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HomeMy WebLinkAboutMINUTES - 09142004 - C.113 ...............................................---.... . . .................................................................-............................... ............................................................................... ........................... Contra TO: BOARD OF SUPERVISORS % FROM: INTERNAL OPERATIONS COMMITTEE Costa DATE: AUGUST 16, 2004 90 County SUBJECT: 2004 FIRST QUARTER STATISTICS ON THE C1.113 SMALL BUSINESS ENTERPRISE AND OUTREACH PROGRAMS SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS I ACCEPT report on the 2004 first quarter statistics compiled by the Affirmative Action Office on the Small Business Enterprise (SBE) and Outreach Programs. 2. RECEIVE report on the number of self-certified small businesses within each supervisorial district that are currently registered under the County's SBE Program. 3. AUTHORIZE the Affirmative Action Officer to make available to County staff all business enterprise designation information to promote outreach to all businesses, as recommended by the Advisory Council on Equal Employment Opportunity; and DIRECT staff to notify registered businesses of the County's intent to use this information for outreach purposes. 4. DIRECT the Affirmative Action Officer to request an accounting by the Health Services Department on the number of contract renewals executed by the department during the first quarter and report any findings to the IOC in the next quarterly report. CONTINUED ON ATTACHMENT: YES SIGNATURE: j�PPOMMENDATION OF COUNTY ADMINISTRATOR i.,�COMMEN AT OF BOARD COMMITTEE ROVE OTHER -MWOL 71�139 SIGNATURE( Xf GAYL 1L MA,CHAIR MARK DeSAULNIER"l— ACTION OF BOARD OWJ-'66�� JA06),0ZAPPROVEAS RECOMMENDED VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT UNANIMOUS(ABSENT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN AYES: NOES: ATTESTED: SEPTEMBER 14,2004 ABSENT: ABSTAIN: JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISC)XS AND COUNTY ADMINISTRATOR CONTACT: JULIE ENEA(926)335-1077 BY - " �"EPUTY CC: INTERNAL OPERATIONS COMMITTEE STAFF COUNTY ADMINISTRATOR AFFIRMATIVE ACTION OFFICER COUNTY COUNSEL 2004 Small Business and Outreach Program Reports August 16, 2004 Intemai Orations Committee Page 2 5. DIRECT the Affirmative Action Officer to meet with the chambers of commerce for Richmond, EI Cerrito, San Pablo, and Pinole to promote and advertise the County's SBEand Outreach Programs and to encourage self-certification of local businesses with the County. BACKGROUND On December 13, 1999, the Board of Supervisors approved the Small Business Enterprise Program for the purpose of providing small businesses a fair share of County business. The program covers constructioncontracts of$25,000 or less, purchasing transactions of$50,000 or less, and professional/personal services contracts of$50,000 or less. For those contracts and transactions that are not exempt from the program, 50% of the dollar amount will be awarded to small businesses, as defined in the program. The Board directed the County Administrator to work with County departments to implement the program and referred the program to the Internal Operations Committee for continuing policy oversight and development of recommendations for program changes, in warranted. The Outreach Program was adopted by the Board of Supervisors in August 1998 to promote broad outreach to all businesses, currently including minority-owned', women-owned, disabled veteran-owned, small, local, and other businesses, and applies to service contracts in the amount of$2,500 or more and purchasing contracts that exceed $10,000. The IOC has provided policy oversight on the programs since their inception, including surveying County departments on the implementation of the SBE and Outreach Programs. We find that most county departments are actively participating in the programs and meeting program goals. Dung the first quarter of 2004, SBE goals were substantially met in the area of purchasing (48%), and surpassed in the areas of professional contracts (57%) and construction (91%). With two limited exceptions, departments report that they are conducting outreach on business opportunities. We are concerned, however, at the high number of contract renewals during the first quarter. We, therefore, recommend that the Affirmative Action Officer be directed to follow up with the Health Services Department to obtain additional information about the nature of the contract renewals and report any findings to the IOC in the next quarterly report. The Advisory Council on Equal Employment Opportunity recommended that additional business enterprise information, e.g., minority-owned, women-owned, locally-owned, disabled