City of Phoenix Disadvantaged Business Enterprise (DBE) .City of Phoenix Disadvantaged Business...

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Transcript of City of Phoenix Disadvantaged Business Enterprise (DBE) .City of Phoenix Disadvantaged Business...

  • City of PhoenixDisadvantaged Business

    Enterprise (DBE)

    Sub-recipient

    Training

    12-20-12

    1/15/2013 1

  • DBE PROGRAM OBJECTIVES

    1/15/2013 2

  • DBE Program Objectives

    Consistency with federal requirements

    DBE participation rates consistent with the availability of eligible disadvantaged firms

    Monitoring procedures that ensure compliance with contract requirements

    Open communication among the City, contractor, and DBE subcontractor

    1/15/2013 3

  • DBE Program Objectivescont

    Reporting processes that capture all relevant data

    Timely reporting to all funding agencies

    Procedural responsibilities

    1/15/2013 4

  • DBE PROGRAM OVERVIEW

    1/15/2013 5

  • Overview

    City of Phoenix is the primary recipient of FTA funds and is responsible for providing oversight for all subrecipients

    The DBE program is administered through the City of Phoenix Equal Opportunity Department (EOD)/Public Transit Department (PTD)

    1/15/2013 6

  • Overviewcont

    The overall goal for the 2012-15 is 3.02%

    The City of Phoenix administers (for now) the program in a race and gender neutral manner (DBE participation is determined by awarded contractor)

    1/15/2013 7

  • Overviewcont

    Availability % is offered for information purposes only to produce vigorous outreach

    Outreach is still required per federal guidelines

    A race conscious goal can be established if outreach results fall below annual goal of 3.02%

    1/15/2013 8

  • DBE PROGRAM Internal Planning

    1/15/2013 9

  • Internal Planning Process

    Identify the project early

    Determine if FTA funds are involved

    Determine if local tax dollars are involved

    1/15/2013 10

  • Internal Planningcont

    Determine if the solicitation is for professional services or construction services

    Determine if the solicitation is based on a negotiated or non-negotiated contract

    1/15/2013 11

  • DBE PROGRAM

    Participation Review Request

    (Formerly Goal Request)

    1/15/2013 12

  • DBE Participation Review Process (Formerly Goal Request)

    Request early (30-45 days)

    Identify the project #

    Identify the FTA % vs % of local funds

    1/15/2013 13

  • Review Request Processcont

    Identify the engineers projected cost

    Identify the project manager

    Request can be sent to Reginald or Susan

    1/15/2013 14

  • Review Request Processcont

    Nature of the project (professional service, construction, procurement purchase

    Identification of trades or specific services

    Review of the DBE Directory (www.azdbe.gov) against trades required for the specific project

    DBE availability is based on the

    following:

    1/15/2013 15

  • Review Request Processcont

    Concurrence from EOD

    DBE availability is based on the

    following:

    1/15/2013 16

  • DBE PROGRAM SOLICITATION/PROCUREMENT

    1/15/2013 17

  • Solicitation/Procurement Process

    PTD will provide DBE clauses for each type of solicitation

    Do not use the same clauses for each solicitation

    1/15/2013 18

  • Solicitation/Procurementcont

    Before making the solicitation public send to PTD for review

    Make sure the availability % is included in the clauses

    1/15/2013 19

  • DBE PROGRAM PRE-BID PARTICIPATION

    1/15/2013 20

  • Pre-Bid Participation

    Send an invitation to PTD staff for participation in the pre-bid meeting

    PTD will review the requirements, explain the outreach process and when attachments are due

    1/15/2013 21

  • Pre-Bid Participationcont

    PTD will respond to any questions relative to the DBE requirements

    PTD will review any addendums relative to the DBE process

    1/15/2013 22

  • DBE PROGRAM BID VERIFICATION REVIEW

    1/15/2013 23

  • Bid Verification Review Process

    Forward DBE documents of the firms that will continue in the solicitation process

    Ideally top 5 for construction and top 3 for professional services

    1/15/2013 24

  • Bid Verificationcont

    PTD will review DBE attachments and provide a determination of responsiveness or non-responsiveness

    Official written notice will be provided after receiving concurrence from EOD

    1/15/2013 25

  • Bid Verificationcont

    The DBE clauses will specify the due dates for attachments (A-E)

    Improper completion of attachments may lead to a nonresponsive designation

    1/15/2013 26

  • Bid Verificationcont

    If a goal (participation rate) is determined by the bidder the amount will be substantiated by a matching % and $ amount

    Prior to awarding the contract, all forms must be properly reviewed and submitted

    1/15/2013 27

  • DBE PROGRAM PRE-CONSTRUCTION/SCOPING

    1/15/2013 28

  • Pre-Construction/Scoping Meeting

    Invite the DBE Specialist

    1/15/2013 29

  • Pre-Construction/Scopingcont

    Review of participation rate

    Identify open areas for other participation

    Requirements for utilizing selected DBEs and penalties for not following guidelines

    Specialist

    will

    review

    1/15/2013 30

  • Pre-Construction/Scopingcont

    Requirement to notify PTD of any changes to contracts before officially making the change

    Explanation of documentation needed once the project begins

    Specialist

    will

    review

    1/15/2013 31

  • Pre-Construction/ScopingCont

    Review of Attachments A E and Exemption form

    Attachment D tracking form (submit with each pay request)

    Attachment E final payment for each sub.

    Copies of DBE contracts with prime (before the NTP)

    1/15/2013 32

  • Pre-Construction/Scopingcont

    Names and Addresses of ALL subcontractors

    Tracking Prompt payment Due 7 days after prime is paid

    Tracking Final Payment Due 30 days after approval of DBEs final work

    1/15/2013 33

  • DBE PROGRAM POST AWARD

    1/15/2013 34

  • POST AWARD

    DBE specialist will attend construction meetings

    DBE specialist will conduct reviews with selected DBEs performing on the project

    DBE updates will be provided during project meetings and a final report

    1/15/2013 35

  • QUESTIONS

    ?

    1/15/2013 36