SMALL BUSINESS PARTICIPATION PLAN FOR

FISCAL YEAR 2010 - 2011

SUBMITTED BY:

FLORIDA ATLANTIC UNIVERSITY PURCHASING DEPARTMENT ATTN: ANTHONY MONTERO 777 GLADES ROAD ADM 121 BOCA RATON, FL 33431-0991

September 16, 2010

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TABLE OF CONTENTS Letter of Transmittal Section 1 Mission, Vision & Diversity Commitment

Section 2 Plan Implementation & Responsible Officials

Section 3 Programs & Initiatives

Section 4 Outreach Activities & MatchMaker Section 5 Educational Programs Section 6 Past Contracting Successes

Section 7 Subcontractor Reporting Section 8 New Initiatives

Appendix A Department of Management Services – Office of Supplier Diversity

Request for Participation Plan (dtd 816/2010) Appendix B Accomplishments for Fiscal Year 2009-2010

Department of Purchasing 777 Glades Road

Boca Raton, FL 33431 tel: 561.297.3080 fax: 561.297.3084

www.fau.edu

September 16, 2010 Department of Management Services Office of Supplier Diversity (OSD) Attn: Thad Fortune, Executive Director 4050 Esplanade Way Suite 380 Tallahassee, FL 32399-0950 Dear Mr. Fortune, In accordance with your letter dated 8/16/10, enclosed is Florida Atlantic University’s annual Small Business Participation Plan. FAU is proud to support our Florida’s business community and to enhance and encourage the participation of small, minority, woman and veteran owned business enterprises in the University’s purchasing programs. Please contact me at (561)-297-3085 if I can be of further assistance. Sincerely,

Anthony Montero Associate Director 1 Encl FAU Small Business Participation Plan, FY 10-11 cc: D. Crudele (VP, Financial Affairs) E. Schiff (Purchasing)

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SECTION 1 – MISSION, VISION, & DIVERSITY COMMITMENT Florida Atlantic University is committed to providing fair and equal opportunities for all businesses to compete in the procurement process. FAU does not reserve any procurement nor provides price preferences to any vendor on acquisition matters. Mission: Florida Atlantic University continues its strong commitment to assist and encourage the growth of small and disadvantaged businesses by removing unnecessary burdens in University procurements and promoting an atmosphere conducive to the development of these enterprises towards a beneficial business relationship with the University and other political entities. Vision: Florida Atlantic University has developed and implemented a Small Business Participation Plan designed to promote, enhance, and increase the participation of small, minority, woman, and veteran owned business enterprises in the University’s Purchasing Program. Diversity Commitment: FAU has established, to the maximum extent possible and practical, uniform purchasing procedures for full and open competition regarding the acquisition of commodities, contractual services, and minor construction. The procurement procedures and contracting process for FAU is set forth in the Florida Atlantic University’s Regulation 6.008 – Purchasing and the FAU Purchasing Manual.

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SECTION 2 – PLAN IMPLEMENTAION & RESPONSIBLE OFFICIALS FAU’s Small Business Participation Plan is administered by the Associate Director of Purchasing, Mr. Anthony Montero, who also serves as the University’s Small and Minority Business Program Coordinator. On a daily basis, the Program Coordinator is responsible for planning and attending all outreach events and activities, counseling vendors and providing purchasing assistance, and reporting activities under the program to the designated officials. The Director of Purchasing, Mr. Ed Schiff, oversees the activities of the Associate Director and provides higher level support/direction to ensure the continued success of the program. Mr. Schiff also administers policies and procedures related to the University’s purchasing program that assist small and disadvantaged business in gaining burden free access to our procurement program. The designated senior official for the Small and Minority Business Program is Mr. Dennis Crudele, Senior Vice President for Financial Affairs. Program activities and accomplishments are exchanged with FAU’s President, Vice President, and senior management staff through the Vice President of Financial Affairs. The Small Business Participation Plan and all quarterly/annual reports are submitted to the President of Florida Atlantic University, or her designated representative for review and approval.

