Guidelines and Tips

GUIDELINES & TIPS for drafting an M/WBE Plan
        (Refer to WAC 326-30 and 326-40)

1. What is the statement of commitment from the Director?
   
   
2. What is the mission of the plan?
   
   
3. What are the goals of the plan?
   Suggestion:  Identify realistic/genuine opportunities for which M/WBEs may fairly access and compete.  
   
   
4. Which person(s) will have the authority and responsibility to implement and monitor the plan? Agency size, who has authority to make purchasing/contracting decisions, and centralized or decentralized purchasing authority, are some of the factors that influence whether these duties are performed by one or more individuals

1. Executive(s) (Upper Management)

   1. Job title

   2.  Duties and Obligations per the plan

   3. Accountability

2. Contract Manager(s)

   1. Job title

   2. Duties and Obligations per the plan

   3. Accountability

3. Contracting/Procurement Officer(s)

   1. Job title

   2. Duties and Obligations per the plan

   3. Accountability

4. Fiscal Technicians (data entry)--- if not done by buyers/contracting officers

   1. Job title

   2. Duties and Obligations per the plan

   3. Accountability

5. Outreach/training M/W Firms in agency specific bidding/proposal/ payment request requirements--- if not done by persons otherwise identified (OMWBE can partner with agency to deliver outreach and training)

   1. Job title

   2. Duties and Obligations per the plan

   3. Accountability
      
      

5. What specific measures (strategic approach) will each of these people and divisions take to ensure maximum participation of M/W Firms? The following are suggestions for outreach:
1. Invite M/W Firms personally to attend Pre-Bid Meetings.
2. Invite OMWBE to speak at Pre-Bid Meetings.
3. Host agency-wide “Upcoming Projects” Conferences.
4. Call, mail, and fax M/W Firms and ask them to bid on projects.
5. Consistently use WEBS for all opportunities (regardless of $$ amount); if no M/W Firms identified in WEBS, check OMWBE website and/or call OMWBE directly.
6. Un-bundle large opportunities in order to permit maximum participation by M/W Firms  (i.e., realistic/genuine opportunities).
7. Target outreach; post opportunities in ethnic newspapers and other publications.
8. If vendors you are contracting with meet the eligibility criteria (are owned and controlled by Minority and/or Women) request them to contact OMWBE directly and provide OMWBE with their contact information.
9. Solicit bids from at least one OMWBE Certified Minority and one Women Business Enterprise.
10. If a direct buy, purchase directly from M/W Firms.
11. Publish and distribute agency contact information for buyers/contracting officers  (e.g.,  website; line card handout)
12. Is it feasible for your buyers/contracting officers to set aside time to have informational meetings with potential vendor?
13. Evaluate opportunities for  “best buy”
    
    
6. Agency Staff Training – Identify who will communicate the policy and procedures to all relevant staff?  Identify who will need to be trained and on what topics?
   
   
7. What will your procedures be for setting annual goals in contracting, procurement and other expenditures by class of contract?*
1. Collect historical data on contracting/procurement achievement/opportunities.
2. Compile the data and create a baseline.
3. Forecast goals (based upon real opportunities).
4. Identify whether M/W Firms are available.

*Note: OMWBE recognizes that the goal setting procedure may not be completed prior to the November 9, 2006 target date.  Establishing a goal setting procedure and compiling the data necessary to establish goals is the first step.  Determine how long it will take (e.g., timetable) for the agency to complete this step and what additional resources/systems are necessary to have in place to actually set goals. In the meantime, outreach efforts should be ongoing.

8. What will your annual goals be for the next xxxx years in contracting, procurement, consulting services and other expenditures by class of contract--- at all levels (direct buys, informal and formal competitive)?
   
   
9. What will your procedure be for setting individual contract goals?
   (See WAC 326-30-046)
1. Determine available firms
   1. Search OMWBE website and WEBS for availability of M/W Firms.
   2. Contact OMWBE Liaison to find M/W Firms.
2. Determine agency’s success in meeting goals in the past on similar opportunities
3. Determine if there is an opportunity for M/W firms to provide products/services that
10. How will your organization monitor and ensure compliance by prime contractors and other vendors in their relationships with subcontractors, e.g., prompt payment; follow-up with prime to ensure subcontractor payment has actually been made? 
    
    
11. How will your organization capture and report to OMWBE the subcontractor (tier 2) information? 
1. “Part 3” Reporting
2. Transmittal of agency’s PaymentNet purchase card data report to OMWBE
3. CMATS
   
   
12. How will your organization maintain records of contract awards, purchase orders and other expenditures?
    
    
13. How will your organization monitor and ensure accuracy in reporting expenditures to OMWBE?
1. WAC 326-40-050.
2. OMWBE Reporting Guidelines.
3. Staff training  (buyers and fiscal techs)  to ensure accurate reporting and understand the impact of data entry on the calculation of the agency’s M/W utilization statistics.)
   
   
14. How will your agency resolve disputes and investigate complaints?
    
    
15. How will your agency review and revise its contracting and procurement documents, policies, and practices which hinder or create barriers to successful implementation of the plan? 
1. Determine if it’s necessary to require “length of time firm/principals have been in business” or is “time of work in field” sufficient? 
2. Do you have a bid protect procedure/opportunity for unsuccessful bidders/proposers to debrief?
3. Bid/proposal evaluation/scoring procedure---- are individual bids evaluated by one person/panel?
   
   
16. How will your agency monitor its progress and adjust its strategy as necessary? Plan should include a schedule for periodic review.