Procurement Compliance Bulletin 7.13.2020

Governor’s Office of Small, Minority & Women Business Affairs sent this bulletin at 07/13/2020 01:48 PM EDT

Governor's Office of Small, Minority & Women Business Affairs

Procurement Compliance Bulletin

Inside this issue:

A Message From GOSBA
FY2021 Procurement Forecast
MBE Program News
SBR Program News
VSBE Program News
GOSBA Compliance Updates

07.13.2020

A Message from GOSBA

One of the tenets of Maryland’s Customer Service Promise is the pledge to provide constituents, businesses, customers, and stakeholders with Timely and Responsive Service. This means that we will be proactive, take initiative, and anticipate our customer’s needs. Part of being responsive is communicating clearly and effectively with our customers, businesses, and stakeholders. This should affect how we communicate internally between offices/agencies/departments as well as externally with our customers and vendors. Take a moment to ask yourself if you have done your very best to answer each request to your office in a compassionate, proactive, and timely manner. There is always room for improvement and now is a great time to rededicate ourselves to improving our response when vendors or internal colleagues are seeking our assistance. Great communication will foster an excellent and rewarding relationship between both our customers and each other.

Procurement Forecast

FY2021 Procurement Forecast is Past Due

The FY2021 Procurement Forecast was due on June 30, 2020. If you have not submitted your agency's forecast, please do so as soon as possible.

The FY2021 Procurement Forecast Instructions and Template are located in both the MBE Reporting Toolkit and the SBR Reporting Toolkit. Although the template and instructions are available in both toolkits, agencies need only submit one procurement forecast.

This data, which includes all projected purchases of $100,000 and above for the fiscal year, connects with the Hogan administration's theme that “Maryland is Open for Business." Keep in mind the forecast is provided to the public and serves as an important tool for the small, minority, women, and veteran business community. As Governor Hogan implements his safe, effective, and gradual approach to reopening the state, contracting opportunities will be vital to the recovery of the small business community. Please give the proper attention to this mandatory report by following the instructions and being thorough with your responses.

Procurement Forecasts should be submitted via email in EXCEL FORMAT to:

compliance.gosba@maryland.gov

If you have any questions, contact
Lisa Mitchell Sennaar at lisa.sennaar@maryland.gov

MBE Program

New Subgoals Take Effect August 1, 2020

As legislatively-mandated, GOSBA has established new subgoals for the MBE Program. The new subgoals will be implemented on August 1, 2020. Details about the new subgoals and the statewide implementation will be unveiled at the virtual SPAG meeting on July 16. Please make every effort to attend that meeting.

The FY2020 MBE Annual Report due September 30th

The FY2020 MBE Annual Report must be completed and submitted on or before September 30, 2020.

To be compliant, your agency must submit the following documents:

Form 1 & 2 Report as EXCEL sheets and the signed signature page
MBE Contracts Inventory Report as EXCEL sheets
Data entry in the Form 3 Web Portal (Contact GOSBA for access issues)
A completed and signed Summary Sheet
All backup documentation from both FMIS and non-FMIS users as EXCEL sheets

The 2020 report templates, a fill-in summary template, and the 2020 MBE Reporting Manual are now live on the GOSBA website in the MBE Reporting Toolkit.

GOSBA MBE Reporting Toolkit

The documentation listed above is mandatory and must be submitted to mbereports.gosba@maryland.gov

Please give the proper attention to these mandatory reports by following the instructions carefully and providing complete responses in the correct format.

If you have any questions, please contact the MBE Compliance Manager - Nichelle Johnson
nichelle.johnson1@maryland.gov or 410-697-9605

FY2021 MBE Strategic Plan is Past Due

The FY2021 MBE Strategic Plan was due on June 30, 2020. If you have not submitted your agency's report, please do so as soon as possible.

