Contracting for Success Mitchell E. Daniels, Governor

1. Minority and Women's Business Enterprises Indiana Department of Administration Contracting for Success Mitchell E. Daniels, Governor Committed To Participation

2. Minority and Women's Business Enterprises • Why Apply for State Certification? • Qualify for MBE/ WBE Participation Points on state projects • Consideration at state universities and casinos • Notification of state business opportunities Committed To Participation

3. Minority and Women's Business Enterprises Why Apply for State Certification? Access to training opportunities Advocacy Services State certification often accepted for purchasing at other organizations No application fee Committed To Participation

4. Minority and Women's Business Enterprises Sub-Contracting • Incentives are given only for MBE and WBE Sub-Contracting • Dually certified firms must choose ONE certified status per project – MBE or WBE • Sub-contractors must provide a commercially useful function Committed To Participation

5. Minority and Women's Business Enterprises What’s Next New Opportunities Visibility and consideration for contracts State, local, federal and large corporations Committed To Participation

6. Minority and Women's Business Enterprises Know Your Market Target market Target customers Experience, robust and successful deliverables Committed To Participation

7. Minority and Women's Business Enterprises In the Door Sell your company ! Sell your product ! Price Product Service Committed To Participation

8. Minority and Women's Business Enterprises Steps to Take Be Prepared Maintain Certification ACE form(s) email address General information changes Change in organization Committed To Participation

9. Minority and Women's Business Enterprises UNSPSC Codes http://www.unspsc.org/ Classification of products and services Current and accurate codes Code amendments Commercially useful function Committed To Participation

10. Minority and Women's Business Enterprises UNSPSC Code Family Tree Purpose: to enable collaborate commerce “root” = All Products and Services (implied) Segment 44 Office Equipment and Accessories and Supplies Family 10 Office machines and their supplies and accessories Class 15 Duplicating machines Commodity 01 Photocopiers Class 31 Printer and facsimile and photocopier and supplies Commodity 03 Toner 44 10 15 01 44101501 Committed To Participation

11. Minority and Women's Business Enterprises MWBE Certification List Functionality Committed To Participation

13. Minority and Women's Business Enterprises Welcome Packet Committed To Participation

14. Minority and Women's Business Enterprises Contact-to-Contract: Roundtable Connection Contracting for Success Indiana Department of Administration Minority and Women’s Business Enterprises Division Mitchell E. Daniels, Governor Committed To Participation

15. Minority and Women's Business Enterprises Overview • Be proactive -your phone will not ring automatically as a certified vendor • There are no quotas just goals • You must work for it Committed To Participation

16. Minority and Women's Business Enterprises Goal SettingM/WBE Participation 2007-2009 Committed To Participation

17. Minority and Women's Business Enterprises Keys to Contracting Success • Provide excellent product or service • Offer competitive prices • Build Key Business Relationships Committed To Participation

18. Minority and Women's Business Enterprises Keys to Contracting Success (Cont’d) • Market your business to key players in the State Procurement Process • State Purchasers • State Prime Contractors • Other MWBE’s Committed To Participation

19. Minority and Women's Business Enterprises Keys to Contracting Success (Cont’d) • Participate in Networking Opportunities • Pre-proposal/ Pre-Bid Meetings • Special Events/ Tradeshows • University/ Organization Events Committed To Participation

20. Minority and Women's Business Enterprises Solicitations • Procurement solicitations • http://www.in.gov/idoa/2788.htm • Public Works solicitations • http://www.in.gov/idoa/2823.htm • INDOT Bids • http://www.in.gov/dot.html • Other Opportunities • http://www.in.gov/idoa/2788.htm Committed To Participation

21. Minority and Women's Business Enterprises Methods of Procurement • Request for Quotation (RFQ) - Procurements • Invitation to Bid (Bid) - Construction • Request for Proposal (RFP) – Professional Service Committed To Participation

22. Minority and Women's Business Enterprises Steps to Awards • Attend Pre-Bid/ Pre-RFP Meetings • Tell Firms about your interest • Construction: Email MWBE@idoa.in.gov • Solicitations published with milestones • Commitment letter required from M/WBE subcontractors to protect self • Evaluations/ Public Inspection • Prime Contractor is notified and negotiations begin • Prime Contractor receives awarded contract • Written agreement with sub-contractor Committed To Participation

