginning Orders are routed to principal for electronic approval – before they are sent to the vendor! Vendor ships and charges your budget through Visa Print copies of approved orders for delivery identification, verifying Visa charges, follow up off backorders Training materials available on the Office of Purchasing web site: https://intranet.bcps.org/offices/purchasing/pdf/BCPS-Online-Ordering-Training-Manual.pdf 8/2/2010 33
eProcurement Results Order Submission Delivery of Goods Shipping Costs Vendor Payment Sourcing Consolidation Real-time Notification to Vendors 24-48 hours of Order Placement 10-15% Reduction 24-48 hours from Shipment 33% Reduction of Catalog Surplus 8/2/2010 35
BCPS Catalogs Medications and First Aid Music Periodicals Physical Education Science Supplies Technology Education Textbooks Unique Office Supplies Art Supplies / Photo Athletic Equipment & Supplies Audio Visual Family Studies Handwriting Materials Library Media Math Supplies Media 8/2/2010 36
eProcurement Process Phase I (2000-2001) began pilot operation with US Bank Pcard 20 Schools, 5 Catalogs Phase II (2001-2002) All Schools using the same five Catalogs Art Supplies Science Physical Education Library Media Audio Visual Supplies 1951 transactions, 33 Vendors, valued at over $668K 8/2/2010 37
eProcurement Process Phase III (2002-2003) Increase to 13 catalogs with potentially 150 additional suppliers Instrumental Music Vocal Music Technology Education Medical & First Aide Supplies Unique Office Supplies Secondary Math Family Studies Art Photography Incorporate lessons learned from FY 01 Implemented continuous product improvement methodology Enhance software to support the competitive procurement process and awards of bid 8/2/2010 38
eProcurement Process Phase IV (2003-2004) Increase to 23 catalogs with orders valued at $2.5 million with potentially 200 additional suppliers Textbooks – Senior Textbooks – Middle Textbooks – Elementary Textbooks – Special Education Instructional Media _ Secondary Instructional Media – Elementary Instructional Media – Special Education Football Equipment Athletics Instructional Software and Periodicals Continuous ability of Curricular Offices to edit their Instructional Materials Catalogs Incorporate lessons learned from FY 02 Continue to enhance software to support the competitive procurement process and awards of bid on-line 8/2/2010 39
BCPS eProcurement Implementation Plan Develop and Deploy on-line catalogs Deploy Vendor Self Service and on-line bidding Offer additional on-line access to employees to vendors electronic catalogs Integrate into a global ERP system 8/2/2010 40
8/2/2010 42 What is Online Procurement? An Online Procurement network uses sophisticated technology providing a secure marketplace, sales platform and transaction tracking system available via the web only to selected buyers and suppliers. An aggregated, “catalog of catalogs” controlled by an administrator and using only pre-negotiated pricing and terms from authorized vendors 42
8/2/2010 43 eProcurement adoption The benefits of eProcurement are compelling Up to now, only a few of the largest school districts with professional purchasing staffs, adequate resources and an internal “champion” have implemented systems ASBO MD/DC intends to offer its members access to a successful, secure on-line eProcurement network
8/2/2010 44 The benefits are real…. In a recent study of early adopters of eProcurement systems, the Aberdeen Group reported the following key benefits: Improved data gathering and reporting on fiscal year expenditures Tighter control over off-contract or “maverick” buying Lower procurement administration costs Shorter requisition and order fulfillment cycles
8/2/2010 45 A Positive Experience at Baltimore County BCPS Online Curriculum Catalogs a web-based system to order necessary curriculum and instructional materials.
A secure, Online Procurement network for ordering curriculum and instructional materials, including textbooks and other frequently used instructional items.
Access to office/classroom supplies through Office Depot, Corporate Express, and Rudolph’s 350,000+ items
Catalogs may be printed for copying and distributing
Ready access to catalog information on employee’s desktop
eProcurement frees purchasing personnel from:
clerical, order processing activities that are time-consuming and non-strategic
Allows them to focus on strategic activities, such as negotiating contracts with suppliers and analyzing purchasing behavior.