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SECTION 3 – PROGRAMS & INITIATIVES Florida Atlantic University maintains vigilance for opportunities to promote and encourage businesses to participate in the University’s procurement program. This is accomplished through the following methods: Matchmaker Conferences – FAU continues its strong support and participation in the Office of Supplier Diversity Annual Matchmaker Conference and Tradeshow. Local Community Outreach – FAU regularly participates in events aimed at educating and promoting local small, minority, woman and veteran owned business on procurement opportunities with public entities. Due to the incredible success of the Turner School of Construction Management program the past three years, FAU was once again invited as a returning guest lecturer and community presenter. These procurement classes are sponsored by Turner Construction Inc, an FAU General Contractor and Construction Manager. The course is for the benefit of small and emerging minority, woman-owned, and veteran businesses to develop the skills needed to manage their companies and compete for business opportunities. During the class FAU’s Small and Minority Business Program Coordinator provides guidance and information on how to become part of FAU’s and the State’s public acquisition process, how to locate procurement opportunities, and important information on doing business with public entities. The response from the attendees on FAU’s presentation continues to be overwhelmingly favorable. In addition to the guest lecture series, FAU’s Small and Minority Business Program Coordinator is a regular attendee and occasional speaker at the Palm Beach County School Board’s monthly M/WBE & SBE Luncheon. The Procurement and Technical Assistance Center (PTAC) at Palm Beach State College has also engaged FAU’s Small and Minority Business Coordinator to teach classes throughout the upcoming grant year beginning 10/1/2010. These events provide outreach to hundreds of vendors on federal and other public procurement opportunities. Bid Advertisements – The Purchasing Department strives to obtain maximum exposure on all procurement opportunities. The Department continues to post solicitations for bids on the University’s website as well as on the State of Florida’s (MyFlorida.com) Marketplace, Vendor Bid System. These methods allow for the greatest electronic exposure of available bid opportunities to the vendor community. Additionally, all solicitations are reviewed by the Small and Minority Business Coordinator prior to the initial mailing of bid documents. As a result, hundreds of additional unsolicited bid documents are sent out annually to small disadvantaged business as an invitation to seek opportunities with the University. As an additional effort to reach out to emerging businesses, all bids are sent to ten local and state small and minority business organizations for distribution to their members.

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One-On-One Counseling – The Small and Minority Business Coordinator provides individual outreach to vendors needing personalized assistance in understanding and participating in the public procurement process. These counseling sessions provide the vendor with the names of specific departments and individuals most likely to utilize the vendor’s goods and services so that their marketing efforts maybe more directly applied to the end customer and decision makers. The vendor is also educated on the University’s purchasing program, available electronic resources including the State’s business websites and other sources for public procurement opportunities. Certification - FAU’s Small and Minority Business Coordinator counsels and encourages Vendors to register with the State of Florida and to obtain their minority certification from the Office of Supplier Diversity. Five years ago FAU also participated in the creation of a program with local public entities to accept reciprocal certifications. As a result of the One Stop Shop certification program, FAU shares the small and minority certifications issued by Palm Beach County, the City of West Palm Beach, and the Palm Beach County School Board.

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SECTION 4 – OUTREACH ACTIVITIES & MATCHMAKER FAU participates in the State’s MatchMaker Conferences by providing counseling sessions with prospective vendors as well as seeking out vendors participating in the trade show. During last year’s conference FAU’s Small and Minority Business Coordinator set up a booth to meet and counsel over 90 vendors. FAU’s Coordinator was also able to identify about 10 vendors whose commodity/service areas matched FAU bid solicitations recently issued or pending immediately release. These bids represented immediate opportunities that these vendors were not previously aware. All vendors counseled were also provided crucial information regarding FAU’s procurement needs including the specific names and phones numbers of the FAU departments and individuals needing their particular commodity or service. For the 2010 MatchMaker FAU will grow on last year’s success by obtaining a booth with increase visual aids and handouts geared specifically to vendor interests.

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SECTION 5 – EDUCATIONAL PROGRAMS FAU participates in the OSD’s Annual MatchMaker Conference which will provide the opportunity to reach hundreds of state certified small and minority businesses. The University’s Small and Minority Business Coordinator is also a guest lecturer for the Turner Construction School of Construction Management, and a counselor for the local Procurement Technical Assistance Center (PTAC). With so much personal exposure coupled with our bid advertisement methods, vendors routinely seek out FAU’s Small and Minority Business Coordinator for counseling and information. At least daily the Small and Minority Business Coordinator counsels vendors on the public procurement process and FAU’s purchasing program. In these sessions the vendors’ are provided in depth instruction on a one-on-one basis; this allows the vendor the opportunity to address their specific questions and to locate their target decision makers for their commodities and services.

