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Small BusinessParticipation Plan2010 – 2011Submitted by:Jim BretherickDirector, Purchasing5800 Bay Shore RoadSarasota, FL 34243
Small Business Participation PlanFY 2010 - 2011Table of ContentsLetter of TransmittalI.IntroductionA.B.C.D.Background InformationMission, Vision and CommitmentAbout the NCF Small Business Participation PlanKey Program Activities During 2009-10II.Proposed Outreach Activities 2010-2011III.Planned Educational ActivitiesIV.Summary Addressing Past Contracting ActivityA. New College of Florida Vendor Activity – Two Year HistoryB. Minority Business Expenditure Report 2009-2010V.Sub-Contracting ReportingVI.Initiatives and Procedures to Enhance the Small BusinessParticipation Plan
I.INTRODUCTIONA. Background InformationThe Small and Minority Business Program (S/MBP) is administered by the Director ofPurchasing, Jim Bretherick, who also serves as the College’s Small and Minority BusinessProgram Director. These duties are performed in partnership with the College’s FacilitiesDepartment. Within the venue of public service, the focus of the S/MBP is to invest inbusinesses located within and beyond the communities in which we live, work and dobusiness.B. Mission, Vision and CommitmentMission: To actively pursue opportunities and establish business partnerships with small,minority, service-disabled veteran, and women-owned businesses that provide goods andservices purchased by New College of Florida. The S/MBP serves as a liaison between theCollege and the small and minority business community, with the goal of increasingutilization of Small and Minority Business Enterprises and maintaining diversity in thesupplier and contractor base at New College of Florida.Vision: To establish a supplier base that reflects the broad diversity of our students, faculty,staff and communities. The S/MBP seeks to heighten the awareness of procurementpersonnel and other decision makers; to the level that equal opportunity in businesscontracting is established and fostered in the procurement process.Commitment: New College of Florida is committed to providing fair and equalopportunities for all businesses to compete in the procurement process and to develop andestablish relationships to increase our business participation with small, minority, servicedisabled veteran, and women-owned enterprises in a fiscally responsible manner. NCF doesnot reserve any procurement, nor provide price preferences to any vendor on acquisitionmatters.C. About the NCF Small Business Participation PlanDuring the fiscal year 2009-2010, New College of Florida (NCF) responded to the FloridaDepartment of Management Services – Office of Supplier Diversity (OSD) request toestablish a Small Business Participation Plan (SBPP) and to create access to procurementopportunities for minority and women-owned business entities. NCF continues toimplement its efforts aimed at enhancing the participation of these qualified businesses instate contracting. Through educational and outreach activities, the College will strive toenhance its commitment of equity in contracting and procurement.
D. Key Program Activities During 2009-2010 New College of Florida submitted its annual Small Business Participation Planfor the year 2009-10 to the Florida Department of Management Services Officesof Supplier Diversity. New College of Florida submitted Quarterly Small Business Expenditure Reportsto the Office of Supplier Diversity followed by an end of year total expenditurereport. Invited a minority office supply vendor to meet campus staff to display andintroduce new products. Attended the 2009 Office of Supplier Diversity MatchMaker Conference inOrlando and shared a booth with Florida Atlantic University where numerousvendors received information on doing business with New College of Florida. The college utilizes the SunGuard/Banner system to retrieve necessary data for asubstantial portion of all required reports. Attended the Southwest Florida Regional Matchmaker at Florida Gulf CoastUniversity. Met with numerous vendors and distributed information on doingbusiness with New College of Florida.
II.Proposed Outreach Activities 2010-2011 Participate in local area and statewide matchmaker conferences, round-tablediscussions, seminars, and one-on-one sessions with current and prospectivevendors to promote inclusive business utilization (building businessrelationships, doing business at NCF, etc.). Promote the participation and utilization of small, minority, service-disabledveteran, and women-owned businesses among College departments, staff,academic units, and prime contractors. Host meet and greet workshops designed to assist small, minority, servicedisabled veteran, and women-owned businesses in doing business with NewCollege of Florida (NCF), other state universities, state agencies, and localgovernmental units. Actively represent New College of Florida in the business community byinvolvement in small, minority, service-disabled veteran, and women-ownedbusiness associations and organizations. Encourage small, minority, and women-owned businesses to obtain certificationthrough the Office of Supplier Diversity (OSD). Identify and pursue small, minority and women-owned businesses that providegoods and/or services that may be purchased by New College of Florida. Utilize New College of Florida’s Fiscal Liaisons, housed in academic andadministrative departments, to identify opportunities for program implementationand expansion.