Control over process and approvals, with accurate accounting codes Seamless integration with purchasing card processes and tools Reduced supplier costs to serve Streamlined procure-to-pay, business processes
8/2/2010 46 PO Process Savings Example Order Audit Order Payment Order Receipt Procurement Mgmt. Product Search & Selection Order Placement Invoice Receipt Approval Invoice Payment Price Product Supplier Transmittal $32.33 $10.28 $13.28 $48.18 $51.92 $11.84 Standard Practices Standard Usage (Print) $168 Per Order Warehouse Paper Check Manual Matching Manual Manual Benchmarking Standard Usage (EDI) Phone Diskette Fax Dock Credit Card Custom Usage (Print) Paper Catalog Small Frequent Orders Customer Purchasing System Automated Download Individual Order / Desktop Delivery By Product Number Product or Service Need Electronic Invoice Raw Data Combined Orders EDI Best Practices By Product Picture Electronic Ordering System Consolidated Orders / Desktop Delivery Direct GL Interface EFT Automated Benchmarking $10 Per Order Blanket PO Custom Usage (EDI) Automated Matching Template Order Real Time Audit on Demand Exceptions and Recomm. Supplier Managed Inventory Supplier Managed Inventory Automated Re-order No PO $1.46 $3.40 $2.29 $0.05 $2.62 $.28
8/2/2010 47 Cost Reduction Per Transaction The average administrative cost of procuring and paying for a good or service via the traditional purchase-order based process is reported by respondents to be about $89, while the average cost associated with their purchasing card transactions is estimated to be about $22 – a net savings attributable to purchasing card use of over $67 per transaction. (Based on the 2005 Palmer Study)
8/2/2010 48 OrderHouse On-Line Orders Summary ReportNumber of Orders Per YearFY 00 – FY 10
All open operating funds purchase orders will be reviewed and cancellation of unnecessary balances begins.
General Purchasing Procedures
Your first resource should always be the online curriculum catalog, eSchoolMall.
Hosted catalog items include all curriculum items put out for bid
Dynamic linked catalogs are full-service Internet vendor catalogs. Price comparison shopping is highly recommended.
Consult Purchasing’s bid board/current contracts to locate contracts for services, supplies/materials.
When submitting a requisition, it should be complete and accurate, and should include one or more valid vendor quotations.
Coming Soon! In response to the recent Quality Management System Focus Group, Purchasing is instituting a green solution to acknowledge receipt of faxed documents. Acknowledgement will be sent to general school and office email addresses.
Vendor Performance Report-Non Construction
Establishes a means to provide necessary vendor performance documentation, whether positive or negative.
Purchasing cannot take action without adequate documentation.
Vendors are entitled to positive and negative feedback.
If negative, vendors are given an opportunity to take corrective action
Is located on the Purchasing intranet webpage.
Vendor Self Service
Vendors and non-employee individuals/sole proprietors should register , via Vendor Self Service, http://www.bcps.org/OFFICES/purchasing, to conduct business with Baltimore County Public Schools.
Request for Individual Vendor Number (Revised 2/25/10)
To be used for employee reimbursements only.
Must be completed in full including social security number.
Purchasing – Executive Summary National Purchasing Institute’s Achievement of Excellence in Procurement award - fifth year The Office of Purchasing is part of the ISO process for BCPS The Office of Purchasing has 17 full-time staff members Blueprint for Progress Goal 8.4 Board of Education of Baltimore County - Retreat, March 20, 2010 72
Effective and Efficient Purchasing Practices Electronic purchasing processes Reverse auctions Negotiate pricing/shipping for textbooks On-line plan room for construction projects On-line vendor evaluation systems for large construction projects Pre-bid, on-call, time and material contracts for some construction projects Board of Education of Baltimore County - Retreat, March 20, 2010 73
74 Purchasing – Transition to ISO 9001 QUALITY MANAGEMENT SYSTEM (QMS) A Quality Performance Initiative in the Office of Purchasing Department of Fiscal Services
by producing documented evidence Board of Education of Baltimore County - Retreat, March 20, 2010 75
Fiscal Services ISO 9001:2008 Primary Objective Objectives for the Office of Purchasing (Department of Fiscal Services)
To enhance customer satisfaction by assuring conformity to customer requirements through the application of a Quality Management System (QMS)
Board of Education of Baltimore County - Retreat, March 20, 2010 76
Summary of ISO Procurement Process School/office identifies need for good or service School/office purchases items using an electronic method; or School/office prepares requisition order Board approval of contract, as necessary Board of Education of Baltimore County - Retreat, March 20, 2010 77