The FY2021 Strategic Plan template is available in the MBE Reporting Toolkit. Please do not use prior year templates. The Strategic Plan asks a series of questions which are designed to add structure and detail to your agency's MBE inclusion/expansion strategy. Each plan should be unique and based on projected purchases for the upcoming fiscal year with the intention to maximize the number of MBEs engaged in the procurement/purchasing process.

Plans should be labeled "FY2021 MBE Strategic Plan" and submitted via email to:
compliance.gosba@maryland.gov

As we continue to reopen the state, please give the proper attention to this mandatory report. You can have a direct impact on the small business community by providing thorough and detailed responses, following the instructions carefully, and submitting the report in the correct format.

MBE Liaison Training

Our office held a Virtual Training Session for MBE Liaisons on Thursday, June 25, 2020. Please see below, links to the video & transcript. The slide-deck is available in the MBE Reporting Toolkit.

MBE Virtual Training Video

MBE Liaison Training Transcript 6-25-2020.pdf

SBR Program

The FY2020 SBR Annual Report is due September 30, 2020

The FY2020 SBR Annual Report must be completed and submitted on or before September 30, 2020.

Please submit the following documents:

Completed FY2020 SBR Annual Report Template with back up data from both FMIS and non FMIS users in excel format
Completed and signed Summary Page in pdf format

The 2020 fill-in report template, agency example, GAD list and the 2020 SBR Annual Reporting Instructions are now live on the GOSBA website in the SBR Reporting Toolkit.

SBR Reporting Toolkit

The documentation listed above is mandatory and must be submitted to the sbrreports.gosba@maryland.gov email box.

Please give the proper attention to these mandatory reports by following the instructions carefully and providing complete responses in the correct format.

If you have any questions, please contact the SBR Compliance Manager - Lisa Mitchell Sennaar
lisa.sennaar@maryland.gov or 410-697-9613.

FY2021 SBR Strategic Plan is Past Due

The FY2021 SBR Strategic Plan was due on June 30, 2020. If you have not submitted your agency's report, please do so as soon as possible.

The FY2021 Strategic Plan template is available in the SBR Reporting Toolkit. The Strategic Plan asks a series of questions which are designed to add structure and detail to your agency's SBR inclusion/expansion strategy. Each plan should be unique and based on projected purchases for the upcoming fiscal year with an eye toward increasing the number of SBRs engaged in the procurement/purchasing process.

Plans should be labeled "FY2021 SBR Strategic Plan" and submitted via email to:
compliance.gosba@maryland.gov

SBR Liaison Training

Our office held a Virtual Training Session for SBR Liaisons on Thursday, June 25, 2020. Please see below, for link to the video. The link to the training video is also is available in the SBR Reporting Toolkit.

SBR Virtual Liaison Training Video

VSBE Program

The VSBE Annual Report is now due.

Beginning in FY2019, the Governor's Office of Small, Minority & Women Business Affairs became responsible for compiling the data for the VSBE Annual Report. The FY2020 VSBE Annual Report must be completed and submitted by October 1, 2020.

The FY2020 VSBE report template and reporting manual are now live on the GOSBA website in the NEW VSBE Reporting Toolkit!

VSBE Reporting Toolkit

The FY2020 VSBE Utilization Data Template must be completed and submitted in EXCE
format by email to
vsbereports.gosba@maryland.gov.

Questions or issues should be directed to Nichelle Johnson, MBE Compliance Manager, at nichelle.johnson1@maryland.gov or 410-697-9605.

Compliance & Policy Update

REMINDER: Upcoming July 29, 2020 Compliance Call

The purpose of this conference call is to address specific questions that you, our Agency stakeholders, are asking. GOSBA will be discussing the 2020 MBE Program Subgoals on this call.

The process is as follows:

Questions for the Compliance Call must be submitted 14 days in advance.
Our team will answer as many questions as time allots.
RSVP is required. Those who RSVP will be provided a Conference Call invitation with call in details. Please register early.
A link to questions and the answers provided during the call will be added to the next bulletin for those who were unable to join the call.