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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.

  1. Increase the awareness and sensitivity of employees with regard to small, women-owned and minority businesses.
  2. Establish and support a database of vendors, suppliers, professionals and contractors which includes small, women-owned, and minority businesses.
  3. 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.
  4. Working with minority chambers of commerce to expand vendor lists and to participate in their business outreach efforts.   
  5. 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.
  6. Participating in meetings with small, women-owned and minority businesses.
  7. 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.
  8. 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.
  9. 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.
  10. 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.  
  11. 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:

  1. Compliance with Plano ISD's Good Faith Effort statement which is attached.
  2. Small, Women-owned and Minority Business Participation Form (see attached)
  3. Letter of Assurance A or Letter of Assurance B (see attached)
  4. 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:_______________