Summary of Procurement Process (Cont.) Office of Purchasing prepares and sends purchase order/contract Schools/offices verify receipt of goods and services Schools/offices provide feedback on vendor performance
Appropriate and efficient payment to vendor
Board of Education of Baltimore County - Retreat, March 20, 2010 78
ISO Procurement Process Board of Education of Baltimore County - Retreat, March 20, 2010 79
Continuous Process Improvement Improving organizational capabilities Aligning improvement activities within organization Reacting quickly to opportunities Identifying non-conformities within the process Board of Education of Baltimore County - Retreat, March 20, 2010 80
Continuous Process Improvement (Cont.) Handling customer complaints Identifying the root cause of problem to prevent re-occurrences Implementing corrective action and following up to determine effectiveness of the action Board of Education of Baltimore County - Retreat, March 20, 2010 81
MBE/SBE Process Legal Authority Annotated Code of Maryland Education Article, Section 5-112 and Section 7-106 State Finance Procurement Article, Sections 14-201 and 14-302 (State-Funded Construction) Financial Reporting Manual for Maryland Public Schools Board Policies and Superintendent’s Rules Board of Education of Baltimore County - Retreat, March 20, 2010 82
Minority Business Enterprise (MBE) Any legal entity that is: Owned/controlled by one or more minority individuals non-profit organized to promote the physically or mentally disabled African-Americans, Asian-Americans, Hispanic-Americans, Native- Americans, women, and persons with disabilities Certified by the Maryland Department of Transportation Board of Education of Baltimore County - Retreat, March 20, 2010 83
Small Business Enterprise Must meet requirements set by the U.S. Small Business Administration Maximum annual receipts or number of employees Varies by industry Board of Education of Baltimore County - Retreat, March 20, 2010 84
Regulations - Interagency Commission on School Construction (IAC) Overall and minority-specific sub-goals for each project Bidder good-faith effort to meet goals within 10 days Purchasing review of appropriate documentation State MBE goal is NOT a set-aside Board of Education of Baltimore County - Retreat, March 20, 2010 85
IAC Regulations (Cont.) Additional guidance on January 19, 2010 Informal additional guidance from the Governor’s Office of Minority Affairs on February 4, 2010 Additional guidance on February 26, 2010 LEAs are expecting to receive additional guidance specifically related to forms Board of Education of Baltimore County - Retreat, March 20, 2010 86
Definitions Minority Business Enterprise (MBE) Defined by the State Finance Procurement Article 14-301 for State Construction, any legal entity that is: at least 51% owned and controlled by one or more minority individuals or; a non-profit entity organized to promote interests of the physically or mentally disabled. State-funded contracts – must be certified by the Maryland Department of Transportation (MDOT) County-funded contracts – must be certified by the MDOT or other recognized municipalities or minority associations.
Definitions (continued) Minority Groups African Americans Asian Americans Hispanic Americans Native Americans Women Persons with disabilities
Definitions(continued) Small Business Enterprise (SBE) as defined by State Finance Procurement Article 14-201 A business with 1-100 employees, depending on classification Generates an annual revenue of less than $7 million (for construction), and $2 million for other business classifications
Board Policies and Superintendent’s Rule Board Policy and Superintendent’s Rule 3200 – Purchasing from Minority and Small Business Enterprises Board Policy 7460 – Construction – Purchases from Minority Businesses Sets goals for MBE/SBE involvement Specific goals for all contracts 14% total value of contracts from both MBEs and SBEs Sets compliance with state contract goals
State Regulations (14-302) Goal for State-Funded Public School Construction Contracts 25% total value of contracts from MBE 7% minimum classified as African American 10% minimum classified as Woman-owned Specifically looks at subcontractors in addition to prime contractor New Interagency Commission on School Construction (IAC) procedures effective October 1, 2008
Governors Office of Minority Affairs (GOMA)Report on Local Education AgenciesMBE Participation for FY 2008
Governors Office of Minority Affairs (GOMA) Report on Local Education AgenciesMBE Participation for FY 2008 (Continued)
Comparison of Old and NewProcedures for State-Funded Contracts Old Procedures from June 1, 2005 New Procedures Effective October 1, 2008
New procedures require BCPS to set overall and minority-specific subgoals for each project.
