Consulting Contract Reports

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					       Welcome

      Introductions

Overview of Today’s Events

       Icebreaker




                             1
                  OBJECTIVES
• WHY ARE REPORTS REQUIRED

• WHICH REPORTS ARE REQUIRED
   •   Due date
   •   Where to submit


• HOW TO PREPARE EACH REPORT




                               2
 Contracting Methods Information
• http://www.pd.dgs.ca.gov/smbus/default.htm

• Purchasing authority requirements: DGS/PD’s Purchasing
  Authority Management Section at: pams@dgs.ca.gov

• State Contracting Manual, Vol. 1: DGS Office of Legal Services,
  attorney assigned to your department.

• State Contracting Manual, Vol. 2 & 3: DGS/PD’s Policy and
  Procedures Office at: ppo@dgs.ca.gov

• Assistance with Directory of California-Certified DVBEs:
  DGS/PD’s Office of Small Business and DVBE Services at:
  916-375-4940
                                                                    3
         How You Get Your Data

•   Please share your experience




                                   4
                How OSDS Gets Data

                                   Department,
Office, Unit,         Division/
                                      Board,
Workgroup              Branch
                                  or Commission




                                                  OSDS Reports
                                                   Coordinator




    Agency




                                                                 5
     Executive Order and Statutes

• Governor’s executive orders to improve the SB & DVBE participation
  in state contracting

    – Executive Order #D-43-01
        • 3% Participation Goal for DVBEs
        • An improvement plan is required if not meet the goal

    – Executive Order #S-02-06
        • 25% Participation Goal for SB/MBs
        • An improvement plan is required if not meet the goal


         http://www.pd.dgs.ca.gov/smbus/dvbesbleg.htm


                                                                       6
    Executive Order and Statutes Cont.
•    Public Contract Code (PCC) Section 10111 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




                                                          7
               Certification Types
                        SUB-CATEGORIES
 DVBE                                                    SB


                     DVBE/SB




                     DVBE/MB              MB




For more information about DVBE & SB/MB, please go to:
http://www.pd.dgs.ca.gov/smbus/default.htm

                                                              8
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



                                                        9
CONTRACTING ACTIVITY REPORT

         ( STD 810 FORM )




                              10
STD 810 Contracting Activity Report




                                      11
 STD 810 Contracting Activity Report Cont.
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.




                                                                                           12
 STD 810 Contracting Activity Report Cont.
Reporting Examples

•   Fiscal year: 2009-10
•   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 an DVBE prime
    contractor. The contract was paid by Cal-Card
•   Cal-Card: Total $50,000 Cal-Card purchases, $3000 purchased from DVBE,
    $3000 from SB, $1000 from MB firms. Only one contract was paid by Cal-
    Card in FY09-10.

                                                                               13
 STD 810 Contracting Activity Report Cont.

STD 810: Cal-Card Data

• The Bidsync and US Bank application are not compatible.




                                                            14
                             Improvement Plan(s)
D VBE IMPROVEMENT PLAN OUTLINE


INSTRUCTIONS: When a state agency does not meet the required state contracting participation goal, 3% for DVBE, an Improvement
Plan must be developed. Submit improvement plan with the annual Consolidated Activity Report.

FY ______

Prepared by: _____________________________________________________________________
                               Department/Division/Office

I. Summary of DVBE Participation

II. E xplain W hy the Participation Goal Was Not Achieved

III. Plan to Enhance Contracting Opportunities for DVBE

A . Policy
List major policies that have been or will be implemented by the department.
Example: The department and its DVBE Advocate shall actively promote the use of DVBEs in purchasing and contracting activities
toward achieving a participation goal in excess of three percent for DVBEs.

B . Co llaborative E fforts
List measurable activities that have been or will be implemented by the department.
Example: The department will form a DVBE advisory group to examine current departmental practices related to doing business with
DVBEs; and will identify ways to increase the use of DVBEs in the new fiscal year.

C. Co ntracting P ractices
Discuss how the department will directly promote and encourage DVBE involvement in contract bids and subcontracting with DVBE s.
Example: Our department will include the following language in contract bid advertisements: "The State encourages Disabled Veteran
Business Enterprises to apply."

