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Planning & Construction

Department 

Phone: 619-407-4955 

OPERATIONS DIVISION
Planning and Construction Department

OUTREACH PLAN FOR LOCAL, SMALL, EMERGING AND DISABLED VETERAN BUSINESS ENTERPRISES

Adopted by the Board on September 27, 2004

1.0 Introduction

The voters of Chula Vista, San Diego County approved a historic bond measure designed to implement a capital improvement program for the schools within the Sweetwater Union High School District (hereinafter referred to as the “District”). The bond measure approved $187 Million Dollars to be made available for the combined twenty-two (22) schools in the District.

The spending patterns of the District Proposition BB-funded work will have a significant effect on the economy of the region. District BB spending (Proposition BB) will create, directly and indirectly, jobs for thousands of people in Southern California. The District has a compelling interest to ensure that the goods and services that it buys are of high quality and competitively priced. The Board also desires that public funds are spent in ways that support the development and growth of local, small, emerging, and disabled veteran-owned business enterprises (L/S/E/DVBE). Further, State law requires that Disabled Veteran Business Enterprises (DVBE) be given increased access to business opportunities.

Although there are many L/S/E/DVBE firms that qualify as economically disadvantaged, getting the small, often inexperienced, firms to seek District project opportunities is only a first step in the process. Many of the smaller companies have the experience and ability, but lack the capacity to do all of the work. Therefore, it is incumbent upon the District to create the communicative means by which potential prime contractors may identify L/S/E/DVBE companies that can effectively support the prime in the execution of work. And, create a business environment that supports L/S/E/DVBE businesses having access to the prime contractors desiring to do business with the District.

The Outreach Plan includes specific strategies designed to encourage the involvement of L/S/E/DVBE in every aspect of the execution of Proposition BB Bond work. The Outreach Plan also includes guidelines for monitoring and ensuring compliance.

2.0 Outreach Policy

It is the Policy of the District that local, small, emerging, and disabled-veteran-owned business enterprises are afforded the maximum opportunity to participate in the District’s Proposition BB Program.

The goals of this Outreach Plan are to:

1. Implement a variety of measures to ensure L/S/E/DVBE firms enjoy full and equal access to all of the District’s Proposition BB procurement and contracting activities; and,


2. Aggressively pursue outreach efforts to locate L/S/E/DVBE firms and provide them with the necessary assistance to become competitive in the District’s Proposition BB contracting programs; and


3. Modify contracting practices to provide L/S/E/DVBE firms with the maximum feasible opportunity to compete for the District’s Proposition BB contracts and subcontracts.

4.0 Outreach Benefits

Benefits of this outreach or community economic development plan include:

1. Improved social and economic viability of L/S/E/DVBE by the creation of jobs in their communities; and,
2. Expansion of the consumer base; and,
3. Increased number of viable firms to compete for District contracts.

5.0 Local, Small, Emerging, Disabled-Veteran Owned Business Enterprises

Local, small, emerging, disabled-veteran owned businesses are defined as follows:

1. Local Business is one whose business address zip code is included within the service area zip code list of the District.
2. Small Businesses is one whose gross sales are less than $1 million annually.
3. Emerging Business is one that has been in business less than five years.
4. Disabled-Veteran Business is one that has a current certification from a California public agency.

6.0 Applicability

The Outreach Plan applies to all procurement and contracting activities related to the purchasing of supplies and equipment and to services including professional services, for Proposition BB construction and non-construction contracts. This Outreach Plan does not supersede applicable federal and state requirements for those contracts, which are financed, in whole or in part, by federal or state funds.

The District encourages the participation of L/S/E/DVBEs in all Proposition BB contracts regardless of dollar value.

7.0 Outreach Plan Administration

The Program Manager, in concert with the District legal department, is responsible for development, management, and implementation of the Outreach Plan, which includes:

1. Developing a process that will facilitate arrangements to accept L/S/E/DVBE certifications from other authorized governmental agencies;
2. Promoting the expanded use of the District directory of L/S/E/DVBE firms in Proposition BB procurements; and,
3. Monitoring of the Outreach Plan and periodically reporting to the Board on its effectiveness.

8.0 Major Outreach Plan Elements

Outreach
The Program Manager will establish and maintain a local marketing outreach program to support the objectives of the District. Marketing and outreach activities will include, but are not limited to:

1. Local workshops and seminars for contractors and subcontractors;
2. Targeted advertising and/or direct mail to attract L/S/E/DVBEs; and,
3. Direct contact with professional organizations and trade associations whose memberships include substantial participation by L/S/E/DVBEs.

