1 Welcome Icebreaker Overview of Today’s Events Introductions

2 Ice-Breaker Reports People Hunt!

OBJECTIVES WHY ARE REPORTS REQUIRED WHICH REPORTS ARE REQUIRED Due date Where to submit HOW TO PREPARE EACH REPORT 3

4 Purchasing authority requirements: DGS/PD ’ s Purchasing Authority Management Section at: State Contracting Manual, Vol. 1: DGS Office of Legal Services, attorney assigned to your department. State Contracting Manual, Vol. 2 & 3: DGS/PD ’ s Office of Policy, Procedures, and Legislation (PPO) at: California Procurement & Contracting Academy (Cal-PCA) Toll Free Local Department’s Assigned DVBE and SB/MB Advocate Contracting Methods Information

5 How You Get Your Data How Do you Get your Data

6 How OSDS Gets Data Department, Board, or Commission Agency Division/ Branch Office, Unit, Workgroup OSDS Reports Coordinator

7 Governor’s executive orders to improve the SB & DVBE participation in state contracting –Executive Order #D % Participation Goal for DVBEs An improvement plan is required if the participation goal was not met –Executive Order #S % Participation Goal for SB/MBs An improvement plan is required if the participation goal was not met Executive Order and Statutes

8 Executive Order and Statutes Cont. Public Contract Code (PCC) Section requires: –DVBE and SB/MB Contracting Activity Report –SB/DVBE Option Report –Consulting Services Report –Ethnicity, Race and Gender (ERG) Report Assembly Bill No. 761 requires: –Infrastructure Bond Activity Report

9 SUB-CATEGORIES Certification Types For more information about DVBE & SB/MB, please go to: DVBESB DVBE/SB DVBE/MBMB

10 STD 810: DVBE & SB/MB Contracting Activity Report –Improvement plans STD 810S: DVBE/SB Option & DVBE Incentive Report STD 810A: Infrastructure Bond Report (AB 761) –Action Plan STD 810C: Consulting Services Report STD 810E: Ethnicity, Race, and Gender Report Cover Letter Consolidated Annual Report Includes STD 810: DVBE & SB/MB Contracting Activity Report –Improvement plans STD 810S: DVBE/SB Option & DVBE Incentive Report STD 810A: Infrastructure Bond Report (AB 761) –Action Plan STD 810C: Consulting Services Report STD 810E: Ethnicity, Race, and Gender Report Cover Letter

CONTRACTING ACTIVITY REPORT ( STD 810 FORM ) 11 CONTRACTING ACTIVITY REPORT ( STD 810 FORM )

12 STD 810 Contracting Activity Report

13 Report all Contracts Except: Contracts or agreements with the federal government, any other state government, the Prison Industry Authority, Interagency Agreements, Joint Powers Agreements, Contracts or agreements with any county, city, city and county, school or special district (commonly referred to as local agencies). Contracts or agreements with the California State University or the University of California or any of their respective campuses, concession contracts, revenue/reimbursement contracts, Loans, local assistance/subvention agreements, or court-ordered settlements or cost. STD 810 Contracting Activity Report Cont.

14 Fiscal year: Office: DGS/Office of Somewhere Contract 1: $500,000, construction contract, awarded to a prime contractor which is not a certified SB/DVBE firm Contract 2: $4000, acquisition of non-IT goods, awarded to a SB firm Contract 3: $3000, acquisition of IT services, awarded to a SB&DVBE firm Contract 4: $200,000, construction contract, awarded to an non-DVBE prime contractor. The prime contractor subcontracted 10% of the total value of the contract to a DVBE&MB subcontractor Contract 5: $4000, non-IT services awarded to a DVBE&SB firm Contract 6: $2000, acquisition of non-IT goods, awarded to a DVBE contractor. The contract was paid by Cal-Card Cal-Card: $50,000 Cal-Card purchases, $3000 purchased from DVBE, $3000 from SB, $1000 from MB firms Reporting Examples STD 810 Contracting Activity Report Cont.

15

16 SB/MB IMPROVEMENT PLAN OUTLINE INSTRUCTIONS: When a state agency does not meet the required state contracting participation goal, 25% for SB/MB, an Improvement Plan must be developed. Submit improvement plan with the annual Consolidated Activity Report. FY ______ Prepared by: _____________________________________________________________________ Department/Division/Office I. Summary of SB/MB Participation II. Explain Why the Participation Goal Was Not Achieved III. Plan to Enhance Contracting Opportunities for SB/MB A. Policy List major policies that have been or will be implemented by the department. Example: The department and its SB/MB Advocate shall actively promote the use of SB/MBs in purchasing and contracting activities toward achieving a participation goal in excess of three percent for SB/MBs. B. Collaborative Efforts List measurable activities that have been or will be implemented by the department. Example: The department will form a SB/MB advisory group to examine current departmental practices related to doing business with SB/MBs; and will identify ways to increase the use of SB/MBs in the new fiscal year. C. Contracting Practices Discuss how the department will directly promote and encourage SB/MBs involvement in contract bids and subcontracting with SB/MBs. Example: Our department will include the following language in contract bid advertisements: "The State encourages SB/MBs to apply." IV. Planning and Advocacy V. Monitor and Continuously Improve Improvement Plan(s)

