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HomeMy WebLinkAboutMINUTES - 01072003 - C120 Ls i/ TO: BOARD OF SUPERVISORS Centra FROM: INTERNAL OPERATIONS COMMITTEE ` Costa DATE: JANUARY 7, 2003 County SUBJECT: STATUS REPORT ON THE SMALL BUSINESS ENTERPRISE (SBE) AND OUTREACH PROGRAMS SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. ACCEPT report prepared by the Affirmative Action Officer on the County's experience with the Small Business Enterprise (SBE) and Outreach programs through the third quarter of calendar year 2002. 2. ACKNOWLEDGE that during the third quarter, $8.9 million or 66% of all contracts and purchases falling with program thresholds was awarded to small business enterprises under the SBE Program. 3. ACKNOWLEDGE that in the purchasing program, nine departments and the Purchasing Agent exceeded program goals, and in the professional/personal services contracts program, 17 departments exceeded the program goals. 4. REQUEST that the Affirmative Action Officer present an annual report to the Board of Supervisors on the SBE and Outreach programs highlighting those departments that have achieved the prescribed outcomes and giving special recognition to the top three performing departments. 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 construction contracts 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, if warranted. CONTINUED ON ATTACHMENT: YES SIGNATURE: -- f ---- -- ------------_--_- ---------------------------------------------------- - --- --------- ---------n ..�_ ---- -- -__-- RECOMMENDATION OF COUNTY ADMINISTRATOR ie±RF 60MMENDA7{(i OF BOAR COMMITTEE PROVE OTHER L - SIGNATURE(S): MARK DeSAULN1ER, H GAYLE B"UILKEMA ------ __------ _--- ------�°'= - ----- - .----------------------------------------------------------- ACTION OF BOARD ON t ;4�* t1. ti'. fes"c APPROVE AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN s�T UNANIMOUS(ABSENT . , ) AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE AYES: NOES: SHOWN. ABSENT: ABSTAIN: ATTESTED,—/ ' CONTACT: JULIE ENEA(925)335-9077 JOHN SW EN LERK OF THE BOARD O# UP RVISORS AND CC: INTERNAL OPERATIONS COMMITTEE STAFF COUNTY ADMINISTRATOR COUNTY ADMINISTRATOR EMMA KUEVOR,AFFIRMATIVE ACTION OFFICER& STAFF TO THE ACEEO DEPARTMENT HEADS(VIA CAO) f S � 1�iJc z"�"•� ~ BY DEPUTY s SBE and Outreach Programs Status January 7, 2003 Internal Operations Committee Page 2 The Outreach Program was adopted by the Board of Supervisors in August 1998 to promote broad outreach to all businesses, including minority-owned, women-owned, small, and local businesses, and applies to service contracts in the amount of$2,500 or more, purchasing contracts that exceed $10,000, and construction contracts in the amount of$50,000 or more. The IOC has provided policy oversight of the programs since their inception, including surveying County departments on the implementation of the SBE and Outreach programs. In response to the feedback received from departments and the opinions of Judge Orrick in the L. Tarango lawsuit, the IOC asked the County Administrator to re-evaluate the Outreach Program, including data collection, and return with recommendations to improve the program, consistent with program goals. The IOC is advised that this study is still in progress. Attached are the third quarter 2002 outcomes for the SBE and Outreach programs, including summary information regarding the number of contracts renewed or amended during the quarter. We wish to express our appreciation to the Affirmative Action Office, County departments, and the Advisory Council on Equal Employment Opportunity',for their feedback, cooperation, and support of the Board's commitment to the objectives of these programs. _. . .._. IOC Packet 12116102 9.35 a.m. Item 2002 INTERNAL OPERATIONS COMMITTEE SMALL BUSINESS ENTERPRISE AND OUTREACH PROGRAMS 2002 3r" QUARTER REPORTS 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 construction contracts of $25,000 or less, purchasing transactions of$500,000 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, including