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Home My WebLink AboutMINUTES - 12201988 - 1.99 T** BOARD OF SUPERVISORS FROM: Phil Batchelor, County Administrator Cwtra Cowa DATE' December 20 , 1988 cam SUBJECT: MBE/WBE Purchasing Procedures SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION: Acknowledge receipt of MBE/WBE Purchasing Procedures as revised . FINANCIAL IMPLICATIONS : None BACKGROUND : The Minority Business Enterprise (MBE) and Women Business Enterprise (,WBE)- Purchasing Procedures were approved by the Board of Supervisors August 2 , 1988 . Subsequent revisions were made to the procedures which did not change their substance . Spelling , grammatical , format, etc . , wbre -the primary changes to the procedures . x �lU�' � �Gf j CONTINUED ON ATTACHMENT: - YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURELS)'. ACTION OF BOARD ON — nEC 0- 2- - 1928 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT 1 AND CORRECT COPY OF AN ACTION TAKEN AYES'. NOES* AND ENTERED ON THE MINUTES OF THE BOARD ABSENT:__-- ABSTAIN* OF SUPERVISORS ON THE DATE SHOWN. County Administrator ATTESTED DEC 2 0 1988 cc* Purchasing PHIL BATCHELOR, CLERK OF THE BOARD OF General Services SUPERVISORS AND COUNTY ADMINISTRATOR Public Works County Counsel BY �G� DEPUTY M382/7-83 e' 1 Contra Costa County VIBE/WBE CONTRACT COMPLIANCE PROGRAM Affirmative Action Office 651 Pine Street, Martinez, CA 94553 ( 415) 646-4106 PURCHASING CONTRACT PROCEDURES GOODS, MATERIAL, SUPPLIES AND EQUIPMENT I. BACKGROUND: The following procedures support the Contra Costa County Minority and Women Business Enterprise (MBE/WBE) Purchasing Contracts Program. The procedures provide the guidelines by which to implement the MBE/WBE Purchasing Contracts Policy approved by the Contra Costa County Board of Supervisors. The purpose of the Policy is to achieve at least a fifteen percent ( 150) goal in all purchasing contract award amounts for Minority owned firms and at least a five percent ( 5%) goal for Woman owned firms, beginning with fiscal year 1988-89. It is the intent of the MBE/WBE Purchasing Contracts Procedure to implement this policy. II . IDENTIFICATION OF MBE/WBE FIRMS: The General Services Department, Purchasing Division, -hereafter referred to as Purchasing Agent, shall maintain a copy of the current registry of certified MBE/WBE, organized by the goods, material, supplies and equipment hereafter referred to as goods the firms provide. The registry shall include the businesses which provide the goods routinely procured by the County and a description of the goods which the firms are capable of providing. The Contract Compliance Officer will be responsible for updating the registry. The registry will include: a. Business name, address and phone number b. Names of_business owners c. Type of business (goods or services) d. Type of certification (MBE/WBE) e. Certification and expiration date with Contra Costa County f. Certification and expiration date with an approved agency The County Contract Compliance Officer shall advertise annually for MBE/WBE companies, and at any time throughout the year, when there is a specific need for vendors to provide goods not routinely purchased. Advertisements shall be placed in at least two general circulation newspapers, one local and one with Bay Area circulation, and also in two minority/women focused newspapers. The Purchasing Agent shall attend local and regional business fairs to promote the MBE/WBE Purchasing Program and identify the types of goods purchased by the pg1of 4 r r _ 2) The business owned by an eligible minority or a woman must be small as defined by the Small Business Administration, Code of Federal Regulation, Chapter 1, Section 3, 1988 edition. 3 ) Management and the daily business operations of the small business must be controlled by the eligible owner or owners. IV. BID SOLICITATION: For all purchasing contracts over $5, 000, the Board of Supervisors, the Purchasing Agent and special districts with direct contracting authority will be responsible for contacting from the registry at least one MBE and one WBE for a quotation on each purchasing contract. A record of the solicitations for each bid should be maintained and the MBE/WBE vendors should be identified on the purchase order. For any procurement for which there are no MBE/WBE vendors listed in the registry, the Purchasing Agent shall immediately notify the Contract Compliance Officer. The responses from the MBE/WBE vendors contacted shall be recorded and maintained in -the permanent record of -the- purchase--.- as f -the- purchase _._as documentation for quarterly MBE/WBE reports. The data' shall be recorded on either the requisition form or the bid recap form. For all purchasing contracts under $5,000, the Purchasing Agent and special districts with direct contracting authority will be responsible for seeking to achieve the goals of contracting with Minority Business Enterprises for at least 150 of the total dollar amount of all contracts within the dollar limit and with Women Business Enterprises for at least 50. Each MBE/WBE vendor should be identified on the purchase order. The special districts should maintain a record of their MBE/WBE contracts and maintain that record in their files, using it to prepare the MBE/WBE department reports that shall be submitted to the Purchasing Agent quarterly. For any procurement for which there are no MBE/WBE vendors listed in the registry, the Purchasing. Agent, and Special Districts shall immediately notify the Contract Compliance Officer. V. MBE/WBE QUARTERLY REPORTING: The MBE/WBE Purchasing Contracts Program Quarterly Report shall be prepared by the Purchasing Agent and submitted to the Contract Compliance Officer within thirty ( 30) days of the end of each quarter. The participation on contracts under $5,000 and contracts for $5,000 or more shall be separately reported in the quarterly report. The information reported on pg 3 of 4