Procurement Compliance Bulletin
10.05.2021
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Are you encouraging eligible small businesses, including Minority Business Enterprise (MBE) and Veteran-Owned Small Business Enterprise (VSBE), to become certified in the Small Business Reserve (SBR) Program? Encouraging vendors to join the SBR Program could help revive and bring new opportunities to those small businesses that are still experiencing the effects of the pandemic. Additionally, increasing the number of certified SBR vendors contributes to the effort put forth in the Governor's Executive Order 01.01.2021.01 "Increasing Small Business Participation in State Procurement" introduced at the beginning of this year. Leveraging your relationships with eligible small businesses that are not currently certified to get certified in the SBR Program is a step toward attaining the SBR agency/department's mandated 15% participation requirement (COMAR 21.11.01.06). Are you following the BEST PRACTICES: Small Business Reserve (SBR) Executive Order 01.01.2021.01 Implementation Guidelines and using the PROCUREMENT REVIEW GROUP Guidance and Worksheets on the Department of General Services (DGS) Office of State Procurement (OSP) Procurement Review Group (PRG) page? https://procurement.maryland.gov/procurement-review-group-prg/
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VSBE Program
Reporting
The VSBE annual reporting period has ended. The FY21 annual report contains data from July 1, 2020 - June 30, 2021 and was due on or before October 1st. If you have not submitted this report, please do so as soon as possible. The Annual Utilization Report template and instructions are still available in the VSBE Reporting Toolkit.
NEW: There is now a "NOTES" section on the VSBE Annual Utilization template. Please utilize it to provide more context to your VSBE participation percentage.
Reports should be submitted via email in EXCEL FORMAT to:
vsbereports.gosba@maryland.gov
Questions or concerns about this report should be directed to the MBE Compliance Manager,
Nichelle Johnson, at nichelle.johnson1@maryland.gov or 410-697-9605.
VSBE Certification Update
Process to Confirm VSBE Vendor Certification
Certification of Veteran-Owned Small Business Enterprise (VSBE) vendors takes place within eMMA. For the most accurate information, utilize the "Credentials" section. Do not use the public "Vendor Search" function.
In the "Credentials" section, scroll down to the "Certifications" section to locate the "VSBE Application" to identify valid "Effective/Expiration Dates" (in which the expiration date has not yet passed and be certain to verify that it has a one-year certification), an "Approved" Status (green check mark) and a green dot that indicates that the certification is valid. All of these items are required. See example below (this vendor is VSBE certified from 4/11/2021 to 4/11/2022):
 If the VSBE information is listed correctly, you can refer to the "Company Information" section to find the approved "VSBE Certification #", within the "Procurement Programs"/ "State Programs" section.
Please note that you may find multiple VSBE applications listed in the "Certifications" section. Therefore, make certain that you carefully review the information to ensure the VSBE vendor meets the requirements, identified above. If you are unable to determine the certification status of the vendor, please contact the Governor's Office of Small, Minority & Women Business Affairs for assistance.
MBE Program
Reporting
FY2021 Annual Report
The FY2021 annual reporting period has concluded. Thanks to all of you who have already submitted your report. The FY21 MBE Annual Report contains data from July 1, 2020 - June 30, 2021 and was due on or before September 30th. If you have not submitted this data, please contact our office and/or submit your report. Data submitted is compiled for publication in a legislatively mandated Annual Report.
Annual report templates and instructions are still available on the MBE Reporting Toolkit.
Reports should be submitted via email in EXCEL FORMAT to:
MBEreports.gosba@maryland.gov.
MBE compliance and reporting questions should be directed to the MBE Compliance Manager,
Nichelle Johnson, at nichelle.johnson1@maryland.gov or 410-697-9605.
FY2022 Quarterly Report
MBE Quarterly Reports for the first quarter, that ended September 30th, are due no later than October 30th and should contain data from the start of the fiscal year. Quarterly report data is cumulative. Quarterly Reports for the first three quarters are due no later than 30 days following the quarter being reported, and should contain data from the start of the fiscal year.
The MBE Quarterly report instructions and template are located in the
MBE Reporting Toolkit and should be submitted via email to:
mbereports.gosba@maryland.gov.
Training
MBE Liaison Virtual Training will occur on October 28, 2021 from 9 am to 12 noon. Calendar invites have already been sent out. Please check your calendar and respond to the meeting invite if you have not already done so.
Topics will include:
- Goal Setting & the PRG Process
- MBE Liaison Duties
- MBE Reporting
- Compliance & Outreach
- Best Practices
- VSBE Program Reporting & Updates
- Announcements
If you would like to be added to the MBE Liaison Training calendar invitation, please email nichelle.johnson1@maryland.gov.
