Thank you for viewing this presentation on the Supplier Diversity Program Policy and
Form for Purchase of Service (POS) Providers.
This presentation is for all Purchase of Service Providers,
both providers currently on contract with an
Executive Agency of the Commonwealth and businesses planning to respond to Purchase of Services
bid solicitations in the future.
This presentation is offered to you by the Supplier Diversity Program and the Operational
Services Divisions Training Office.
To learn about the Supplier Diversity Plan requirements
for other contract types, those that are not designated
as Purchase of Service, please register for the webinar
entitled Supplier Diversity Program (SDP) Overview for
Bidders and Prime Contractors or view the webcast
entitled Supplier Diversity Program Overview: Bidders, Prime Contractors, and Certified
Businesses
This webcast will cover 3 topics.
An overview the Supplier Diversity Program Eligible SDP Partners: which certifications
they must have, and the OSD resources you can access to find
appropriately certified partners
And Using the SDP Purchase of Service Plan Form.
What are Purchase of Services contracts?
These contracts cover a variety of human and social
services as well as medical or health care related
services.
Most providers are non-profit entities.
A majority of providers hold contracts with a number agencies
within the Executive Office of Health and Human Services,
or the Department of Housing and Community Development,
or the Department of Corrections.
The program was established by Executive Order.
It's mission is to promote equality and diversity in state contracting.
In other words, the SDP works to promote opportunities for
diverse companies to do business with the Commonwealth.
The Supplier Diversity Program is administered by the
Supplier Diversity Office at the Operational Services Division.
In addition to overseeing the SDP, the Supplier Diversity Office
provides certification services to diverse businesses
participating in the program.
To achieve the program mission, every year, the
Supplier Diverity Office sets goals (or benchmarks) for spending with certified diverse businesses.
Executive Agencies can meet these goals in 2 ways:
through Direct and Indirect Spending State agencies can meet these goals is by
purchasing goods and services directly from prime contractors that are certified
diverse businesses.
We call this direct spending.
In addition, SDP benchmarks can be met by requiring
prime contractors to spend a portion of their contract
revenue with certified diverse businesses.
Such supplier diversity partnerships may include subcontracting,
but most often involve prime contractors purchasing goods and services needed for their general
business operations.
Things like IT services, cleaning, and so on.
This type of spending is called indirect spending, and the companies involved are often referred
to as SDP Partners.
Indirect spending broadens the range of business opportunities
available for certified diverse businesses.
To support the Supplier Diversity Program and the
Executive Agency spending goals,procurements for
goods and services expected to result in spending over
$150K require prime contractors to have SDP partners.
That's $150,000 over the contracts entire duration--
including all vendors combined.
Statewide Contracts will have Supplier Diversity requirements,
as will any Executive Department procurements over the 150k threshold.
Most POS procurements fall into the second category.
What types of business relationships count toward
Supplier Diversity Commitments?
Supplier Diversity Partnerships can either
be subcontracting or any other business to business relationship.
Subcontractors provide contract-related services.
Their contractual agreement is with a prime contractor,
who has a contractual agreement with the Commonwealth.
Supplier Diversity relationships do not need to be related
to a contract with the Commonwealth.
So for example, if your accountant is a certified Women
Owned Business, spending with her can be included in your
Supplier Diversity Plan.
The spending reported through Prime Contractor SDP plans
helps the Commonwealth to achieve supplier diversity spending goals.
Currently those goals are 13 % for women owned businesses and
non profit organizations, 7% for Monority owned businesses and
non profit organizations, and a 3% combined goal for veteran
owned business enterprises and service disabled business enterprises.
Companies with the certifications covered by the spending
benchmarks just mentioned are eligible to be your company's
SDP partners:
Certified Minority-owned for-profit businesses and nonprofits
Certified Woman-owned for-profit businesses and nonprofits
Veteran-owned businesses And Service-Disabled Veteran-Owned Business
Enterprises.
Remember, any business expense spent with eligible partners counts
towards SDP goals.
Recently, Executive Order 565 expanded certifications associated
with the SDP to include Disability-Owned Business Enterprises, or
DOBE, AND Lesbian, Gay, Bisexual and Transgender Business
Enterprises, or LGBTBE.
Prime contractors are encouraged to include these new categories into
their supplier diversity efforts and report spending with companies
certified in those categories.
However, only spending with minority, woman, veteran and
service-disabled veteran-owned businesses are counted
towards Supplier Diversity spend at this time.
Please note that Disadvantaged Business Enterprises (DBE)
or Portuguese Business Enterprises (PBE) certifications are not eligible for the Supplier Diversity
Program.
While DBE and PBE certifications are relevant for other
programs, businesses that are certified solely as DBEs
or PBEs cannot be listed as your company's SDP Partners.
Unlike other Goods and Services contracts, Purchase of
Service Contracts include only one Supplier Diversity form,
which is submitted both in response to a Request for Response
and along with Annual Financial Reports.
A completed SDP form must be included with responses to
Bid Solicitations, typically called a Request for Response.
Bidders who are not already on a Purchase of Service Contract
must complete the form, committing to spend specified amounts
with certified businesses in the current fiscal year.
Bidders who are already on contract with the Commonwealth
include a copy of the SDP form submitted with the most recently
filed Uniform Financial Report (UFR).
For existing POS contracts, businesses required to file annual
UFRs submit completed SDP forms, too, uploading to
OSD's e-filing site.
