Charlotte-Mecklenburg Schools

1. Charlotte-Mecklenburg Schools Office of Minority, Women, and Small Business Enterprise Program

2. Agenda • Greetings/Welcome • Charlotte-Mecklenburg Schools Vision and Mission • Business Profile • Objectives of Session • MWSBE Program Goals & Guidelines • Closing

3. Charlotte-Mecklenburg Schools Vision: To provide all students the best education available anywhere, preparing every child to lead a rich and productive life. Mission: To maximize academic achievement by every student in every school.

4. CMS Business Profile • Operating Budget of $1.17Billion • 18,120 Employees • 138,100 K-12 Enrollment plus Approximately 3,000 Pre-K • County ±7 Municipalities • Largest Property Management Operation in Charlotte • 21M sq ft Buildings (659) and Mobile Classroom (612) • 5,011 Acres of School/District Grounds • ±159 Schools, ±10 Leased Schools, ±5 Administrative Sites • 2nd Largest Developer in Charlotte • 9th Largest Bus Fleet in the U.S. • Largest Food Service Chain in N.C. (106,000 lunches/day)

5. Objectives of Session • How do we establish goals? • How do we drive supplier diversity goals through our organizations (make it part of our culture)? • How do we identify opportunities and ensure MBEs get included? • How do we incent Buyers?

6. Goal Setting MGT of America Disparity Study - 2004 • Substantial disparity existed in: • Construction • Architecture & Engineering • Other Services • Goods • Recommendations • SBE Program • New Aspirational Goals • Procurement Cards • Vendor Sourcing

7. Aspirational Goals

8. Supplier Diversity Culture

9. MWSBE Project Charter • Service Integration Team – Representatives from: Building Services Transportation Purchasing Child Nutrition Principals Telecommunications Lawson Integration Accounts Payable Media Services Curriculum & Instruction Public Information Textbooks Legal Department Office of Diversity

10. Governance • CMS Policy DJA • Minority-owned, women-owned, and small business enterprises (collectively “M/W/SBE”) as well as other responsible vendors shall have a fair and reasonable opportunity to participate in CMS business opportunities. • General Statutes 143-48 • Purchase and Contract: cooperation in promoting the use of small contractors, minority contractors, physically handicapped contractors, and women contractors. • General Statutes 143-48.4 • Statewide uniform certification of historically underutilized businesses • General Statutes 143-128.2Minority Business Participation Goals (defines good faith efforts and the full scope of the law) • General Statutes 143-128.3Administration (Public Entity Responsibilities) • General Statutes 143-128.4Historically Underutilized Business (2007 Amendment Definition) • General Statutes 143-131Informal Bidding: scope of applicable law for construction projects less than $500,000 (increased from $300,000 in 2007 legislation • Senate Bill 914, Session Law 2001-496 December, 2001 To enhance and improve good faith efforts to recruit and select minority businesses for participation in public construction contracts • NC Administrative Code – 301 Minority Business Participation Goal: Rules governing minority participation goals and responsibilities of owners, HUB office, designers, contractors, HUB contractors, and State Construction Office

11. Small Order Purchases • P-Card Purchases (Up to $1,000) • Limited Purchase Orders and Check Request for purchases of Supplies and Materials (Less than $5,000)

12. Informal BidsApparatus, Supplies, Materials, and Equipment ($5,000 to $89,999 not on State Term Contract) • Requires a minimum of three quotes for obtaining competition when available • Notification of at least one available MWSBE vendors of the opportunity is required • Phone, Fax or Email is permitted • All requisitions above $5,000 are reviewed and approved by the MWSBE Administrator through the Lawson system • Non-compliance of MWSBE notification procedures can result in rejection of the requisition and additional solicitations may be required

13. Formal BidsApparatus, Supplies, Materials, and Equipment ($90,000 and Greater) • All formal solicitations and documentation shall be performed by Procurement Services • Notification of at least one available MWSBE vendor is required

14. Contracted Services(non-construction related) • Competitive procedures are not required for service contracts less that $5,000; however, rotating awards to multiple vendors, including MWSBE vendors is recommended • Service contracts greater than or equal to $5,000 will follow specific procedures determined collectively in advance by the Purchasing Department, submitting department and MWSBE Department on a case by case basis • Request for Proposal (RFP), Request for Quote (RFQ), or Invitation to Bid (IFB)

15. Lawson Financial System

16. Lawson Financial System

17. Informal Construction($5,000 to $499,999) • Informal bids are recommended, but not required, for construction or repair work costing less than $5,000 • Require a minimum of three quotes for obtaining competition when available • Notification of at least one available MWSBE vendor of the opportunity is required • Good Faith Efforts documentation of contractors solicited and efforts to recruit MWSBE participation is required • All requisitions above $5,000 shall be reviewed and approved by the MWSBE Administrator • Non-compliance of M/W/SBE notification procedures can result in rejection of the requisition and additional solicitations may be required

18. Formal Construction & Repair ($500,000 and up) • Formal bids are required by and in accordance with state law • Notification of available MWSBE vendors is required • Bidders required to complete good faith efforts to include MWSBE subcontractors in accordance with state law • All bids and Good Faith Efforts are reviewed and approved by the MWSBE Office • Non-compliance of MWSBE rules and guidelines can result in rejection of the bid

19. Professional Services (including Surveying, Architecture & Engineering) • Qualification Based • Notification of available MWSBE service providers is required • Responders are required to complete good faith efforts to include MWSBE sub-consultants in accordance with state law • All proposals are reviewed and approved by the MWSBE Office

20. Procurement Checklist

21. M/W/SBE Solicitation Information M/W/SBE Identification Form Affidavit A – Listing of Good Faith Efforts Affidavit B – Intent to Perform with Own Workforce Affidavit C – Portion of Work Performed by M/W/SBE Affidavit D – Documentation of Good Faith Efforts Appendix I – Letter of Intent to Perform as a Subcontractor Appendix II – M/W/SBE Utilization – Professional Services Appendix III – M/W/SBE Utilization – Goods & Other Services Appendix IV – Documentation of All Contract Payments Appendix V – Waiver Request for Good Faith Efforts Documentation Forms

22. Good Faith Efforts

23. AFFIDAVIT D

24. Buyer Incentatives

25. Great Job Everyone!

26. Questions

27. Charlotte-Mecklenburg Schools Office of Minority, Women, and Small Business Enterprise Program