Accessing L/S/E/DVBE
In an effort to encourage a broad cross section of proposers for District projects, the Program Manager will implement an aggressive marketing strategy that includes a targeted direct mail campaign. Meetings will be scheduled with local chambers of commerce and business and trade associations to notify members of the District’s Proposition BB opportunities. Timely notification will be made to the L/S/E/DVBE community about the District’s design, construction and bidding schedules.

Outreach Information Targets
Specific resources and targets for disseminating District project information to L/S/E/DVBE business may include, but are not limited to:

1. 1) Vendor fairs
2. City Government and agency web page links
3. District web page
4. Local businesses
5. Local unions
6. Telephone information hotline
7. Public service announcements on radio and TV
8. Employment Development Department offices
9. Local Chambers of Commerce and other business organizations
10. Churches
11. Veteran’s organizations
12. Community centers
13. Social and public assistance centers
14. Local, Small, Emerging, Disabled-Veteran-Owned Business Workshops
15. Community forums

Pre-Qualification and Pre-Bid Conferences
The Program Manager will provide information on the L/S/E/DVBE program at each pre-qualification and pre-bid conference, and will utilize this time to have all L/S/E/DVBE subcontractors and prime contractors in attendance introduce themselves as a networking opportunity. A list of L/S/E/DVBEs that provide services within the contract scope of work will be distributed to all contractors as they pick up plans and specifications. This list will be tailored to match the work scopes identified for the project.

Networking
The Program Manager will work closely with public agencies, business organizations, and business associations to maximize both awareness of and access to District Proposition BB contracting and procurement opportunities through participation at focused workshops and seminars, conferences, business expositions, and vendor fairs.

Technical Assistance
The Program Manager will refer L/S/E/DVBEs which may need additional assistance, to regional entrepreneurial training agencies, Minority Business Development Centers (MBDCs), Small Business Development Centers (SBDCs) and Small Business Administration (SBA) as needed.

Certification
Although the District does not certify L/S/E/DVBEs, the Program Manager recognizes these businesses for program participation purposes. Disabled-veteran-owned business enterprises (DVBE’s) however, are certified by numerous federal and state agencies, including the California Department of Transportation (Caltrans). This program will accept current Caltrans or equivalent certification. In addition, in accordance with the reporting requirements of Title 5, the Program Manager will gather certification information upon execution of contract from each of firm that has represented itself to be a Minority and/or Women-Owned Business.

Establish and Maintain a L/S/E/DVBE Database
The Program Manager will maintain a directory of L/S/E/DVBE businesses. This list will contain, at a minimum, the firm name, address, L/S/E/DVBE status, age of firm, area(s) of expertise and gross annual receipts. The database will be enhanced by including firms certified as L/S/E/DVBE by Caltrans and other local agencies that do similar work as that to be performed on District contracts.

Monitoring L/S/E/DVBE Participation in District Contracting
The Program Manager will monitor the District’s success in achieving the L/S/E/DVBE participation in all Proposition BB construction, commodities and service contracts.

Prior to issuance of the bid documents, the Program Manager will review all bid specifications to ensure that these documents do not contain unduly restrictive requirements that act as barriers to L/S/E/DVBE firms bidding on the projects.

During the contract term, utilization levels of L/S/E/DVBE by successful prime contractors will be monitored in order to report progress against the identified levels including in the contractor’s bid at time of award.

All monthly L/S/E/DVBE utilization reports filed by project primes will be reviewed and tracked. Additionally, reviews of prime contractor documentation that evidence payments to L/S/E/DVBE subcontractors will be conducted. Spot audits will be performed to verify this information. This will enable the preparation of monthly reports showing the L/S/E/DVBE utilization attainment by District construction or whenever requested.

Program Reporting
The Program Manager will periodically prepare reports of all activities performed on the project. Relative to the L/S/E/DVBE program, these reports will include a summary of significant L/S/E/DVBE issues that have occurred during the period, a review of all outreach and technical assistance activities and a project-by-project review of contractor/consultant L/S/E/DVBE utilization. Charts and tables will be included in the report that provide the overall L/S/E/DVBE utilization on the District project, as well as demographic information showing the relative participation levels of L/S/E/DVBE contractors on the Project.