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HUBS
Information
Historically Under-Utilized Business Outreach
Program
Action Plan
On November 1, 1994, the Plano Independent School District (the
District) Board of Trustees passed the following policy,
CHE (Local):
"The Plano Independent School District Board of Trustees supports
a business outreach program which ensures that Plano Independent
School District will promote and encourage the participation of
minority-owned, women-owned, and small business in purchasing of
all goods and services."
Whereas small, women-owned, and minority businesses represent a
foundation of the American private enterprise system; and
Whereas it is in the best interest of the District to stimulate
the growth of small, women-owned, and minority businesses; and
Whereas growth of such businesses can be encouraged through their
full participation in all phases of the District procurement opportunities;
Therefore, the PISD Board of Trustees directs that the following
action plan be implemented.
Business Outreach Plan
Objectives
The District will use its best efforts to insure that small, women-owned
and minority businesses are informed of current and future purchasing
activities. Nothing herein shall be construed to authorize nor require
expenditure of funds for goods and services apart from normal and
statutory purchasing processes.
Approved by Board of Trustees 5-9-95
Definitions
For the purpose of this action plan:
- "Small Business" is defined as a concern which is
independently owned and operated, and which is not dominant in
its field of operation. The business employs less than
50 employees and/or less than $3 million in annual business volume
from this local operation.
- "Minority Business" is a business concern which is
at least 51% owned by one or more minority individual(s)
or, in the case of any publicly owned business, at least 51% of
the stock is owned by one or more of the minority individual(s)
and whose management and daily business operations are controlled
by one or more of the minority individual(s) who own it. Minority
individuals means residents of the United States who are members
of one of the following groups: African Americans, Hispanics,
American Indians, Asian Americans, Alaska Natives, Pacific Islanders
and other individuals found to be economically and socially disadvantaged
by the Small Business Administration under section 8(a) of the
Small Business Act.
- "Woman Business Enterprise" means a business concern
which follows the same guidelines as a Minority Business Enterprise
but which is owned by a woman.
- "Certification". Any business wishing to be
identified by Plano Independent School District as a small, women-owned
or minority business shall be certified as such by either the
State of Texas or the North Central Texas Regional Certification
Agency.
Procurement Process
As vendors/suppliers complete their on-line registrations, they are immediately
added to the proper bid list which is used for e-mailing invitations
for competitive bids as well as phone quotes for items that do not
require competitive bidding. Whenever available, at least
four (4) vendors will be called. Whenever possible, a minimum
of two (2) small, women-owned and minority businesses will be contacted
for quotes among the four that do not require the competitive bid
process. All quotes and bids received will be documented. The intent
of the procurement process shall also include the acquisition of
leases, travel agents, advertising, legal services, insurance, financial
services, architectural services, engineering services and consultant
services.
Implementation/Administration
The Board of Trustees adopted a policy for the development of an
outreach program and they will provide the climate and resources
to support the program. The Superintendent is designated
as the official responsible and accountable for insuring compliance
with the program. The Associate Superintendent of Business
Services is responsible for reviewing bids and working with prospective
contractors insuring the spirit of the Business Outreach Program
is achieved. The Associate Superintendent shall submit annual
reports showing progress in the Business Outreach Program.
- Increase the awareness and sensitivity of employees with regard
to small, women-owned and minority businesses.
- Establish and support a database of vendors, suppliers, professionals
and contractors which includes small, women-owned, and minority
businesses.
- Advertisement for bid submittals in a major daily newspaper
with large wide area circulation and other publications which
target small, women-owned, and minority businesses.
- Working with minority chambers of commerce to expand vendor
lists and to participate in their business outreach efforts.
- Holding pre-bid meetings in which questions are answered regarding
bids and providing to all vendors a brochure explaining how to
do business with the District.
- Participating in meetings with small, women-owned and minority
businesses.
- Structuring bid specifications and quotes where possible and
when financially beneficial to the District to include opportunity
for firms of varying sizes to participate in the procurement process
of the District.
- Efforts to assist the small, women-owned, and minority businesses
contacted that required assistance in obtaining bonding, lines
of credit or insurance through referrals to the appropriate agencies.
- Construction Projects : Small, women-owned,
and minority businesses involvement in the District's construction
projects shall be encouraged as follows:
A. Prospective general contractors shall submit the following
information prior to the award of a contract:
(1) The name, address and telephone numbers of proposed
and actual subcontractors, identifying small, women-owned, and
minority businesses ownership status and estimated dollar amount
of each actual subcontract.
(2) The successful General Contractor will show documented
evidence of a "Good Faith Effort" in soliciting and
securing small, women-owned, and minority businesses involvement
for all subcontract and supply activities, by signing either letter
of assurance A or B attached. The attached "Good Faith
Effort Plan" shall be a guide in determining documentation,
solicitation and utilization of qualified small, women-owned,
and minority businesses.
(3) The District will be notified of subcontractor changes
during the course of projects as pertains to information given
to the District prior to beginning of the project.
