SARA Gold Winners Presentation (Windows Media Player)
Department of Water Resources
Award Accepted By: Lori Hall
The Department of Water Resources achieved 2011-12 SB/DVBE Results – SB (29%, up 7% from last year); DVBE (9%, up 5% from last year) This is due to collaborative efforts between the advocate and staff that have resulted in a consistent, continual improvement to the SB/DVBE program performance; development, implementation, and the creation of innovative processes and procedures, templates, workshops, and training; our winner has created stronger bid language and more focused outreach and education to acquire SB awards exceeding $20 million; program staff, buyers and contract analyst routinely contact the advocate for assistance early in the process.
The department has entered a new "normal" with regard to SB and DVBE participation - that of posting greater than 20% SB and 3% DVBE as opposed to the mid-teen SB percentages and less than 3% it was achieving prior to FY 08/09. In the last four years the department exceeded mandated DVBE participation each year. Small Business has twice achieved 22% and twice exceeded 25%, the most recently in FY 11/12.
This department consistently spends over $45 million dollars each year in the SB community. Over the last five years the Department has spent $309.1 million dollars in the small business sector and $64.4 million in the DVBE community.
Franchise Tax Board
Award Accepted By: Tracie Zamora
The Franchise Tax Board consistently exceeds mandated participation requirements. In each previous year, the procurement staff continues to work diligently to exceed them. Their advocates provide education and outreach to staff and attend various program forums. They provide guidance on project challenges and participation goals, provide exemplary customer service, brainstorm new ideas, consistently update their internal program by updating solicitation templates, convene round table discussions. They strongly encourage awarding directly to SB/DVBEs whenever possible and promote subcontracting opportunities in LPAs, whenever feasible.
Silver - SARA Presentation (Windows Media Player)
The Executive Staff of our Gold Award Winner understands the importance of the SB/DVBE Program and the advantages it provides to SBs/DVBEs and to the State financially. They continuously strive to improve their areas of responsibility and tackle the difficult job of balancing between cost, mandated contracts and the Program. Collectively, they share innovative ideas with the Advocates and management, hold customer forums to provide education and outreach, and focus on the enterprise while continuing their efforts to meet the participation goals.
Our Gold Winner pioneered the “SB/DVBE First Policy” remains a significant element in their SB/DVBE participation success. This policy promotes best practices for purchases under $250,000 and results in many procurement opportunities for SBs/DVBEs. Other State departments such as DGS followed their lead and have adopted the same policy.
Department of Aging
Award Accepted By: Tanya Marcellana
The Department of Aging’s 2011-12 SB/DVBE Results – SB (47.96%, up 20% from last year); DVBE (32.01%, up 11% from last year.)
To assure their continued success, the Department of Aging gives preference to the SB/DVBE community, whenever possible and when a Scope of Work has been drafted, buyers are instructed to query the SB/DVBE database to solicit those vendors first; use the SB/DVBE off-ramp when using LPAs.
They embrace the SB/DVBE community, and were able to award nearly 48% of total contracting dollars to SBs, and 32% to DVBEs. Exceeding the SB/DVBE goals is only achievable by the entire Department supporting these efforts. And that support begins from the top down. Our winner’s management and executive staff are fully supportive of the efforts to award contracts to the SB/DVBE community. Although their Advocate wears multiple hats in the Department, but when she needs to take time away from the office to attend SB/DVBE events or meetings, management finds other staff to cover the tasks while she is away.
Even with limited staff and time, our winner’s management team ensures that the Advocate has the resources she needs to perform her job. At the buyer level, when a Scope of Work has been drafted, buyers are instructed to query the SB/DVBE database and solicit those vendors first. Even with Leveraged Procurement agreements, buyers utilize the SB/DVBE off-ramp to ensure that 100% SB and or DVBE credit is achieved for that purchase. Whenever an opportunity arises to utilize a SB/DVBE, they will pursue the contract through that method.
Bronze - SARA Presentation (Windows Media Player)
Department of Insurance
Award Accepted By: Pat Applewhite, Patricia Ousley and Linda Tucker-Smith
The Department of Insurance has achieved: 2011-12 SB/DVBE Results – SB (48.52%, up 23% from last year); DVBE (8.38%, up .60% from last year.) They continue to be proactive and innovative in providing outreach to the SB/DVBE Community. They have implemented policies and procedures to improve procurement opportunities for certified SB/DVBE firms, established a vendor management tool to track products a SB/DVBE firm is authorized to resell – request quotes electronically, and their SB/DVBE Advocate was instrumental in explaining benefits of certification, providing links to DGS website, as well as providing guidance in navigating the certification process.
Over the past several years, the Department of Insurance has consistently met or exceeded the Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) goals. In fact, this past year, CDI is very proud to report an astounding 93 percent increase in SB participation and an 8 percent increase in DVBE participation.
As a result of their outreach efforts, this department was able to increase SB participation by over $2 million by assisting legal and consulting firms in getting small business certification.