SB/DVBE OPTION & DVBE INCENTIVE ( STD 810S FORM ) 17 SB/DVBE OPTION & DVBE INCENTIVE ( STD 810S FORM )

STD 810 S SB/DVBE Option & DVBE Incentive Report 18

19 STD 810S: DVBE and SB/MB Option, Part 1 A streamlined procurement process by contracting directly with a California-certified SB or DVBE for goods, services, and information technology after obtaining price quotes from at least two such business Public Work contracts: If the contract is $5, to $270,000 All other contracts: If the contract is $5, to $249,999.99

20 STD 810S: DVBE Incentive, Part 2 The DVBE Incentive regulations apply to all competitive solicitations for public works, services, goods, and information technology goods and services posted or released after October 09, The DVBE incentive is required in solicitations that include DVBE program requirements and may be offered in other competitive solicitations. If no contracts were awarded, a report is still required. ( ) Effective October 3, 2005; DVBE incentive, Senate Bill 115, and the Military and Veterans Code section 999.5(a). Example:

21 STD 810 S SB/DVBE Option & DVBE Incentive Report

INFRASTRUCTURE BOND ACTIVITY ( STD 810A FORM ) 22 INFRASTRUCTURE BOND ACTIVITY ( STD 810A FORM )

23 STD 810A I-Bond Activity Report

24 STD 810A I-Bond Activity Report Cont. Assembly Bill No Government Code (f) Establish a 25 percent small business participation goal and 3 percent DVBE participation goal in all contracts financed with the proceeds of the infrastructure related bond acts of 2006 Submit the report to DGS on or before August 1 st An Action Plan is required only if the participation goal for small business participation is not met.

25 STD 810A I-Bond Activity Report Cont. The Highway Safety Traffic Reduction, Air Quality and Port Security Bond Act. The Housing and Emergency Shelter Trust Fund Act. The Kindergarten-University Public Education Facilities Bond Act. The Disaster Preparedness and Flood Prevention Bond Act. The Safe Drinking Water, Water Quality and Supply, Flood Control, River and Coastal Protection Bond Act. Infrastructure Bond Acts of 2006

26 I-Bond SB Action PLAN OUTLINE (only for SB) INSTRUCTIONS: When a state agency does not meet the required state contracting participation goal, 25% for SB, an Action Plan must be developed. Submit your Action Plan with the annual Consolidated Activity Report. FY ______ Prepared by: _____________________________________________________________________ Department/Division/Office I. Summary of SB Participation II. Explain Why the Participation Goal Was Not Achieved III. Plan to Enhance Contracting Opportunities for SBs A. Policy List major policies that have been or will be implemented by the department. Example: The department and its SB Advocate shall actively promote the use of SBs in purchasing and contracting activities toward achieving a participation goal in excess of 25 percent for SBs. B. Collaborative Efforts List measurable activities that have been or will be implemented by the department. Example: The department will form an SB advisory group to examine current departmental practices related to doing business with SBs; and will identify ways to increase the use of SBs in the new fiscal year. C. Contracting Practices Discuss how the department will directly promote and encourage SB involvement in contract bids and subcontracting with SBs. Example: Our department will include the following language in contract bid advertisements: "The State encourages Small Businesses to apply." IV. Planning and Advocacy V. Monitor and Continuously Improve Action Plan

27 STD 810A I-Bond Activity Report Cont.

CONSULTING SERVICES REPORT ( STD 810C FORM ) 28 CONSULTING SERVICES REPORT ( STD 810C FORM )

STD 810C: Consulting Services Reports 29

30 STD 810C: Consulting Services Reports Cont. PCC "Consulting services contract," means services that do all of the following:  Consulting Services Contracts are those that are defined for services of an advisory nature.  The final product is a transmittal of information in either written or verbal form.  The product may be answers to questions, the design of systems or plans, workshops, seminars, retreats or conferences.  All “Consulting Services Contracts” must be reported unless excluded.