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SECTION 6 – PAST CONTRACTING SUCCESSES In FY 09-10, FAU spent over $13.2 million with certified and non-certified MBEs compared to $8.5 million in FY 08-09; an outstanding 57% increase during a year of world economic crisis! Below are FAU’s top twenty certified and non-certified minority, woman and veteran owned businesses:

Top Twenty Certified MBEs for FY 09-10

VENDOR AMOUNT PO QTY THE PRESIDIO CORP $ 2,696,875 164 DIRT PROS EVS $ 2,336,447 31 JC WHITE OFFICE FURNITURE $ 1,155,538 76 BEST'S MAINTENANCE & JANITORIAL $ 650,727 2 KEY PERFORMANCE LLC $ 354,893 15 TIERRA SOUTH FLORIDA INC $ 274,762 17 BACH TRAINING AND $ 110,720 34 ONYX CREATIVE GROUP INC $ 91,375 2 EDTREK, INC $ 84,028 16 SONG AND ASSOCIATES INC $ 83,870 6 COLOME & ASSOC INC $ 79,919 8 POETIC LICENSE $ 78,200 15 VILA AND SON LANDSCAPING $ 72,447 7 PULLIAM INTL ENT $ 60,010 19 MOLLY'S TROLLEYS $ 40,990 2 TECHNICAL SYSTEMS EQUIP CORP $ 37,639 1 MARTIN ASSOCIATES OF SOUTH $ 25,555 7 JUST RIGHT T-SHIRTS $ 25,218 28 CORPORATE MANAGEMENT DEVELOPER $ 23,135 3 ITM GROUP, INC $ 22,300 6

TOTAL $ 8,304,647 459

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Top Twenty Non-Certified MBEs for FY 09-10 The most significant accomplishment this past fiscal year was the award of our facilities and custodial services contract for FAU’s MacArthur Campus to Dirt Pros, making it their fourth successful custodial bid award with FAU in 4 years. All four contract combined represent a total annual business with FAU of nearly $4 million…making FAU their first, and still their largest multimillion dollar customer! Originally, Dirt Pros was only a locally certified small and minority business but with the guidance of FAU’s Small and Minority Business Program Coordinator they received minority business enterprise certification from the state. Dirt Pros is not only an integral part of the FAU community, but represent a major success in our outreach efforts to the small and minority business community. The award of the MacArthur Campus bid not only represents another quarter million of square feet to maintain, but by partnering with a facilities maintenance provider Dirt Pros is expanding their service capabilities and thus making them more competitive for additional business opportunities.

VENDOR AMOUNT PO QTY THE CARPET BOUTIQUE LL INC $ 246,628 2 SHI INTERNATIONAL CORP $ 170,233 10 LIFE SAFETY MANAGEMENT $ 93,591 16 SUNSHINE CLEANING SYSTEMS INC $ 77,409 3 OFFICE PRODUCTS & SERVICES $ 39,819 137 CULINARY SOLUTION CENTERS LLC $ 39,000 1 P&S PROMOTIONAL SPECIALTIES INC $ 31,249 26 PRO VIDEO SALES $ 29,595 4 IRONSIDE PRESS LLC $ 25,972 16 C.H. HURST ASSOCIATES $ 22,030 6 CLARE MILLER & ASSOC. LLC $ 20,000 1 EDISON ADVERTISING CORPORATION $ 18,137 17 EDCO AWARDS AND SPECIALTIES $ 17,962 16 BIONOMICS $ 17,780 1 PARILLA AND ASSOCIATES $ 16,950 15 PSSC LABS $ 15,995 1 MIDNIGHT SUN TOURS $ 14,173 15 RESULTS THROUGH PEOPLE INC $ 14,000 2 FLORIDA BEARINGS $ 13,661 6

TOTAL $ 2,352,757 296

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SECTION 7 – SUBCONTRACTOR REPORTING FAU has a time tested method for properly obtaining and verifying subcontractor payment information on construction projects. As part of the required submittals with all major Construction/A&E Payment Requests, the vendor is required to submit an FAU Form detailing all payments made to minority, woman and veteran owned business. The form tracks the total amount of the subcontract, payments previously made, and payments included in the instant pay request voucher. Any payments being requested for a subcontractor must be accompanied by the paid invoice as back up documentation in the prime contractor’s pay request. Once the pay request has been reviewed and approved by Facilities Planning and sent to the Controller’s Office for payment, a copy of the pay voucher is sent to the Small and Minority Business Program Coordinator. The minority subcontractor payment report is reviewed, the vendor’s minority status verified, and back up documentation verified. The Small and Minority Business Program Coordinator collects the appropriate subcontractor information by project number and reports these expenditures quarterly. Other second and third tier subcontractor reporting data is obtained annually directly from contract vendors in report format such as Office Depot and Fisher, and other major campus operations such as food services and vending.