minority-owned, women-owned, small, and local 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. In response to the feedback received from departments and the opinions of Judge Orrick in the L. Tarango lawsuit, the IOC asked the County Administrator to re- evaluate the Outreach Program, including data collection, and return with any recommendations to improve the program, consistent with program goals. The Committee also suggested that a technical group be established to develop an automated system to standardize reporting under the SBE and Outreach Programs and that an estimate of the cost to develop such an automated system be prepared. However, it was subsequently determined that the re-evaluation of the Outreach Program should occur before an automated system is studied further. The County Administrator's Office continues to study the Outreach and SBE Programs and is in the process of preparing a report to the IOC with recommendations. December 16, 2002 Attached for the Committee's consideration are the 2002 3`d Quarter statistics compiled by the Affirmative Action Office on the SBE and Outreach Programs, including a summary of the reports, and of contract amendments and renewals'. The Affirmative Action Officer has highlighted the achievements reflected in the program statistics. 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.co.contra-costa.ca.us Date: November 26, 2002 To: internal Operations Committee From: Emma Kuevor � lUJ`ev Affirmative Action Officer Subject: Small Business Enterprise and Outreach program Reports Staff will present the attached reports at the December 16, 2002 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. SBE and Outreach Programs 3rd Quarter 2002 Summary Report; 2. SBE Program 3rd Quarter 2002 Reports; 3. Outreach Program 3rd Quarter 2002 Reports; 4. Summary of information received from departments regarding the number of amended and renewed contracts under the SBE and Outreach Programs during the 3rd Quarter(for the time period of July 1, 2002 through September 30, 2002). a:iomtg0830021tr YJ Small Business Enterprise (SBE) and Outreach Programs g3rd Quarter Summary Report The Internal Operations Committee requested that the SBE and Outreach Program Reports be summarized. The following information summarizes the SBE and Outreach Program Reports for 3`d Quarter 2002. I SBE Program: i The objective of the program is for departments to award on an annual basis fifty percent (50%) or more of the total dollar base amount of construction contracts, purchasing transactions, and professional/personal services contracts to SBEs. The program covers construction contracts at $25,000 or less, and purchasing transactions and professional/personal service contracts at $50,000 or less. Given the diversity in function and size of county departments, some may contract throughout the year, and others have concentrated activity during certain periods of the year. During the third quarter, twenty departments and the Purchasing Agent were involved in purchasing transactions, nineteen departments awarded professional/personal service contracts, and only five departments had construction activity. The following information highlights the activity of departments (and purchasing agent) during the third quarter of 2002 and identifies the award of significant numbers of i contracts and county dollars to SBE firms. i SBE 3rd Quarter Summary Activity 1 Program Areas Number of Awards Dollars Awarded 1 1 Purchasing 859 $1,751,338 3 i 1 Professional/Personal j Services 792 $7,114,580 3 1 3 1 Construction 18 $104,509 i In addition to the summary above we note several departments met or exceeded the program objective for this quarter. Nine departments and the Purchasing Agent awarded more than 50% of the total dollars in the Purchasing area to SBEs. i i The activity in the Professional/Personal Services area also indicates that the program objective was met or exceeded by several departments. Seventeen departments awarded i