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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 Objectives…cont…
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
Overview…cont…
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
Overview…cont…
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 Planning…cont…
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 Process…cont…
Identify the engineers projected cost
Identify the project manager
Request can be sent to Reginald or Susan
1/15/2013 14
Review Request Process…cont…
• 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 Process…cont…
•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/Procurement…cont…
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 Participation…cont…
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 Verification…cont…
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 Verification…cont…
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 Verification…cont…
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/Scoping…cont…
• 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/Scoping…cont…
• 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/Scoping…Cont…
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/Scoping…cont…
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 DBE’s 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