IV. Planning and Advocacy

V . Mo nitor and Continuously Improve

                                                                                                                                     15
SB/DVBE OPTION & DVBE INCENTIVE

          ( STD 810S FORM )




                                  16
STD 810 S SB/DVBE Option & DVBE Incentive Report




                                               17
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 for after obtaining price quotes from at least two such
     business

 •   Public Work contracts:
     If the contract is $5,000.01 and less than $250,000

 •   All other contracts:
     If the contract is $5,000.01 to $249,999.99

 •   Effective January 1, 2010, Assembly Bill 31 Chapter 212, increased the
     cap.




                                                                              18
    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, 2007.

•    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.


     (http://www.pd.dgs.ca.gov/dvbe/dvbeincentive.htm )


•    Effective October 3, 2005; DVBE incentive, Senate Bill 115, and the Military and
     Veterans Code section 999.5(a).




                                                                                        19
STD 810 S SB/DVBE Option & DVBE Incentive Report




                                               20
DGS PROGRAM REPRESENTATIVES

Office of Policy, Procedures and Legislation
  •   Loss Leader Requirements.
  •   Elimination of the Good Faith Effort.
  •   Q&A
  •   Contact us: PPO@dgs.ca.gov
  •   http://www.pd.dgs.ca.gov/polproc/announceppo.htm



 eProcurement
 •    State Contracts and Procurement Registration System
      (SCPRS)
 •    Contact us: eprocure@dgs.ca.gov or 916-375-2000




                                                            21
INFRASTRUCTURE BOND ACTIVITY

         ( STD 810A FORM )




                               22
STD 810A I-Bond Activity Report




                                  23
STD 810A I-Bond Activity Report Cont.

Assembly Bill No. 761
• Establish a 25 percent small business participation goal in all contracts it
   financed with the proceeds of the infrastructure related bond acts of 2006

• Submitted the report to DGS on or before August 1st

• An improvement plan is required if not meet the participation goal




                                                                                 24
  STD 810A I-Bond Activity Report Cont.

Infrastructure Bond Acts of 2006

 •   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.




                                                                                   25
                             Improvement Plan(s)
D VBE IMPROVEMENT PLAN OUTLINE


INSTRUCTIONS: When a state agency does not meet the required state contracting participation goal, 3% for DVBE, an Improvement
Plan must be developed. Submit improvement plan with the annual Consolidated Activity Report.

FY ______

Prepared by: _____________________________________________________________________
                               Department/Division/Office

I. Summary of DVBE Participation

II. E xplain W hy the Participation Goal Was Not Achieved

III. Plan to Enhance Contracting Opportunities for DVBE

A . Policy
List major policies that have been or will be implemented by the department.
Example: The department and its DVBE Advocate shall actively promote the use of DVBEs in purchasing and contracting activities
toward achieving a participation goal in excess of three percent for DVBEs.

B . Co llaborative E fforts
List measurable activities that have been or will be implemented by the department.
Example: The department will form a DVBE advisory group to examine current departmental practices related to doing business with
DVBEs; and will identify ways to increase the use of DVBEs in the new fiscal year.

C. Co ntracting P ractices
Discuss how the department will directly promote and encourage DVBE involvement in contract bids and subcontracting with DVBE s.
Example: Our department will include the following language in contract bid advertisements: "The State encourages Disabled Veteran
Business Enterprises to apply."

IV. Planning and Advocacy

V . Mo nitor and Continuously Improve

                                                                                                                                     26
STD 810A I-Bond Activity Report Cont.




                                        27
CONSULTING SERVICES REPORT

        ( STD 810C FORM )




                             28
STD 810C: Consulting Services Reports




                                        29
STD 810C: Consulting Services Reports Cont.

   All “Consulting Services Contracts” must be reported unless excluded.

   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 for which
    paid expertise is retained by contract. (PCC 10335.5)

   Leveraged Procurement Agreements (LPAs) and orders issued against LPAs.

   California Multiple Award Schedule (CMAS) Contracts.

   Master Service Agreements (MSA) whether initiated by the department or
    another department i.e., DGS.