veteran-owned, and other-owned business enterprise categories, be provided to County departments to promote broader outreach. The lOC supports this recommendation and has directed staff to contact each business registered under the County's programs to advise them of the County's intent to use this information for outreach purposes. At the last quarterly report, the IOC asked the Affirmative Action Officer to compile data on the number of self-certified small business registered with the County by supervisorial district. Attached is that data. The IOC recommends that additional outreach be conducted by the 2004 Small Bess and Outreach Program Reports August 16,2004 Internal Operations Committee Page 3 Affirmative Action Office to West County chambers of commerce to advertise the County's SBE and Outreach Programs and encourage registration with the County's business directory. ...........-...........I.....................................................I...... . ........................................................................................................ County of Contra Costa Office of the County Administrator Afffimative Action Office 651 Pine Street, Martinez,CA 94553 (925) 335-1045 fax: (925) 646-1353 Ekuev@cao.co.contra-costa,ca.us Memorandum Date: June 30, 2004 To: Internal Operations Committee From: Emma Kuevorr, ��� Affirmative Action Officer Subject: Self Certified SBEs in Supervisorial Districts The Fourth Quarter and Annual Small Business Enterprise(SBE)and Outreach Program Reports were presented to you at your April 19, 2004 meeting. After the presentation, you requested a report on the number of businesses in the SBE Directory by Supervisorial.District. Listed below are the SBE totals in each business category as of June 30, 2004. Small Business Enterprise Directory (By Supervisorial District) Businesses Professional Personal Construction Purc ing Services Total District # % # % # % # % 1 36 100do 42 8% 164 13% 242 11% 11 85 23% 104 20% 239 1900 428 20% Ill 59 16% 74 14010 154 12% 287 13% rV 113 3101a 242 46% 523 42% 878 41% 0 V 73 20°1069 13% 1 179 - 141% 321 15% Total 360 100,0/o 531 . 1 100% 1 1,259 [100% 2,156 100 &WimisByDistdoc ................................................................I...I...''I'll'-, ................................................................................... .......................... .................................................... ...................... County of Contra Costa Office of the County Administrator Affirmative Action Office 651 Pine Street,Martinez,CA 94553 (925) 335-1045 fax- (925)646-1353 Ekuev@cao.cccounty.us Memorandum Date: June 28, 2004 To: Internal Operations Committee From: Emma KtievdAuaw Affirmative Action Officer Subject: August 2, 2004 Report The interviewed The Advisory Council on Equal Employment Opportunity at their June 25,2004 meeting discussed the'current status of the Small Business Enterprise and Outreach Programs and several applicants for the two vacant Community and Disability seats. i' e CuA s Advisory s .. The Advisory Council recommends to the Internal Operations Committee, through the Board of Supervisors, that additional information be given to departments to assist them o 0�tr utreach to all businesses." The Advisory Council suggests departments be provided- t I-,Iinornity Business Enterprises (MBE),Women Business Enterprises (WBE, Local Business Enterprises (LBE), Disabled Veterans Business Enterprises (DVBE), and Other Business Enterprises (OBE)with the current Small Business Enterprises information that is currently given to Departments on the SBE Directory. Staff recommends the business designation(MBE,WBE, OBE, LBE, and DVBE)be I posted on the Intranet along with the SBE designation for a business. The second recommendation from the Advisory Council is to appoint Ms.Phoenicia Walker,Senior Admissions and Records Assistant and Veteran Affairs Representative at Diablo Valley College. Several candidates were interviewed for the vacant Community and Disability seats on the Advisory Council, and Ms. Walker was judged to be the best qualified for the Community seat. The Advisory Council will be interviewing other candidates at their July meeting for the Disability seat. aAdvisMCouncilloWS080204 County of Contra Costa Office of the County Administrator Affirmative Action Office 651 Pine Street, Martinez, CA 94553 (925) 335-1045 fax: (925) 646-1353 Ekuev@cao.cccounty.us Date: June 4, 2004 To: Internal Operations Committee From: Emma Kuevor Affirmative action Officer Subject: Small Business Enterprise and Outreach Program Roports Staff will present the attached reports at the August 2, 2004 meeting of the Internal Operations Committee and will be prepared to answer any questions that you may have. The following items are attached for your review: 1. 