city of phoenix disadvantaged business enterprise (dbe) · city of phoenix disadvantaged business...

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


• 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


•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


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


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


• 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


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

city of phoenix disadvantaged business enterprise (dbe) · city of phoenix disadvantaged business...

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