23. Minority and Women's Business Enterprises Professional Service/ Procurement Evaluations (* Agency can fix these + or – 10 points) Committed To Participation

24. Minority and Women's Business Enterprises Professional Service/ Procurement Evaluations Committed To Participation

25. Minority and Women's Business Enterprises Post Contract Award • IDOA Contract Boilerplate Language for Professional Services on RFP/RFS: • Prime Contractor must submit agreement with each MWBE within 90 days of contract execution with the State • Awarded proposal becomes incorporated into and a requirement of the contract • Contractors shall not substitute, replace or terminate any MBE and/ or WBE without prior written authorization from MWBED and the MWBE Committed To Participation

26. Minority and Women's Business Enterprises MWBE Construction Bid Policy • Applies to: • Public Works • State Office Building Commission • INDOT State-Funded projects Committed To Participation

27. Minority and Women's Business Enterprises MWBE Construction Good Faith Efforts Evaluation Notice to MBE and WBEs Economically Feasible Subcontract Consideration of all MBE and WBE quotes MBE and WBE Barrier Assistance Advertisement Agency Assistance Research participation Area - “think out of the box” Response Time Documentation of Statements from M/WBEs Availability of M/WBEs Committed To Participation

28. Minority and Women's Business Enterprises Monitoring Compliance • Prime Contractors must honor participation plan originally submitted • Subcontractor commitment form becomes part of the binding contract Committed To Participation

29. Minority and Women's Business Enterprises Monitoring Compliance (Cont’d) • As a subcontractor, consider a written agreement with the prime you can enforce • MWBED audits contracts • Primes in non-compliance face sanctions Committed To Participation

30. Minority and Women's Business Enterprises Monitoring Compliance (Cont’d) • Sanctions may include: • Withholding of payments • Payment adjustments • Termination of contract • Suspension or revocation to bid on State contracts up to 36 months Committed To Participation

31. Minority and Women's Business Enterprises Contract Management • Seeking a Prime Contractor • Secure the Contract • Monitoring the Contract Committed To Participation

32. Minority and Women's Business Enterprises Contract Management:Seeking a Prime Contractor • Determine Prime Contractors bidding on Contracts • Attend the Pre-RFP Meetings • Request information on previous RFP’s • Request information on RFP’s in Midwest Committed To Participation

33. Minority and Women's Business Enterprises Contract Management:Seeking a Prime Contractor • Leverage your products and services with Prime Contractors • Understand their business requirements? • Are products and services a match? • If not, which products and services can modified or added? Committed To Participation

34. Minority and Women's Business Enterprises Contract Management:Seeking a Prime Contractor • What do Prime Contractors look for? • A subcontractor that work well as a business partner • Business Integrity • Understands the business Committed To Participation

35. Minority and Women's Business Enterprises Contract Management:Seeking a Prime Contractor • What do Prime Contractors look for (cont’d)? • Financially sound • Great reputation in the community as well as in business: “People talk…………” Committed To Participation

36. Minority and Women's Business Enterprises Contract Management:Secure the Contract • Complete Subcontractor Commitment Letter as well as Contract • Create positive business relationship • Avoid misunderstandings and disputes Committed To Participation

37. Minority and Women's Business Enterprises Contract Management:Secure the Contract • Complete Subcontractor Commitment Letter as well as Contract - Clear up important issues • Due Dates • Legal aspects • Contacts • Pay / Expenses • Liability Committed To Participation

38. Minority and Women's Business Enterprises Contract Management:Secure the Contract • What subcontractor must consider • Historical pricing data • Margins • Quality • Other requirements Committed To Participation

39. Minority and Women's Business Enterprises Contract Management:Monitoring the Contract • Stay ahead • Track your performance • Communicate issues quickly • Maintain documentation • Ask for reports Committed To Participation

40. Minority and Women's Business Enterprises Contract Management:Monitoring the Contract • When problems arise • Point out problem to Prime Contractor quickly • Be prepared to provide supportive documentation • Be flexible • Provide solutions • Contact the MWBE office Committed To Participation

41. Minority and Women's Business Enterprises Contact Us • Minority and Women Business Enterprise • 402 W. Washington Street, Room W469 • Indianapolis, IN 46204 • mwbe@idoa.in.gov • 317-232-3061 Committed To Participation

42. Minority and Women's Business Enterprises Questions Committed To Participation