1 st Quarter 2004 SBE and Outreach Programs Summary Report; 2. SBE Program 1't Quarter 2004 Reports; . Outreach Program 1st Quarter 2004 Reports; 4. Summary of information received from departments regarding the number of amended and renewed contracts under the SBE and Outreach Programs during the 131 Quarter (for the time period of January 1, 2004 through March 31, 2004) a.:i nmtg1 rd0t,r20041tr ................I..........................................................................11 -.... . ...........................................................I.................................. .................................. Small Business Enterprise (SBE) and Outreach Programs 20041" Quarter Summary Report Thej Internal Operations Committee requested that the SBE and Outreach Program Reports be summarized for the 28 departments in County Government. The following information summarizes the 2004 I't Quarter(Jan I —Mar 31, 2004) SBE and Outreach Program Reports. SBE Program: The objective of the program is for departments to award on an annual basis fifty percent (50%) or more of the total dollar amount of purchasing transactions, professional/ personal services contracts, and construction contracts to SBEs. The program covers purchasing transactions and professional/personal service contracts of$50,000 or less; and construction contracts of$25,000 or less. During the first quarter, 20 departments and the Purchasing Agent had purchasing transactions; 20 departments awarded professional/personal service contracts; and, two (2) departments awarded construction contracts including the Job Order Contractor in the General Services Department. The following information highlights the activity of departments during the first quarter of 2004: 2004 SBE I" Quarter Summary Activity* Categories Number of Dollars % Of Dollars % Of Awards Awarded Dollars Awarded Dollars Awarded Year to Awarded Date Year to Date Purchasing 3,153 $1,740,860 47.8 $1,740,860 47.8 Professional/ Personal 460 $1,633,629 57.2 $1,633,629 57.2 Services Construction 21 $180,272 90.6 $180,272 90.6 Given the varying functions and size of county departments many experience periods of concentrated activity at different times of the year. Beyond the summary above, several departments met or exceeded the program objective for this quarter. In the Purchasing category eight(8)departments and the Purchasing Agent awarded 50% or more of the total dollars to SBEs: Agriculture(82%), Community Development (83.9%), County Counsel (100%),Department of Information Technology(72.5%), Employment and Human Services (80.5%), General Services (51.9%), Library(57.5%), Sheriff-Coroner(59.5%), and the Purchasing Agent(79.5%). a:1 stQtr04summary ................I.....................................................................11...1.1.11.... ............................................................I................................... ....................................... The activity in the Professional/Personal Services category also indicates that the program objective was met or exceeded by many departments. 13 departments awarded 50% or more of the total dollars to SBEs: Assessor (100%), Building Inspection (100%), Community Development(73,811/o),Community Services (100%),County Administrator (61.9%), County Counsel (100%), Employment and Human Services (63.3%0), Crockett- Carquinez Fire (100%), East Contra Costa Fire (70.9%), Health Services (57%), Library (100%), Probation (100%), Public Defender(100%). The activity in the Construction category also indicates that the program objective was met or exceeded. Building Inspection awarded 71.4% of the total dollars to SBEs. Public Works and the General Services Department utilizing the Job Order Contractor awarded 100% of the total dollars to SBEs. Outreach Program: The Outreach Program objective is for departments to solicit to all(MBEs,WBEs, SBEs, OBEs, LBEs, and DVBEs)vendors and provide equal opportunity for vendors, service providers, and contractors to compete for business with the County. The program covers purchasing transactions that exceed$10,000; professional/personal service contracts of $2,500 or more; and construction projects of$50,000 and above. The Outreach Program continues to show progress with departments documenting their outreach efforts to all vendors. During the first quarter, ten (10) departments and the Purchasing Agent were involved in purchasing transactions; 15 departments had professional/personal service contracts/trans actions; and, two departments had construction contracts/trans actions. In the Purchasing category, ten (10) of ten (10)departments and the Purchasing Agent engaged in outreach activity; in the Professional/Personal Services category, 