The POS Supplier Diversity Plan form is available for download
through the UFR website.
It will also be available as an attachment to POS Bid Solicitations in COMMBUYS and on
OSD's Forms webpage.
The form is an Excel Worksheet and includes instructions,
which are visible below the form itself.
In addition to explanations about how to fill in each
part of the form, the directions also include a reminder
that only partners listed on one of the "Directory of Certified Businesses" on www.mass.gov/sdo
can be listed as partners on this form.
Providers certified by SDO may not list their own organization
as an SDP partner.
So checking the certification for SDP partners against these
lists is advisable.
Another option is to request copies of Certification Letters for firms with whom
you plan to partner.
Let's take a few minutes to go over filling out the plan form.
In part one, the first thing to fill out is the fiscal year.
Remember, the Commonwealth's Fiscal Year runs from July 1
in one calendar year to June 30 in the next.
The fiscal year "name" is from the end date of the fiscal year.
So for example FY17 covered the period from July 1 2016 to June 30 2017.
Click in the cells to type the business name, Contact Name,
contact email, phone, and Fiscal Year Total POS State
Expenditures.
For current state contractors, this figure can be found on your UFR e-filing
site.
Businesses who are not currently under contact with the
Commonwealth will leave this cell blank when submitting
the form with a bid response or proposal.
For part 2, Current contractors should include SDP Partners
across all state contracts, as well as those with whom they
are planning to do business in the future.
Click in the cell for Company Name, then type in the name as it
appears on the SDO's list of Certified businesses, or on the Businesses Certification letter
if you have a copy of that handy.
When you click in the cell for certification type,
a drop down menu appears.
Choose the certification type for the business.
Within that box, scroll down to select additional certification types.
If you need to list more than 5 partners, you can insert rows.
Formatting will be including in the new rows.
As noted in the directions for part II, your SDP Partners
must be either MBE, WBE, M/WBE or their Non- profit counterparts,
or one of the Veteran Owned Designations: SDVOBE or VBE.
As covered before, please report spend with DOBE and LGBTBE firms.
Please be aware that DBE certifications cannot be applied
toward Supplier Diversity spend!
For current contractors, enter the total amount committed
to spend with each vendor in the current fiscal year, and the
total amount spent in the prior fiscal year.
Please type only numbers into these cells: commas and
decimal points will be automatically inserted.
You will notice that as you enter numerical data,
the spread sheet totalsthe spending for each fiscal year,
and compares the prior year's SDP Spend with the previous
year's total State POS Spending entered in Part I.
Your SDP spend percentage is also automatically calculated.
Current POS contractors upload this form to the
Uniform Financial Report (UFR) site.
This form is also submitted with bid responses.
As previously mentioned, current contractors upload a
copy of the form filed with the most recent UFR.
Businesses not currently on a POS contract complete the form,
leaving the Fiscal Year Total POS State Expenditure cell blank.
Part II can be completed using intended SDP partners and
spending estimates for the current fiscal year only.
The spreadsheet will total those estimates.
In most cases, this form will be uploaded to COMMBUYS along
with other documents required in the COMMBUYS quote response.
Finally, in part III an authorized signer certifies
that the information submitted in parts I and II are
accurate, under the pains and penalties of perjury.
Type in the details for the signer.
If filing electronically, an actual signature is not required.
Save the document so that you can upload it with your UFR,
or attach it with quote responses when you are submitting
proposals for new contracts.
In the gray box that appears in Part III are all the
Certification acronyms associated with the supplier diversity program.
Along with instructions, the directions on the spreadsheet
also list resources including a link to the SDO website,
and the Supplier Diversity Program website.
On the Supplier Diversity Program website located at mass.gov/sdp
is a button for quick access to our directory of certified businesses.
The Directory is a database with a number of search options.
While it is possible to select specific certification types
to be included in search results, clicking several boxes
retrieves only those businesses that are certified in all
selected categories.
To search for all certified businesses, leave the boxes
unchecked.
And remember that DBE certification does not apply to SDP spend.
As a point of information, the department with which POS
providers have the highest level of spend is designated
Principal Purchasing Agency (PPA).
The PPA evaluates SDP Plan Forms during annual the qualification review
process based on benchmarks set by that Department and/or
its Secretariat.
The SDP POS form is used to evaluate SDP performance.
Providers that contract with the Commonwealth for POS services
are encouraged to make every effort to demonstrate an effective
commitment or spend, thereby contributing to Agency goals.
The ability of a Department to continue to contract with a provider
could be impacted if an SDP form is not submitted.
In evaluating proposals for new contracts, Departments must develop evaluation benchmarks
to identify robust plans.
This differs from Goods and Services contracts which require that Departments evaluate SDP
commitments at a minimum of 10% of overall evaluation points.
As we complete this webcast, we recommend that you watch the other SDP webcast
listed in the description to this video.
And feel free to contact the Operational Services Division
if you have any questions.
If you have questions related to the Supplier Diversity Program, email or
call the office directly.
If you have questions specific to your COMMBUYS account or are
having technical issues, contact the COMMBUYS Helpdesk.
If you have training questions you can email us at osdtraining@state.ma.us
Links to our other learning tools, such as job aids and pre-recorded webcasts
are also located in the description to this video.
Thank you for attending today's session and I hope that you take advantage
of our other training opportunities.
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