more than 50% of the total dollars to SBEs. Departments with more than 75% SBE participation were: Auditor, Community Development, Community Services, 1 ' i 1 i j a:3 rdquarter02 summary 1 i i Cooperative Extension, County Administrator, County Counsel, Crockett-Carquinez FPD, Department of Information Technology, Employment &Human Services, General Services, Health Services, Human Resources, and Probation. Out of the five departments that had construction activity, three departments (Building Inspection, Contra Costa County Fire Protection District, and Public Works)had more than 80% SBE participation. Outreach Program: The Outreach Program objective is for departments to outreach to all firms and provide equal opportunity for vendors, service providers, and contractors to compete for business with the County. The program covers construction projects of$50,000 and above, purchasing transactions that exceed $10,000, and professional/personal service contracts of$2,500 or more. The Outreach Program continues to show progress with departments documenting their outreach efforts to all firms. Again, as with the SBE Program, department activity fluctuates depending on the diversity in function and size of the department. During the third quarter, there were thirteen departments and the Purchasing Agent involved in purchasing transactions, sixteen departments that awarded professional/personal service contracts, and only two departments that had construction activity. In the Purchasing area, eleven out of thirteen departments and the Purchasing Agent engaged in outreach activity. In the Professional/Personal Services area, fifteen out of sixteen departments engaged in outreach activity. In the Construction area,both departments that awarded contracts this quarter 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. Six departments amended contracts and ten departments renewed contracts under the SBE Program, resulting in a total of 32 amendments and 308 renewals. Six departments amended contracts and eight departments renewed contracts under the Outreach Program, resulting in a total of 32 amendments and 311 renewals. Department Heads continue to aggressively implement the requirements of the SBE and Outreach Programs. 2 a:3rdquarter02summary 0 CD 00 �! 0) Cfi A W N 0 -« -n CD CD d 0 0 0 0 C. 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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 July 1, 2002-September 30, 2002 County Departments 2002 3rd Qtr } CONTRACTS CONTRACTS DEPARTMENT AMENDED RENEWED 1 Agriculture 0 0 2 Animal Services 0 0 3 Assessor 0 0 4 Auditor/Controller 0 0 a 5 Building Inspection 0 2 1 6 Clerk Recorder 0 0 7 Community Development 3 0 8 Community Services 0 8 9 Cooperative Extension 1 1 10 County Administrator 0 1 11 County Counsel 0 0 12 Department of Child Support Services 0 0 13 Department of Information Technology 0 2 3 14 District Attorney' j15 Employment& Human Services 0 29 j 16 Fire Protection District- Bethel Island 0 0 s ' 17 Fire Protection District- Contra Costa County 1 2 18 Fire Protection District- Crockett-Carquinez 0 0 19 Fire Protection District- East Diablo 0 0 3rdQtr2002AmendRenewalsSBE.xIs 1 COUNTY ADMINISTRATOR'S OFFICE AFFIRMATIVE ACTION OFFICE SBE PROGRAM QUARTERLY STATISTICAL REPORT PURCHASING, PROFESSIONAL/PERSONAL SERVICES and CONSTRUCTION AMENDED and RENEWED CONTRACTS July 1, 2002-September 30, 2002 County Departments 2002 3rd Qtr CONTRACTS CONTRACTS DEPARTMENT AMENDED RENEWED 20 Fire Protection District- Oakley' 21 General Services 20 0 22 Health Services (including CC 2 257 Regional Medical Center) 23 Human Resources 0 0 24 Library 0 4 25 Probation 0 0 25 Public Defender 0 0 27 Public Works 5 0 28 Sheriff/Coroner 0 2 29 Treasurer/Tax Collector 0 0 30 Veterans Service Office 0 0 SUB TOTAL —32-F- 308 Purchasing Agent Purchasing Agent 0 0 GRAND TOTALI 321 308 Footnotes: 1. No report was received from the departments with this footnote. 