13 of 15 departments engaged in outreach activity; and, in the Construction category, two departments engaged in outreach activity. Amendments and Renewals: The last section of the report reflects the number of contract amendments and renewals under the SBE and Outreach Programs as reported by each department and the Purchasing Agent. Nine (9) departments and the Purchasing Agent amended contracts and six (6) departments renewed contracts under the SBE Program,resulting in a total of 94 amendments and 77 renewals; six (6) departments amended contracts and three (3) departments renewed contracts under the Outreach Program, resulting in a total of 25 amendments and 754 renewals. a:1 stQtr04summary 2 tf) Ct) YrS C7� C7 C3 C h�- 06 LU T C 1- (MMC) 00 N C+7 0 C) CP) N C CO T CO r- Ltj r T T N C4 N 0 C N r LL o o r rn a c ti o epi o C� Co Cv5 ori o 6 w �{ co r- CO r r N 0 Z d LU ,w 0 W ; ~ a O C M � O CC�1 - GI 00 Cy) G7 T 0 N W .a d ni c�+J rt C' cr eco co N G Q 00 T N M T z O O +0 C1 � Wr- co CND co O C) 0 t~ CiJ tl3 2' LL U V O Z 0 Cl C to CC de N C37 N R3 4 N LO N N C) N 03— {L �" Oj U) LL N d Z ZC 7 69 6FD 61i 6q 64 6R 69 GO 64 to `. 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COUNTY ADMINISTRATOR'S OFFICE AFFIRMATIVE ACTION OFFICE SBE PROGRAM QUARTERLY STATISTICAL REPORT PURCHASING, PROFESSIONAL/PERSONAL SERVICES and CONSTRUCTION AMENDED and RENEWED CONTRACTS Jan 1, 2004 - Mar 31, 2004 County Departments 200 (1 st Qtr) CONTRACTS CONTRACTS DEPARTMENT AMENDED RENEWED I Agriculture 0 0 2 Animal Services' 3 Assessor 1 0 4 Auditor/Controller 0 0 5 Building Inspection 1 3 6 Clerk Recorder 0 0 7 Community Development 12 0 8 Community Services 0 0 9 Cooperative Extension 0 0 10 County Administrator 0 0 11 County Counsel 0 0 12 Department of Child Support Services 4 0 13 Department of Information Technology 4 6 14 District Attorney' 15 Employment&Human Services 2 11 16 Fire Protection District- 0 0 Contra Costa County 17 Fire Protection District- 0 0 Crockett-Carquinez 18 Fire Protection District- 0 0 East Contra Costa 19 General Services 0 0 1 stQtr2004AmendRenewalsSBE ........... .......-... .............. ...............................................................................................................- .........................................................................- . ................................................. COUNTY ADMINISTRATOR'S OFFICE AFFIRMATIVE ACTION OFFICE SBE PROGRAM QUARTERLY STATISTICAL REPORT PURCHASING, PROFESSIONAUPERSONAL SERVICES and CONSTRUCTION AMENDED and RENEWED CONTRACTS Jan 1, 2004-Mar 31,2004 County Departments 2004(1 st Qtr) CONTRACTS CONTRACTS DEPARTMENT AMENDED RENEWED 20 Health Services(including CC 35 51 Regional Medical Center) 21 Human Resources 0 0 22 Library 1 1 23 Probation 0 0 24 Public Defender 0 5 25 Public Works 4 0 26 Sheriff/Coroner 0 0 27 Treasurer/Tax Collector 0 0 28 Veterans Service Office 0 0 SUB TOTAL I 64177 Purchasing Agent Purchasing Agent 30 0 GRAND TOTAL 941— 77 Footnotes: 1. No report was received from the departments with this footnote. I stQtr2004AmendRenewa1sSBE 2 ............................................. ............ COUNTY ADMINISTRATOR'S OFFICE AFFIRMATIVE ACTION OFFICE OUTREACH PROGRAM QUARTERLY STATISTICAL REPORT PURCHASING,PROFESSIONAL/PERSONAL SERVICES and CONSTRUCTION AMEMDED and RENEWER CONTRACTS Jan 1,2004-Mar 31,2004 County departments 2004 1st Qtr CONTRACTSCONTRACTS DEPARTMENT AMENDED RENEWED 1 Agriculture 0 0 2 Animal Services' 3 Assessor 0 0 4 Auditor/Controller 0 0 5 Building Inspection 0 0 6 Clerk Recorder 0 0 7 Community Development 12 0 8 Community Services 0 0 9 Cooperative Extension 0 0 10 County Administrator 2 3 11 County Counsel 0 0 12 Department of Child Support Services 0 0 13 Department of Information Technology 1 8 14 District Attorney' 15 Employment&Human Services 0 0 16 Fire Protection Districts- 0 0 Contra Costa County 17 Fire Protection Districts- 0 0 Crockett-Carquinez 18 Fire Protection Districts- 0 0 East Contra Costa 19 General Services 0 0 20 Health Services(including CC Regional Medical Center) 2 745 21 Human Resources 0 0 22 Library 1 0 23 Probation 0 0 1 stQV2004AmendRenevvalsOutreach COUNTY ADMINISTRATOR'S OFFICE AFFIRMATIVEACTION OFFICE OUTREACH PROGRAM QUARTERLY STATISTICAL REPORT PURCHASING,PROFESSIONAL/PERSONAL SERVICES and CONSTRUCTION AMEMDED and RENEWED CONTRACTS Jan 1,2004-Mar 31,2004 County Departments 20104 1 st Qtr CONTRACTS CONTRACTS DEPARTMENT AMENDED RENEWED 24 Public Defender 0 C 25 Public Warks 7 0 26 Sheriff/Coroner 0 0 27 Treasurer/Tax Collector 0 0 28 Veterans Service Office 0 0 SUB TOTAL 251 754 Purchasing>Agent Purchasing Agent 0 0 GRAN TOTAL 251 754 Footnotes: 1. No report was received from the departments with this footnote. 1 st0tr2004AmendR:enewalsOutreach 2