STATE OF FLORIDA DEPARTMENT OF STATE. Minority, Women-owned, and Service-disabled Veteran Business Participation Plan ( )

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1 STATE OF FLORIDA DEPARTMENT OF STATE RICK SCOTT Governor KENDETZNER Secretary of State Florida Department of State Minority, Women-owned, and Service-disabled Veteran Business Participation Plan ( ) Mission Statement To enhance the quality of life for every Floridian and Florida communities by preserving and promoting supplier diversity through equity in contracting and by encouraging certified minority, women, and service-disabled veteran business enterprises (CMBE) participation in the Department's contracting opportunities. Vision Statement To create business and economic opportunities for Florida's minority, women, and servicedisabled veteran businesses through education, outreach and procurement opportunities. The Department shall demonstrate leadership, innovation and commitment to the development of CMBEs resulting in the purchase and delivery of high quality economical goods and services to serve Floridians and Florida communities. Department CMBE Spending In Fiscal Year (FY) the Department's CMBE spending goal was $1,437, In Fiscal Year (FY) , the Department's CMBE spending totaled $951, The Department's overall spending has been decreased due to budget cuts which have impacted CMBE spending. The Department's FY CBME spending goal will be $619, Previous year's higher spending was a result of several projects that have been completed and will not be required or repeated in the current fiscal year. Department's Minority, Woman, and Service-Disabled Veteran Business Participation Program The Department continues to seek out new CMBE sources in the vendor community. From the smallest Pcard order to the largest bidding and state contract request for quote Page I of5 DOS PURCHAS[NG [0/1/2013

2 opportunities, the Department strives to provide CMBEs every opportunity to successfully participate in the procurement process. The Department continues to take steps to offer business opportunities to minority, woman, and service-disabled veteran businesses through outreach. Outreach is conducted to inform these businesses about the availability of Department contracting opportunities and how to seek business through the State procurement process. The Department continues to actively identify and pursue activities that further the directives and philosophies of the Governor's minority, woman, and service-disabled veteran business participation plan. The Department's program is designed to ensure intentional and proactive development and promotion of a richly diverse supply base. Program Components o Staffing Resource Commitment - The agency maintains a senior management staff member responsible for oversight of the program identified herein or as may be developed. Staff resources are committed to the implementation and administration of the program. o Minority Business Exposure - These activities ensure CMBEs are afforded opportunities to compete and participate in procurement activities regardless of value. o Second Tier Reporting - The Department tracks and reports second tier spending when available. First tier contractors are required to submit second tier contractor participation information to the Department by identifying the second tier company name and the dollar amount sourced with the second tier supplier. The Department reports this information to the OSD annually at fiscal year end for inclusion in the year end adjustment. o Program Assessment - This activity will systematically measure program effectiveness by identifying successes and opportunities. o Program enhancements - As new initiatives and internal procedures are developed, they are incorporated in the Department's CMBE development program and included in the following year's plan when appropriate. Senior Management Oversight The designated senior manager, Mr. Jay Kassees, Director, Division of Administrative Services, is integral to the success of the Department's CMBE plan. As a senior manager, Mr. Kassees ensures agency directives are communicated to all employees involved in the commodities and services acquisition process. Additionally, the senior manager monitors the systematic implementation of the strategies outlined herein as well as those developed in the future, and will provide assistance and direction in resolving implementation strategy challenges. Page 2 of 5

3 Program Management The Department's CMBE program actrvities are implemented and administered by a contracting officer, Vonda Murray, who serves as Purchasing Director and provides subject matter expertise ensuring successful implementation of strategies and procedures as well as identification of new procedures. Additional Purchasing and Contract Administration staff are trained on responsibilities requisite for the implementation, administration, and success of the plan. Outreach o Contract Review for Minority Sourcing Opportunities - Contracts have been reviewed and those providing subcontracting andlor CMBE business participation opportunities have been identified. o Small Business Trade Fairs - The Department seeks out and attends events that facilitate personal interaction thereby fostering inclusive relationships between CMBEs and the agency. The Department participates annually in Regional Workshops coordinated by the OSD in Tallahassee. The Department also participates as a sponsor in the annual OSD Matchmaker conference and exhibition in Orlando. Education o Published Information - The Department publishes an information flyer providing guidance for CMBEs on how to access opportunities with the Department and how to register for certification as a certified minority business. o Vendor Interviews - The Department participates in CMBE conferences to provide oneon-one opportunities for minority, women, and service-disabled veteran businesses to meet with the Department purchasing personnel. The Department will participate in OSD scheduled events for FY when possible. Minority Business Certification - The Department is proactive in identifying eligible noncertified small businesses and initiates communication about certification benefits. Upon determination of vendor certification eligibility, the vendor's information is ed to the OSD for follow-up. Plan Assessment Plan assessment will be conducted by the review of historical minority spending data to determine an appropriate approach for plan implementation. Department activities will be monitored for success as well as opportunities for enhancement, with communication to the OSD, as necessary, for additional review. Plan assessment will identify business processes and activities designed to promote and foster the Department's commitment to the plan. Page 3 of 5

4 FY CMBE Spending Summary A Fiscal Year Department CMBE spending summary is attached for reference; (Attachment A). Spending Forecasts The Department provides a 90-day spending forecast to the OSD at the beginning of each new quarter. FY Plan Approved by: Jft ssee ~ r - Division of Administrative Services Page 4 of5

5 Attachment A Architecture Construction & Commodities Engineering Contractual Service Total July $ - $ - $ 7, $ 19, $ 27, August $ - $ - $ 37, $ 28, $ 66, September $ - $ - $ 11, $ 43, $ 54, October $ - $ - $ 10, $ 166, $ 176, November $ - $ - $ 3, $ 30, $ 34, December $ - $ - $ 7, $ 51, $ 58, January $ - $ - $ 9, $ 83, $ 92, February $ - $ - $ 9, $ 33, $ 42, March $ - $ - $ 17, $ 99, $ 117, April $ - $ - $ 14, $ 75, $ 89, May $ - $ - $ 11, $ 131, $ 142, June $ - $ - $ 12, $ 37, $ 50, Total $ - $ - $ 152, $ 799, $ 951, Page 1 of