                                                                                   30
STD 810C: Consulting Services Reports Cont.

  Do Not Report The Following:

    •   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.




                                                                                   31
STD 810C: Consulting Services Reports Cont.

    Mark Boxes to the Left
       •   E – Entered Into – Check for each reportable contract awarded or entered
           into during the reporting period.

       •   A – Amended – Check for 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 – Check for Each Contract in which work ended in the
           reporting period.




                                                                                                32
    STD 810C: Consulting Services Reports Cont.
The contract was entered and completed in
the same fiscal year without amendment.
Report both on same line

                             The contract was entered, amended and completed
                             in the same fiscal year report each event on
                             separate lines

                                                           The contract was entered into
                                                           during a prior FY and
                                            x              amended in subsequent FY.


                                                                         If Low Bid was Not
                                                                         Accepted, provide
                                                                         explanation.

                                                If Bid Type code 3 (Non-
                                                competitive Bid) was
                                                entered, briefly explain why
                                                the contract was a Non-
                                                competitive bid.

                                                                                              33
STD 810C: Consulting Services Reports Cont.

  Bid Type Codes

   •   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




                                                       34
STD 810C: Consulting Services Reports Cont.

  Contract Action Dates
  •   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.




                                                                                            35
STD 810C: Consulting Services Reports Cont.

  Contract Totals
  •   Calculate and enter the total number of contracts and total dollar amounts for each
      Report Code on the last page of the report.

  •   On all previous pages, only total the number of contracts for the Entered column.




                                                                                            36
                        STD 810C: Consulting Services Reports Cont.
C O N S ULT IN G S E R V IC E S R E P O R T                                                                                                F is c a l Y e a r                                                                   ST A T E OF C A LIF OR N IA -D EP A R T M EN T OF GEN ER A L SER VIC
( R e v . J uly 2 0 0 6 )                                                                                                                  2007/ 2008                                                                                                                      P R OC UR EM EN T D IVISION


A genc y                    St at e and C o ns um er Serv ic es                                                                                                  D epart m ent                   General Services, Department o f

A ddres s                   707 3rd St reet                                                                                                   C it y    Wes t Sac ram ent o                                                        Z ip                                                                     95605




                                                             P reparer's Inf o rm at io n                                                                                                                            A ppro v er's Inf o rm at io n

N am e            B rando n C . Walk er                                                                 T it le: St udent A s s is t ant                N am e              Tanya Little                                           T it le:           R epo rt s Superv is o r

Signat ure                                                                                                                                              Signat ure

T elepho ne       (916)375-5936                                                                                        ,
                                                                                                        D at e: J une 1 2009                            T elepho ne            6)
                                                                                                                                                                            (91 375-4917                                           DA TE                  /
                                                                                                                                                                                                                                                      6/ 1 2009

Em ail            brando n.walk er@dgs .c a.go v                                                                                                        Em ail   t anya.lit t le@dgs .c a.go v


 L       R EP OR T                                                              C ON T R A C T OR                                                A C C EP T
                                                                                                           C ON T R A C T o r        B ID                                                        C ON T R A C T A C T ION D A T ES
 i         C OD E                                                              ID N um ber (Las t 4                                              LOW B ID         # of
                                      C ON T R A C T OR S N A M E                                          A M EN D M EN T          T YP E                                                                                                                C ON T R A C T P UR P OSE & B EN EF IC IA R Y
 n                                                                              digit s o f F EIN o r                                                             B ID S                           WOR K            WOR K
 e   E        A     C                                                                                          P R IC E             C o de      YES       NO                     SIGNED                                              A M EN D ED
                                                                                       SS # )                                                                                                     ST A R T ED    C OM P LET ED

 1       x                  J o hn C . Sm it h (06P S5703)                            6207                            $ 400,000      NCB                                       6/13/2007           7/2/2007                                           Expert Witness fo r DRA

 2       x                  Jo hn C Smith (06P S5701)                                 6207                              $ 47,750     NCB                                         6/8/2007          7/16/2007                                          Expert Witness fo r DRA