Procurement Review Group (PRG) analyzes each project for potential certified MBE contractor participation.
Recommended participation goals for each project included in the advertisement and all bid documents.
Bidder required to submit documentation within 10 business days of good-faith effort to meet the goals, if requesting a waiver.
Purchasing agent reviews documentation to confirm the good-faith effort without which the bid must be found non-responsive.
Old procedures set goals for all of BCPS with each project having the same minority MBE goals without regard for type of work. No review of the project goals was necessary as each project was the same. Recommended participation goals for the system were included in each advertisement as well as bid documents. If a waiver for any portion of the goal was requested, the contractor was required to submit documentation of their effort to meet the goal. MBE liaison reviewed this documentation to confirm the effort. If the effort put forth by the contractor did not meet established criteria, the contractor was asked to provide additional documentation.
New IAC Procedures Impact on BCPS Project Solicitation Process
Ongoing MBE outreach efforts
Individual project goal setting done by the PRG
Pre-bid meeting to inform bidders of expectations and MBE legal and technical requirements
Required MBE forms are not submitted or not properly completed.
Documentation required within 10 days of bid to support a request for waiver is not submitted or not properly completed.
Documentation does not provide convincing evidence of good-faith outreach efforts.
Documentation does not provide convincing evidence of why available and interested MBEs were not used.
Good-Faith Effort Documentation A list of the portions of the work or supplies identified by the bidder to be potentially accomplished by MBEs A detailed statement of the efforts made by the bidder at least ten (10) days before the bid due date to solicit minority business enterprises through written notices that describe the categories of work for which subcontracting is being solicited, the type of work to be performed and specific instructions on how to submit a bid Follow-up actions taken by the bidder within the 10 days will also be reviewed A detailed statement of the bidder’s efforts to make personal contact with MBE firms
Good-Faith Effort (Continued) A record of the name, address, telephone number and dates contacted for each MBE A description of the information provided to MBEs regarding the drawings, specifications, and the anticipated work schedule for each portion of the work Information on activities to assist minority business enterprises to fulfill bonding requirements if necessary Information on activities to publicize contracting opportunities to minority business enterprises including attendance at pre-bid meetings A record of pricing submitted by each MBE which the bidder considers not to be acceptable, and a detailed statement of reasons for this conclusion
Contracting Process(Continued) State-Funded Construction Contracts All invitations for bids outline MBE participation goals. Purchasing notifies the Maryland/ Washington Minority Contractors Association (MWMCA) and Governor’s Office of Minority Affairs of all available bids. Purchasing directly notifies all pre-qualified contractors of available bids through the online plan room.
Contracting Process(Continued) State-Funded Construction Contracts (continued) A Utilization Affidavit, a Schedule for Participation and an Outreach Efforts Compliance Statement must be completed at the time of bid submission. As necessary, a request for a waiver must be submitted if the state goals cannot be met, and an Unavailability Certificate for Minority Subcontractors must be submitted.
FY2009 MBE Participation for State Funded Construction Projects by Category Board of Education of Baltimore County - Retreat, March 20, 2010 101 24% Total $63.4 million July 1, 2008 through June 30, 2009 Total Achieved – 24% African-American Achieved – 4.1% Women Achieved – 12% Note: State MBE goals now set by project
FY 2008 Operating, Grants, Capital, and Food Services Expenditures
Annual Reporting Results FY 2005 – FY 2008Contract Awards that Include MBE/SBE ParticipationJuly 1, 2004 through June 30, 2008
Annual Reporting Results FY 2005 – FY 2008Contract Awards that Include MBE/SBE ParticipationJuly 1, 2004 through June 30, 2008
Annual Reporting Results FY 2005 – FY 2008Dollar Value of Participation that Includes MBE/SBE July 1, 2004 through June 30, 2008