3rdQtr2002AmendRenewalsSBE.xIs 2 %A c 3 3 Small Business Enterprise(SBE)and Outreach Programs 3rd Quarter Summary Report The Internal Operations Committee requested that the SBE and Outreach Program Reports be summarized. The following information summarizes the SBE and Outreach Program Reports for 3"d Quarter 2002. 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 base amount of construction contracts,purchasing transactions, and professional/personal services contracts to SBEs. The program covers construction contracts at$25,000 or less, and purchasing transactions and professional/personal service contracts at$50,000 or less. Given the diversity in function and size of county departments, some may contract throughout the year, and others have concentrated activity during certain periods of the year. During the third quarter, twenty departments and the Purchasing Agent were involved in purchasing transactions, nineteen departments awarded professional/personal service contracts,and only five departments had construction activity. The following information highlights the activity of departments(and purchasing agent) during the third quarter of 2002 and identifies the award of significant numbers of contracts and county dollars to SBE firms. SBE 3rd Quarter Summar Activity Program Areas Number of Awards Dollars Awarded Purchasing 859 $1`,751,338 Professionat/Personal Services 792 $7,114,580 Construction 18 $104,509 In addition to the summary above we note several departments met or exceeded the program objective for this quarter. Nine departments and the Purchasing Agent awarded more than 50% of the total dollars in the Purchasing area to SBEs. The activity in the Professional/Personal Services area also indicates that the program objective was met or exceeded by several departments. Seventeen departments awarded more than 50%of the total dollars to SBEs. Departments with more than 75% SBE participation were: Auditor, Community Development, Community Services, I a:3 rdquarte r02 summary CL i 9 ` ` o o c } 0 £ (} �. rm a r_ (�D to 0 � tD o c° <D a C� ( a m c�D o o ° 3 m .}- i CD -i N €0 A � � P z Z .6 z (Dm ro too m v � CNS w N N Go W V N w m w M G} O d �} o7 mm � bOo Zm CI7 C} mb > o w co rw� (°i rn 0 � m w —0 Cb w 'CD OD Cnz O x, 0 ra a o- rJ o 0 0 (s 0 0 0 0 0 o d o o N --40 Cs V7 'i7 � N Eby > m � tlCN3t Owo W V w N. � 0 r- r M w OD .a ,..a a C � � � CD C�} Z m C7 C5�'3 .C�,.7 C'�`1 N l+ N +l�X7 aO Cw0 Cil V 00 O N co <0 V X .7 46 49 EH EH to 43 4A 4.4 4A > 0 a 0 t� N �l 4 9) -cn 0) ��,t1��} W Tr CJ C7 L7'1 U't G7 CM w .A V W D 0C7 ti7 t7) IV C7 07 (h CTs V "' St! m cn 6 m C > m y m . m D m v z a0M -• CEJ t3't t3�' trS PD - C7 m (1) m -4 NJW p o ° -4vm, " -cn (A £A Edi 4A' fs H) fAv C'} ffi > O «� v N K) nwi m ��. -1 ;0o w -00(n -4 m O M w V w+ �tJ' 0 CCP O � �Z � s � w n N C7 0 b -0 c c o � 9 (° n, U) cn o W Cil CD c w co m 0' <D "aCD z CD x h -1 n '1 0 0 a a o 0 0 0 0 CD m m m m m m m C) d sa c We � o -n N m oy 'p fait O N Cat J ,�C; v O N � S p Cs iS7 a �, w cT c9D p -- w ° rs Y2y c z 0 0 � 0 c w 0 � � m % � 0 CL N m -n 4+ a W C'7 N m 0 m c 7 O 917 m CL N C7 m ro z O 7 .s ..s. Wrn ' —+ C1 N N A C C 3 o ° o. r to m N t7 N `C7 COUNTY ADMINISTRATOR'S OFFICE AFFIRMATIVE ACTION OFFICE SBE PROGRAM QUARTERLY STATISTICAL REPORT PURCHASING, PROFESSIONAUPERSONAL SERVICES and CONSTRUCTION AMENDED and RENEWED CONTRACTS July 1, 2002-September 30, 2002 ,o }y Departments 2002 3rd Qtr) CONTRACTS CONTRACTS DEPARTMENT AMENDED RENEWED 1 Agriculture 0 0 2 Animal Services 0 0 3 Assessor 0 0 4 Auditor/Controller 0 0 5 Building Inspection 0 2 6 Clerk Recorder 0 0 3 7 Community Development 3 0 D 8 Community Services 0 8 +� .s- 9 Cooperative Extension 1 1 10 County Administrator 0 1 11 County Counsel 0 0 " 12 Department of Child Support Services 0 0 13 Department of Information Technology 0 2 14 District Attorney' 15 Employment& Human Services 0 29 16 Fire Protection District- Bethel Island 0 0 17 Fire Protection District- Contra Costa County 1 2 18 Fire Protection District- Crockett-Carquinez 0 0 9 Fire Protection District- East Diablo 0 0 3rdQtr2002AmendRenewalsSBE.X1s 1