In July 2011, their Procurement Units, Business Management Bureau (BMB) (non-IT) and Information Technology Division (ITD) Procurement (IT), implemented policies and procedures to improve procurement opportunities for certified SB/DVBE firms. Some of the improvements made were: ensuring that every effort is made to seek out and include SB and/or DVBE vendors when conducting any procurement activity within their approved delegated purchasing authority and contracting through certified by utilizing the SB/DVBE Option (GC 14838.5 and 14838.7), whenever possible.
Bronze - SARA Presentation (Windows Media Player)
Kern Valley State Prison - Procurement
Award Accepted By: Lisa Tackett
Kern Valley State Prison Procurement’s contracting results are impressive:
FY 2012/11 – SB 55.82% & 11.42 % DVBE
FY 2011/10 – SB 45.76% & 3.23% DVBE
“TEAM Procurement” has created a tutorial on how to utilize their local area network of suppliers from the onset of the purchase process. They offer drop-in consultation to prospective suppliers, and assist internal staff with training when necessary.
Utilizing Local Area Network capabilities, “Team Procurement” works with Computer Services in maintaining an intranet "Procurement Folder" filled with all of the forms and information any staff member would need to start a purchasing task. Within the folder, staff will find a 12 page tutorial of the local processes, access to the statewide Procurement Handbook, the standard forms necessary to start a purchase process, and helpful tips.
One of the key elements of our awardee's continued success in exceeding SB/DVBE goals is the local requirement of contacting at least one certified SB/DVBE vendor in the competitive bid process. Team Procurement is always available by telephone or for drop-in consultations to assist in locating certified vendor information utilizing the BidSync site. In addition, the Team makes every effort to act as guest trainers for other department's training and/or safety meetings. Whether by phone or in person, getting the information to the customers results in increased usage of certified SB/DVBE businesses!
SARA Honorable Mention Presentation (Windows Media Player)
Department of Corporations
Award Accepted By: Laurie Cootz
The Department of Corporations consistently exceeds their 25% SB & 3% DVBE goals, eleven straight years in fact. For:
FY 2010/11 – 64.84% SB & 22.48% DVBE
FY 2011/12 – 51.44% SB & 20.85% DVBE
Out of 396 contracts, 93% were awarded to SB's (239) and DVBE’s (129). Just 28 were awarded to non-certified vendors. The Department has surpassed the SB goal by at least 6% and at the most 40% in ten out of the 11 years. It has exceeded the DVBE goal by at least 3% and as much as 19% throughout the 11-year period. The Department's trend has been above 40% SB and above 10% DVBE for the last three years.
This Department makes certain that all procurement staff are trained to look for SB/DVBE suppliers first. They use off-ramps whenever possible, solicit suppliers to get certified, monitor goals through reporting, and top management reviews all purchase to ensure appropriate SB/DVBE participation was considered.
Award Accepted By: Tom Clarke
The Military Department exceeds the SB/DVBE participation goals:
FY 2010/11 57% SB and 15.83% DVBE
FY 2011/12 67.43% SB and 13.87% DVBE
It has a “Top Down” business model where all Purchase Orders and Projects are reviewed prior to execution to determine where SB/DVBE can be utilized. This honoree has instituted a mandatory 10% goal on contracts where the SB/DVBE option cannot be used. They consistently work with DVBE organizations and attend outreach conferences whenever possible.
They have adopted the small business/disabled veteran business enterprise option as its primary method of doing business. The department adopted the program several years ago because the contracting managers and leadership believed that supporting disabled veteran business enterprises and small businesses was the "right thing to do". It has developed into an exceptionally valuable tool in doing business.
Currently, its contracting managers are increasing the mandatory percentage levels for contracts that exceed the SB/DVBE ceilings and building stronger alliances with the DVBE and SB organizations in the state.
During the period of this nomination, approximately 96% of our winner’s public works projects went to small business and almost 32% public works dollars were awarded to DVBE's, either as primary or sub-contractors.
California Medical Facility
Award Accepted By: Ernesto Francisco
The California Medical Facility has consistently improved its efforts in reaching or exceeding its goals for SB/DVBE participation:
FY SB/DVBE 2012/2011 SB 52.94% and 11.07% DVBE
FY SB/DVBE 2011/2010 SB 47.92% and 4.94% DVBE
Their dedicated SB/DVBE Advocate continues to provide guidance to procurement staff with administrative support, the department aggressively solicits to SB/DVBE suppliers locally and statewide, and they consistently monitor their progress. When this Small/Disabled Veteran Business Advocate assumed the role, DVBE participation was languishing at .84 percent. Not only has the agency shown improvement in the DVBE percentage to goal, our honoree has surpassed the 3 percent (3%) goal by an additional 8 percent. This success has been achieved by Providing Training to all Staff with emphasis on the importance of the Small Business/Disabled Veteran Programs to improve California’s Prosperity, and aggressively soliciting Small Business/Disable Veteran enterprises, both locally and state wide.
In fiscal year 2008/2009, the DVBE percentage was at .84 percent (84%) and the SB/MB percentage was 6.71 percent (6.71%). By developing an action plan that has been supported and adhered to by Administration and Staff, this agency has shown significant and substantial improvement each year. Additionally, by interfacing with institutional staff and providing training sessions that included an open dialogue of their progress, staff has become more aware of the State Wide goals as outlined by the Governor's Office and have embraced the challenge.