Annual Reporting Results FY 2005State-Funded Contracts– Total $36.9 million MBE Participation for State-Funded Construction Projects by Category July 1, 2004 through June 30, 2005 Total State MBE Goal - 25% Total Achieved - 37.7% African-American Goal - 7% Achieved - 6.1% Woman Goal - 10% Achieved - 21.9% 37.7%
Annual Reporting Results FY 2006State-Funded Contracts– Total $98.7 million MBE Participation for State-Funded Construction Projects by Category July 1, 2005 through June 30, 2006 Total State MBE Goal - 25% Total Achieved – 22.5% African-American Goal - 7% Achieved – 4.0% Woman Goal - 10% Achieved – 14.9% 22.5%
Annual Reporting Results FY 2007State-Funded Contracts– Total $210.2 million MBE Participation for State-Funded Construction Projects by Category July 1, 2006 through June 30, 2007 Total State MBE Goal - 25% Total Achieved – 22.2% African-American Goal - 7% Achieved – 6.9% Woman Goal - 10% Achieved – 11.5% 22.2%
Annual Reporting Results FY 2008State-Funded Contracts – Total $19.1 million MBE Participation for State-Funded Construction Projects by Category July 1, 2007 through June 30, 2008 Total State MBE Goal - 25% Total Achieved – 30.3% African-American Goal - 7% Achieved – 3.8% Woman Goal - 10% Achieved – 10.1%
Annual Reporting Results FY 2005 MBE and SBE Participation for all Contracts by Category Total Contracts - $121.3 million July 1, 2004 through June 30, 2005 Board MBE/SBE Goal - 14% Total Achieved – 39.0% 39.0%
Annual Reporting Results FY 2006 MBE and SBE Participation for all Contracts by Category Total Contracts - $206.4 million July 1, 2005 through June 30, 2006 Board MBE/SBE Goal - 14% Total Achieved – 27.1% 27.1%
Annual Reporting Results FY 2007 MBE and SBE Participation for all Contracts by Category Total Contracts - $258.9 million July 1, 2006 through June 30, 2007 Board MBE/SBE Goal - 14% Total Achieved – 25.4% 25.4%
Annual Reporting Results FY 2008 MBE and SBE Participation for all Contracts by Category Total Contracts - $139.8 million July 1, 2007 through June 30, 2008 Board MBE/SBE Goal - 14% Total Achieved – 44.9% 44.9%
Reporting Annual Report – MBE/SBE Bi-Monthly Friday Letter – Minority and Small Business Enterprises Report – New Contracts
MBE Outreach EffortsThe MBE Officer for BCPS has: Participated in the Maryland Public Purchasing Association Reverse Trade Show. Participated in the Southern Maryland Regional and Small Business Procurement Expo. Participated in the MSDE Workgroup to revise the Minority Business Procedures for State Funded Public School Construction Projects. Participated in Alliance Express Baltimore, a trade show for small and minority businesses. Participated in Baltimore County MBE/WBE Procurement Fair. Continued the use of Gardens Reprographics automatic bidder notification for construction projects.
Contracting Process Solicitations are advertised by the Office of Purchasing on the Web page. Beginning in 2008, all state bids are also advertised on eMaryland Marketplace and on their online system. For state-funded construction contracts, the Office of Purchasing notifies the Maryland/ Washington Minority Contractors Association (MWMCA) and Governor’s Office of Minority Affairs of all available bids.
Reporting Friday Letter – MBE/SBE Reports for BCPS contracts Minority and Small Business Enterprise Annual Reports to the Board of Education http://www.bcps.org/system/reports/ Newly Required Reports on MBE Project Participation Outcomes Board of Education of Baltimore County - Retreat, March 20, 2010 118
Vendor Resources Maryland Department of Transportation (MDOT) Directory of Certified MBE firms - http://mbe.mdot.state.md.us/directory/(located on Purchasing’s Resources Web site at http://www.bcps.org/offices/purchasing/pdf/mbe_forms/Web_MBE_Resources.pdf Vendor Self-Service http://www.bcps.org/OFFICES/purchasing/vss.html Board of Education of Baltimore County - Retreat, March 20, 2010 119
Continuous Improvement 2009 National Purchasing Institute’s Achievement of Excellence in Procurement award – fifth year November 4, 2009 - 36 general contractors and almost 200 minority subcontractors, as well as representatives from local and state organizations and agencies, attended an MBE Meet and Greet at the Oregon Ridge Conference Center Board of Education of Baltimore County - Retreat, March 20, 2010 120
Continuous Improvement (Cont.) May 14, 2010 – BCPS receives the Public School District of the Year for Minority Business Enterprise from the Maryland Washington Minority Contractors’ Association, Inc. May 15, 2010 – School Days – The Office of Purchasing is hosting a professional development training for contractors on MBE regulations Board of Education of Baltimore County - Retreat, March 20, 2010 121