31 STD 810C: Consulting Services Reports Cont. Contracts between a State agency or department and the federal government. Contracts with local agencies to subvene federal funds for which no matching State funds are required. Contracts to develop, maintain, administer or use licensing or proficiency examinations. Architectural and Engineering (A&E) services subject to provisions of Chapter 10 (commencing with 4525) of Division 5 of Title 1 of the Government Code. Do Not Report The Following:

32

33 STD 810C: Consulting Services Reports Cont. E – Entered Into – Report each reportable contract awarded or entered into during the reporting period. A – Amended – Report each reportable amendment during the reporting period. Per PCC 10111, reportable amendments are only changes to: –The completion date of the contract –The contract price (if more than 3% of the original contract price) –The contract purpose or the contractor ’ s duties (an explanation is required for significant changes) C – Completed – Report Each Contract in which work ended in the reporting period. Type an X to mark your entries

34 1: RFP – Request for Proposal 2: IFB – Invitation for Bid 3: NCB – Non-Competitive Bid 4: CMAS – California Multiple Award Schedules 5: MSA – Master Service Agreements 6: Emergency 7: Other Bid Type Codes STD 810C: Consulting Services Reports Cont. Enter the number assigned to the Bid Type. If Code 3 is entered, please provide details in the Explanation Section. Enter Y If Lowest Bid was accepted. Enter N if Lowest Bid was not accepted. If N entered, please provide details in the Explanation Section

35 Contract Signed: Enter the date the contract was signed and approved by the State highest approving official. Work Started: Enter the date work performance began on the contract or the beginning of the contract term. Work Completed: Enter the date contract work performance was completed or the expiration date of the contract. Amended: If the amendment changes the contract time for performance and/or dollar amount, enter the date that the amendment will be effective or the beginning of the extended term. Remember to only enter Contract Signed, Work Started, Work Completed, or Amended if it occurs in the current fiscal year. Contractor Info. & Contract Action Dates STD 810C: Consulting Services Reports Cont. CONTRACT ACTION DATES SIGNED WORK STARTED WORK AMENDED WORK COMPLETED

36 Examples: Contract 1: Contract was Signed on 07/05/2011 for $10,000. Work started on 08/01/2011. There were 2 bids submitted. The Lowest Bid was accepted. The Bid Type was CMAS. The purpose of the contract was to help the Executive branch with the Strategic Planning. Contract 2: Contract was Signed on 05/10/2011 for $15,000. Work started on 05/15/2011 and was Completed on 05/01/2012. There were 8 bids submitted. The Lowest Bid was not accepted. The Bid Type was MSA. The purpose of the contract was to provide Legal Services to the Procurement Division. Contract 3: Contract was Signed on 03/02/2011 for $10,000. Work started on 03/10/2011. Contract amount was Amended on 08/20/2011 and was increased by $5000. There were 1 bids submitted. The Bid Type was NCB. The purpose of the contract was to consult and analyze the HR unit. Contract 4: Contract was Signed on 12/01/2011 for $30,000. Work started 01/01/2012. On 03/01/2012 contract was Amended and increased by $7,000. The contract was Completed on 05/01/2012. There were 15 bids submitted. The Lowest Bid was accepted and the Bid Type was MSA. The purpose of the contract was to assess the Data Network for the IT Branch. STD 810 Consulting Services Reporting

37

38 eProcurement Loss Leader Requirements Q & A Contact: or Office of Policy, Procedures, and Legislation DGS PROGRAM REPRESENTATIVES State Contracts and Procurement Registration System (SCPRS) Q & A Contact: or

State of California Department of General Services eProcurement eSCPRS Through BidSync

Website’s for access to systems Procurement Division Home Page BidSync Home Page eProcurement Home Page

eProcurement (eP) contacts Statewide eP System Administrators Jackie Collins (916) (916) Lynn Brown (916)

Dept. of General Services (DGS) DGS Assigned System Administrator for all DGS employees Main contact for new users, permissions and work flows Jaime Tovar (916)

eSCPRS To enter a purchase into the eSCPRS (Skippers) Log into the eP system at Left side of screen choose Create SCPRS entry or Search/edit SCPRS entry

eP

eSCPRS Once you enter your password your next screen will show you an eP type number on the top right side. That is the number that you place onto your document under SCPRS Registration Number

eSCPRS You are now done with your SCPRS entry into the eP through BidSync If you need to do a change order choose SCPRS search edit from the left side of the page

eSCPRS End of eSCPRS instruction Note: Previous SCPRS went from 7/1/2005 to 3/15/2009 The new eSCPRS goes from 3/16/2009 through present date of 4/2012

State of California Department of General Services eProcurement “Reports” through BidSync

eProcurement (eP) Reports A report function is available within the eP through BidSync (B/S) Also From the PD home page at you may access the Public Access site to get excel spreadsheet report data as well. Go to eProcurement, SCPRS, To View SCPRS Data, Public Access Site – choose data parameters

eP Reports through B/S

When the report is complete, you will receive a message via your address. You may then click on the link and review your report. Once your report is processed, you may want to go back into the B/S to delete your report - unless you will need to use it again. They do take up a lot of room in the system 4/4/2012 JC