 3            x             Jo hn C. Smith (06P S5701)                                6207                              $10,000      NCB                                          /1
                                                                                                                                                                                 1 0/2008                                             1/29/2008       A dd $ 10,000 o nly

 4                  x       Jo hn C. Smith (06P S5693)                                6207                              $ 49,000     NCB                                                                           12/31/2007                         Co ntract Co mpleted

 5            x             Sherry Felmo re                                           6954                                    $0     NCB                                       8/13/2007                                              8/13/2007       Extended term by o ne year




         T o t als f o r:                                                  Repo rt Co de E To tal: $ 447,750                                                                                                                                               Return Co nsulting Services Repo rt To :

     E        A     C                                                                                                                                                                                                                                             D epart m ent o f General Serv ic es

         2    2     1                                                                                                                                                                                                                                              P ro c urem ent D iv is io n - OSD S

 Line #      Explanat io n:                                                                                                                                                                                                                                         A t t n: R epo rt s C o o rdinat o r

                                                                                                                                                                                                                                                          707 3rd St reet , R M 1               ,
                                                                                                                                                                                                                                                                                 -400, IM S Z -1 M S 210

                                                                                                                                                                                                                                                                   Wes t Sac ram ent o , C A 95605




                                                                                                                                                                                                                                                                                                           37
ETHNICITY, RACE & GENDER (ERG)

          ( STD 810E FORM )




                                 38
STD 810E: ERG Report




                       39
         STD 810E: ERG Report Cont.

•   Public Contract Code Section 10111 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.




                                                                                      40
         STD 810E: ERG Report Cont.

Voluntary Statistical Data Sheet (VSDS)
  • 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.




                                                                           41
                   STD 810E: ERG Report Cont.
Voluntary Statistical Data Sheet (VSDS) Form




          




              
                   

                                 $2,000        01/15/10

                                                          42
              STD 810E: ERG Report Cont.

                                       2,000



                                       2,000




                                       2,000
                                       2,000


                                       2,000

                                       2,000




If the VSDS is completely filled out
by the business owner, these three
numbers should be equal

                                               43
                             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.




                                                                                            44
         Due Date: By August 1st

• Submit the Consolidated Annual Report to:

        Department of General Services
        Procurement Division
        ATTN: DGS Reports Coordinator
        707 3rd Street, Room 1-400, IMS Z-1, MS 210
        West Sacramento, CA 95605

        Fax: (916) 375-4948
        Voice: (916) 375-4937




                                                      45
                            SUMMARY

• All contracting activity during the reporting period.

         Option & Incentive
            (STD 810S)                                                ERG
                                                                   (STD 810E)



                                    Contracting Activity
                                        (STD 810)

                  Improvement Plan


    I-Bond (AB 761)                                        Consulting Services
       (STD 810A)                                             (STD 810C)
                      Action Plan

•   Remember to include a Cover Letter.
•   Improvement plans are required if goals for SB-25% and/or DVBE-3%, are not met
                                                                                 46
         OBJECTIVES REVIEW
• WHY ARE REPORTS REQUIRED
  –   Executive Order #D-43-01
  –   Executive Order #S-02-06
  –   Public Contract Code (PCC) Section 10111
  –   Assembly Bill No. 761 requires:

• WHICH REPORTS ARE REQUIRED
  –   STD 810: Contracting Activity Report
       • Improvement plans
  –   STD 810S: 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

• HOW TO PREPARE EACH REPORT
                                                      47
                    Contact Information

•    Tanya Little, Reports Manager                     Tanya.Little@dgs.ca.gov
            (916) 375-4917

•    Terri Ashley, Reports Coordinator                 Terri.Ashley@dgs.ca.gov
            (916) 375-4538

•    Brandon Walker, Reports Coordinator
     (Student Assistant)                               Brandon.Walker@dgs.ca.gov
            (916) 375-5936

•    Alex Mora, Reports Coordinator                    Alex.Mora@dgs.ca.gov
           (916) 375-4937


    For reports requirements, forms, and instructions, please go to :

                      www.pd.dgs.ca.gov/smbus/annualreports


                                                                                   48
Thank you for completing your class
           evaluation!




                                      49

				
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Description: Consulting Contract Reports document sample