SBR Program
Reporting
FY2021 Annual Report
Thanks to the 47 agencies that have already submitted the FY2021 Annual Report that was due on or before Sept 30th! The SBR Annual Report contains data from July 1, 2020 - June 30, 2021. If you have not submitted this data, please contact our office and/or submit your report. Data submitted is compiled for publication in a legislatively mandated Annual Report.
Annual report instructions and template are located in the SBR Program Reporting Toolkit.
Reports should be submitted via email to:
sbrreports.gosba@maryland.gov.
FY2022 Quarterly Report
SBR Quarterly Reports for the first quarter that ended September 30 are due no later than October 30th and should contain data from the start of the fiscal year. SBR Quarterly report data is cumulative. Quarterly Reports for the first three quarters are due no later than 30 days following the quarter being reported, and should contain data from the start of the fiscal year.
SBR Quarterly report instructions and template are located in the
SBR Program Reporting Toolkit and should be submitted via email to:
sbrreports.gosba@maryland.gov.
NEW: There is now a "NOTES" section on the Summary Page of the templates. Agencies/Departments are to answer yes or no as to whether they have attained the 15% designated spend that is legislatively mandated and to put your SBR spend in context.
Training
SBR Liaison Virtual Training will occur on October 13, 2021, 9 am - 12 noon. Our training is especially valuable to new SBR Liaisons and to Liaisons or whose agencies are not meeting the legislatively mandated 15 % SBR Designated procurement spend. Calendar invites have already been sent out. Please check your calendar and respond to the meeting invite if you have not already done so.
Topics will include:
- SBR EO Implementation and Guidelines
- SBR Liaison duties as prescribed by statute
- Reporting Best Practices
- SBR Reporting Toolkit
- SBR Quarterly and Annual Reporting and Backup Documentation
For any questions about the SBR Program, reports or to be added to the SBR Liaison Training calendar invitation, please email lisa.sennaar@maryland.gov.
Compliance & Policy Update
The next Quarterly Compliance Call is scheduled for December 9, 2021, 10 am to 12 noon
The purpose of this conference call is to address issues impacting the SBR, MBE, and VSBE procurement programs in an open and transparent forum.
We would like to address specific questions that you,
our agency stakeholders, are asking. Please submit questions
14 days in advance (by November 24, 2021) to:
compliance.gosba@maryland.gov
Thank you to all of the procurement staff and liaisons who attended our last Compliance Call on September 23, 2021. If you missed the call, you can view topics from the the latest Compliance Log HERE.
If you have questions about the Compliance Call or need to add a staff member to our mailing list, please email lisa.sennaar@maryland.gov and/or nichelle.johnson1@maryland.gov. If you do not wish to attend any upcoming meeting, simply decline the meeting invitation.
- The Agency MBE Participation Attainment Survey, which launched in June 2021, will close on October 31, 2021.
- MBE Survey Reminders:
- Liaisons or report preparers will need to collaborate with procurement directors to provide, accurate, scrubbed MBE annual procurement data for FY2021.
- Agency submission of surveys and requested data are required.
- Agencies who fail to submit timely data will be reported as non-responsive to the committee.
- An Agency Liaison Survey will launch at the end of October 2021.
- This survey will collect data about liaison vacancies, as well as the roles and duties of SBR and MBE liaisons.
- The survey will be distributed directly to agency liaisons.
- The liaison survey is a two-part survey, with part II launching later in 2022.
Questions about the surveys/data collection should be directed to the MBE Compliance Manager,
Nichelle Johnson, at nichelle.johnson1@maryland.gov or 410-697-9605.
THANK YOU to the 48 agencies/departments that submitted your FY2022 Procurement Forecast!
The FY2022 Procurement Forecast was due on June 30th. The Forecast Instructions and template are located in both the MBE Reporting Toolkit and the SBR Reporting Toolkit. Agencies only need to submit one report with all projected procurements, including SBR designated procurements and those with MBE and VSBE goals.
If you have not submitted the procurement forecast for your agency, please do so as soon as possible. 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. Contracting opportunities are vital to the recovery of the small business community.
Follow the link provided to check your agency/department forecast and contact us if there are any changes that need to made. https://gomdsmallbiz.maryland.gov/Pages/Forecasting.aspx
Procurement Forecasts should be submitted via email in EXCEL FORMAT to: compliance.gosba@maryland.gov
Procurement Forecast questions or issues should be directed to
Lisa Mitchell Sennaar at lisa.sennaar@maryland.gov.
Quarterly Compliance Calls (10 am - 12 noon )
December 9, 2021
March 24, 2022
May 12, 2022
SBR Liaison Training (Virtual) (9:00 am - 12 noon)
October 13, 2021
February 24, 2022
June 9, 2022
MBE Liaison Training (Virtual) - (9:00 am - 12 noon)
October 28, 2021
February 3, 2022
June 23, 2022
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