III.Planned Educational Activities 2010-2011As opportunities arise, the College will continue to conduct various activities andeducational programs to meet its objectives. Activities, in broad terms, are noted below: Encourage prime contractors to conduct workshops for sub-contractors to enhanceopportunity to develop strategic alliances, joint ventures and partnerships, as well asparticipation in New College of Florida contract and procurement opportunities. Seek opportunities to conduct educational/training and awareness programs withthose individuals with purchasing responsibilities in various departments, to gaintheir support and assistance in promoting the utilization of small, minority, servicedisabled veteran, and women-owned business enterprises. To seek opportunities to discuss the College’s Small and Minority Businessexpenditures and efforts before various local, and state forums. To conduct Info Sessions for small contractors through the NCF Finance, Purchasingand Facilities departments. Participate in small and minority business development trade fairs for the purpose ofbringing small and minority business enterprises to the campus and providingdepartmental staff the opportunity to meet new vendors.
IV.Summary Addressing Past Contracting ActivityData on the following pages demonstrates that New College of Florida seeks to awardcontracts to small businesses, including minority and women business owners. The Collegewill continue to implement its program and focus on the following strategies: Enhancing Faculty and Staff Involvement and Commitment in the S/MBP Education/Outreach Initiatives Communication, Reporting/Data Management and MonitoringIn addition, New College of Florida will continue to develop all required reporting elements,and utilize its Banner software system to retrieve data on purchasing activity.A.NCF Minority Vendor Activity – Two Year HistoryVendor Activity2008-20092009-2010% Change 08/09 - 09/10Certified MBEsNon-Certified MBEs712,57128,736584,835255,217-18%788%Total Activity741,307840,05213%
B.MBE TOTALSState University SystemMonthly Certified Minority Business Expenditure ReportUniversity: NEW COLLEGE OF FLORIDAAnnual: Period Ending 06/30/2010CATEGORYMBECODENON PROFITNON-MBE:NON-MINORITYSMALL BUS. ST.SMALL BUS. FED.MBE. FED.GOV'T AGENCIESNON-PROFIT ORG.P.R.I.D.E.TOTAL HAWAIIANNATIVE AMERICANAMERICAN WOMANTOTAL AWAIIANNATIVE AMERICANAMERICAN WOMANTOTAL NON-CMBE:NOPQRTOTAL:CONSTRUCTION(1)NO.DOLLARS0 0ARCH & ENG (1)NO.DOLLARS0 0 4,098,122022 4,098,122 385,978 385,978COMMODITIESNO. DOLLARS0 0SERVICESNO. DOLLARS0 0 3,222,715 1,791,596 455,48600 455,486 00 3,222,7150 1,791,5964 82,3312 83048 110,262 192,59313NO. 0TOTALDOLLARS 0 9,567,9190 9,567,919 5,434 6,2640600713 0 83,161 0 0 501,674 584,835 0 0 0 0 255,217 255,217 10,407,9710 00 066 15,803 15,8030 239,414 239,4140000662 4,484,1000 455,48614 3,431,1113 2,037,27419Note:(1) Architects/Engineers and Construction industry participation dollars are captured by the NCF Facilities Planning &Construction Office.Contractors are required to complete and submit a summary of actual M/WBE participation along with applications for payment.
V.Sub-Contracting ReportingNew College of Florida and its departments have a very good working relationship withmajor contracting firms.Currently Purchasing is in the process of developing procedures to capture subcontractorinformation through our Facilities Department with the assistance of the contractors andproject managers. On major A&E and construction projects, invoices that are submitted toFacilities for payment will require contractors to submit all backup information includingany documents supporting the S/MBE subcontractor reporting. This will provide purchasingwith the ability to keep better track of S/MBE subcontractor usage.
VI.Initiatives and Procedures to Enhance the SmallBusiness Participation PlanIt is the policy of New College of Florida to optimize opportunities for business contractingwith small and minority enterprises in the areas of commodities, construction, contractualservices, and architectural and engineering services. It is the goal of the program to reach outto the small, minority, and small disadvantaged business community and to give responsiveand responsible suppliers a fair and equal opportunity to compete for campus business.Initiatives and Procedures proposed by New College of Florida are as follows: Encourage full participation of high performing, competent and capable smallbusinesses, including minority and women-owned businesses, in the College’snormal procurement process. Review and make recommendations on ways to provide outreach to small, minorityand women-owned businesses and inform them of contract/business opportunities atNew College of Florida. Lead development and implementation of programs to educate small, minority andwomen-owned business participants regarding New College of Florida’sprocurement policies, procedures and processes.
establish a Small Business Participation Plan (SBPP) and to create access to procurement opportunities for minority and women-owned business entities. NCF continues to implement its efforts aimed at enhancing the participation of these qualified businesses in state contracting. Through educational and outreach activities, the College will strive to