ETHNICITY, RACE & GENDER (ERG) ( STD 810E FORM ) 79 ETHNICITY, RACE & GENDER (ERG) ( STD 810E FORM )

80 STD 810E: ERG Report

81 Public Contract Code Section requires State agencies to report the participation levels in contracts by Ethnicity, Race and Gender of the business owner. This is to the extent that the information has been voluntarily reported to the awarding department. Submit one consolidated report for your department. Report the total value, in whole dollar amounts, of all Voluntary Statistical Data Sheets (VSDS) you received from vendors during the reporting period. STD 810E: ERG Report Cont.

82 Remember, the decision of whether to fill out and return the VSDS is voluntary with the contractor, not with us. The awarding department is required to send the VSDS forms to the contractor, and retain them if the contractor sends them back. The department then must compile the data and report it back to the DGS annually. If no Voluntary Statistical Data Sheet(s) were received, then include a report that states there is nothing to report. Voluntary Statistical Data Sheet (VSDS) STD 810E: ERG Report Cont.

83 Voluntary Statistical Data Sheet (VSDS) Form STD 810E: ERG Report Cont. $2,00001/15/12

84 If the VSDS is completely filled out by the business owner, these three numbers should be equal STD 810E: ERG Report Cont. 2,000

85 Cover Letter Cover Letter -- All reporting entities are required to submit a cover letter with their consolidated reports. It must explain: –What State organizational entities are included in the report (particularly any boards, commissions, conservancies, campuses, laboratories, etc.)? Identify any entities that report independently but are related to an agency or department. –The cover letter must discuss SB/MB and DVBE participation trends over the last three years (including the current fiscal year being reported) and whether the participation trend was improving or declining. –Any anomalies in either the total amount of contract expenditures or SB/MB or DVBE participation must be addressed. Cover Letter -- All reporting entities are required to submit a cover letter with their consolidated reports. It must explain: –What State organizational entities are included in the report (particularly any boards, commissions, conservancies, campuses, laboratories, etc.)? Identify any entities that report independently but are related to an agency or department. –The cover letter must discuss SB/MB and DVBE participation trends over the last three years (including the current fiscal year being reported) and whether the participation trend was improving or declining. –Any anomalies in either the total amount of contract expenditures or SB/MB or DVBE participation must be addressed. FISCAL YEAR Total Contract $SB/MB $SB/MB %DVBE $DVBE % FY $239,000,000$75,000, %$25,000, % FY $409,000,000$112,000, %$26,000, % FY $316,000,000$77,000, %$7,000, % TrendDecreasing

86 SUMMARY Contracting Activity (STD 810) Option & Incentive (STD 810S) I-Bond (AB 761) (STD 810A) Consulting Services (STD 810C) ERG (STD 810E) All contracting activity during the reporting period. Remember to include a Cover Letter. Improvement plans for the STD 810 are required if goals for SB-25% and/or DVBE-3%, are not met An Action plan for the STD 810A is required if the SB-25% goal is not met. Improvement Plan Action Plan

OBJECTIVES REVIEW WHY ARE REPORTS REQUIRED –Executive Order #D –Executive Order #S –Public Contract Code (PCC) Section –Assembly Bill No. 761: Government Code (f) WHICH REPORTS ARE REQUIRED –STD 810: Contracting Activity Report Improvement plans –STD 810S: Option & DVBE Incentive Report –STD 810A: Infrastructure Bond Report Action Plan –STD 810C: Consulting Services Report –STD 810E: Ethnicity, Race, and Gender Report HOW TO PREPARE EACH REPORT 87

88 Submit the Consolidated Annual Report to: Due Date: By August 1 st Department of General Services Procurement Division Office of Small Business & DVBE Services Attn: Reports Coordinator 707 3rd Street, Room 1-400, IMS Z-1. MS 210 West Sacramento, CA *The CAR may be submitted as a Portable Document Format (PDF) scanned with signatures to Submit the Consolidated Annual Report to:

Reporting Required! All Agencies/Departments Must Report If an Agency/Department does not think they should report then they must show the specific statute in the code of regulations demonstrating they are exempt. Failure to submit the CAR will lead to being published on the “Did Not Report List” and may affect your Agency/Department’s Delegated Purchasing Authority. Agency Secretaries and Department Directors may receive a visit from DGS regarding participation levels not meeting goal. 89

90 Diana Alfaro, OSDS Certification Manager (916) Rakesh Sharma, Reports Coordinator (916) Arsen Arakelyan, Reports Coordinator (Student Assistant) (916) Contact Information For reports requirements, forms, and instructions, please go to:

91 Thank you for completing your class evaluation!