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SECTION 8 - NEW INITIATIVES This past Fiscal Year the FAU Purchasing Department reorganized personnel and re-flowed all the business processes to streamline the organization. This new organization has turned our Purchase Order process almost completely electronic; saving thousands in printed pages and mailings every year while reducing processing time and increasing customer support. One major benefit of this program is the reduction in procurement lead time through the electronic and almost immediate issuance of Purchase Orders. Vendors and customers also have increased electronic access to procurement data to better assist with business opportunities. For FY 10-11, FAU Purchasing is assisting with a pilot program to identify vendors offering prompt payment discounts to participate in electronic invoicing. Coupled with the electronic payments system already in operation we’re hoping to reduce the payment lead time for high use vendors to less than 10 days. For the small business community and labor intensive vendors like Dirt Pros, the ability to maintain cash flow without seeking credit float could be a major cost reduction for their operations. Also for FY 10-11 the Purchasing Department will be examining new procedures for electronic issuance and submission of bids. The target vendor benefits of this program will be the reduction of overhead costs like printing and mailing, and increased access and availability of bid opportunities through the Internet.

APPENDIX A -

Department of Management Services Office of Supplier Diversity

Request for Participation Plan

8/16/2010

APPENDIX B -

Accomplishments for Fiscal Year 2009-2010

7/1/2010

State University System 4th Qtr and Annual Certified Minority Business Expenditure Report

University: FLORIDA ATLANTIC UNIVERSITY FY 09-10 (7/1/2009-6/30/2010)

CATEGORY MBE CODE CONSTRUCTION ARCH & ENG COMMODITIES SERVICES TOTAL

NO. DOLLARS NO. DOLLARS NO. DOLLARS NO. DOLLARS NO. DOLLARS NON PROFIT S, T, U, V 0 $0 0 $0 5 $13,308 1 $57,600 6 $70,908 NON-MBE: NON-MINORITY A, Y, Z 444 $59,823,153 118 $6,209,674 4975 $17,478,912 1699 $21,977,390 7236 $105,489,128 SMALL BUS. ST. B 5 $132,211 0 $0 37 $109,474 11 $37,414 53 $279,099 SMALL BUS. FED. C 0 $0 0 $0 29 $152,111 3 $6,908 32 $159,019 MBE. FED. F 0 $0 0 $0 0 $0 0 $0 0 $0 GOV'T AGENCIES E 10 $824,793 7 $6,890 119 $539,544 111 $8,538,132 247 $9,909,360 NON-PROFIT ORG. D 0 $0 0 $0 6 $9,003 1 $2,500 7 $11,503 P.R.I.D.E. G 0 $0 0 $0 455 $57,899 0 $0 455 $57,899 TOTAL NON-MBE: 459 $60,780,157 125 $6,216,564 5621 $18,346,943 1825 $30,562,344 8030 $115,906,008 CMBE: AFRICAN-AMERICAN H 0 $0 1 $15,000 18 $23,309 17 $33,541 36 $71,850 HISPANIC I 4 $60,709 7 $42,982 52 $57,565 16 $759,191 79 $920,446 ASIAN-HAWAIIAN J 4 $164,380 18 $388,638 0 $0 6 $20,614 28 $573,632 NATIVE AMERICAN K 0 $0 0 $0 0 $0 0 $0 0 $0 AMERICAN WOMAN M 28 $1,636,643 4 $31,547 278 $4,017,087 122 $423,545 432 $6,108,821 VETERAN W 0 $0 0 $0 0 $0 0 $0 0 $0 TOTAL CMBE: 36 $1,861,732 30 $478,166 348 $4,097,960 161 $1,236,891 575 $7,674,749 NON-CMBE: AFRICAN-AMERICAN N 5 $452 0 $0 33 $57,602 44 $2,329,810 82 $2,387,864 HISPANIC O 6 $814,551 0 $0 7 $15,760 17 $1,767,071 30 $2,597,382 ASIAN-HAWAIIAN P 0 $0 0 $0 10 $170,233 0 $0 10 $170,233 NATIVE AMERICAN Q 0 $0 0 $0 0 $0 0 $0 0 $0 AMERICAN WOMAN R 8 $8,411 0 $0 242 $227,139 39 $226,702 289 $462,252 TOTAL NON-CMBE: 19 $823,413 0 $0 292 $470,734 100 $4,323,583 411 $5,617,731 TOTAL MBE: 55 $2,685,145 30 $478,166 640 $4,568,694 261 $5,560,475 986 $13,292,480