- Professional Services: the Purchasing Department in
cooperation with the Service Center shall develop criteria for
uniformly evaluating professional service proposals prior to distribution
for response. Prospective professional service providers
shall submit with their RFQ's and RFP's:
A letter of assurance stating the firm will document a "Good
Faith Effort" to comply with the District's policy regarding
small, women-owned, and minority businesses in subcontract or
subconsultant awards.
OR
A letter of assurance certifying that the firm will
perform the entire project with present work forces without the
use of subcontracts/subconsultants and that sufficient information
is provided to aid District staff in determining that it is normal
business practice to do so.
- Bid specification policy statement : each bid specification
will include the following statement: The Plano Independent School
District is committed to assure that small, women-owned, and minority
businesses have knowledge of and access and equal opportunity
to compete for goods and services required by the District.
The District supports the development and enhancement of small,
women-owned, and minority businesses through outreach programs
that will allow them to participate. Nothing shall be construed
to authorize nor require expenditures of funds for goods or services
apart from normal and statutory purchasing processes.
Good Faith Effort
Prior to award, all vendors will be required to document
a "Good Faith Effort" to secure small, women-owned, and
minority businesses as subcontractors/subconsultants. In the case
of some construction projects and with the approval of the District,
this documentation may be submitted after award of the contract
only for those subcontract areas occurring later in the construction
process. The "Good Faith Effort" outlined below
is for use by the District to help the District determine whether
a "Good Faith Effort" was made by the vendor.
"Good Faith Effort" will be defined as:
- Attendance at the pre-bid/pre-proposal conference, if any.
- Efforts to follow up initial solicitation of interest by contacting
small, women-owned, and minority businesses to determine with
certainty whether these businesses are interested.
- Efforts made to identify portions of the work that can be performed
by small, women-owned, and minority businesses in order to increase
participation. If possible this should include the breakdown
of subcontracts into economically feasible units to facilitate
participation.
- Document each small, women-owned, and minority business contacted,
indicating the inclusion or decision regarding inclusion and the
reason for the decision.
- Efforts that demonstrate that the contractor effectively used
the services of available organizations, contractor's groups,
local, state and federal small, women-owned, and minority business
assistance offices and other organizations that provide assistance
and placement of small, women-owned, and minority businesses.
Letter of Assurance
(A)
The undersigned bidder/proposer hereby certifies that
their firm will demonstrate and document a "Good Faith Effort"
to comply with Plano Independent School District's small, women-owned,
and minority business outreach program in subcontract/subconsultant
awards.
________________________________
____________________
Name of Company
Date
________________________________ ____________________
Signature
Title
or
Letter of Assurance (B)
The undersigned bidder/proposer hereby certifies that their
firm will perform the entire contract with their own work forces,
without the use of any subcontractors/subconsultants and submit
information sufficient for the District to determine it is within
the firm's demonstrated capabilities and that it is their normal
business practice.
________________________________
____________________
Name of Company
Date
________________________________ ____________________
Signature
Title
Small, Minority WBE Certification
Minority Business Enterprise (MBE) -- The
offeror/bidder represents that it is (
) is not ( ) a minority owned business.
North Central Texas Regional Certification #: _____________________
Woman Business Enterprise (WBE) -- The offeror/bidder
represents that it is ( ) is not
( ) a woman owned business. North Central
Texas Regional Certification #: _____________________
Small Business Enterprise (SBE) -- The offeror/bidder represents
that it is ( ) is not (
) a small business. North Central Texas Regional Certification#:
__________________________
________________________________
___________________
Name of Company
Date
________________________________ ____________________
Signature
Title
Business Outreach Program
Requirements for all Bidders/Proposers
Each firm responding to this request is required to
complete as part of the on-line bidl form, information regarding small, women-owned
and minority business participation in this project. This
includes:
Check Upon Completion:
- Compliance with Plano ISD's Good Faith Effort statement which
is attached.
- Small, Women-owned and Minority Business Participation Form
(see attached)
- Letter of Assurance A or Letter of Assurance B (see attached)
- Attach a copy of MBE/WBE certification.
NOTE: The Plano Independent School District will
not allow misrepresentation for the purpose of evasion of this policy
by certifying to any of the above statements.
Participation Report
_____________________
_________________________
Bid Number
Bid Title
Complete the top section for each small, women-owned and
minority business that you will use in the performance of this bid.
Name of S/M/WBE: __________________________________________
Address of S/M/WBE: _________________________________________
Phone #: _____________________ Fax #: ________________________
Status of Company (SBE, MBE OR WBE): __________________________
(Attach copy of M/WBE Certification)
Detailed Description of work/supplies to be provided by small,
woman-owned & minority businesses on this project:_____________________________________
________________________________________________________________________
This S/M/WBE represents:
Dollar Value
Percentage
of Contract
_____ Subcontractor
$_____________ _____________%
_____ Subconsultant $_____________
_____________%
_____ Material Supplier $_____________
_____________%
If no M/W/SBE's added explain in detail: ____________________________________________________________________________
This section (bottom section) of this form must
be completed with information regarding your company.
Name of your business: __________________________________________
Address : _____________________________________________________
Phone #: _____________________ Fax #: __________________________
Signture:______________________________
Date:_______________
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