Procurement Compliance Bulletin
09.12.2023
With the ending of the summer breezes and upcoming sight of the fall leaves, our reporting season is in full swing. We have been preparing you with training sessions and compliance calls. Are you Ready, and have you Set aside time for preparing and discussing your FY2023 annual and FY2024 quarterly reporting requirements for the SBR, MBE and VSBE programs? Now is the time… Go!
Set yourself and your entire unit up for success with helpful tips and guidelines to provide effective and accurate reports in a timely manner:
- Consider submitting the reports early and check this off your to-do list.
- Refer to the GAD List, as this is an extremely important item in terms of reporting. Making sure that GAD List items are not listed within the reportable/scrubbed amounts, will provide accurate information. (GAD List: https://gomdsmallbiz.maryland.gov/Documents/MBE_Toolkit/GADLISTEXCLUSIONDEFINITIONS0116.pdf
- Access the SBR/MBE/VSBE Toolkits for reporting guidance, recorded training sessions and other valuable information. As always, we want you to reach out to us with reporting questions. You will find the Toolkit links below, along with our contact information, in the corresponding sections.
As you carry out your Ready, Set, Go actions this reporting season, we look forward to seeing those of you who will be attending our Ready, Set, GROW! (RSG) Procurement Connections Workshop this week. It is clear that Governor's Moore's interest in expanding small business activities outreach across all state units is being heard as this is the highest participation we have seen from our agency partners. It will be a great time to connect with vendors who are ready and willing to provide services and products to the State of Maryland.
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FY2023 Annual Reporting
The Annual Reporting period is concluding soon
The annual reporting period commenced on July 1, 2023. Annual reports are due September 30th and should contain data from July 1, 2022 - June 30, 2023.
Please remember that liaisons do not submit a 4th quarter report. Instead agencies should work on the FY2023 MBE Annual Report, making sure to use the latest templates. The MBE Annual Report instructions and template are available in the MBE Reporting Toolkit .
A new requirement has been added to the MBE Annual Report data for all contracts that close out during the fiscal year. The Annual Agency MBE Compliance Assessment Report is intended to verify if the MBE goals set by procurement units was met by prime contractors upon contract completion. This new report must be included with your MBE Annual Report submission.
Please remember that there is a new process for submitting Summary Statements, therefore, do not submit prior year versions of the summary statement or edited versions of our summary statement with your MBE Annual report. Our office will contact you about your summary statement after reviewing your submitted report.
If you have questions pertaining to the MBE Annual Report, feel free to submit them via email and/or contact us to schedule a meeting.
Nichelle Johnson at nichelle.johnson1@maryland.gov or
Karen Reyes at karen.reyes@maryland.gov
Form 3 Payment Portal Technical Errors
Please be advised that some users of the Form 3 Payment Portal have been experiencing errors when attempting to upload or enter FY data. If you receive an error message, be sure to contact the DoIT helpdesk, and provide your error support ID (if applicable) and a description of the issue. If you need help logging in, contact Nichelle Johnson or Karen Reyes for assistance.
Users unable to access the Form 3 portal should make our office aware and plan to utilize the Form 3 Data Template in the MBE Reporting Toolkit to submit payment data.
DoIT Helpdesk Contact:
410-697-9700
service.desk@maryland.gov
SBR Program
FY2023 Annual Reporting
The Annual Reporting period is concluding soon
The annual reporting period commenced on July 1, 2023. Annual reports are due September 30th and should contain data from July 1, 2022 - June 30, 2023.
Please remember that liaisons do not submit a 4th quarter report. Instead agencies should work on the FY2023 SBR Annual Report, making sure to use the latest templates. The SBR Annual Report instructions and template are available in the SBR Reporting Toolkit.
If you have questions pertaining to the SBR Annual Report, feel free to submit them via email and/or contact us to schedule a meeting.
Lisa Mitchell Sennaar at lisa.sennaar@maryland.gov or
Tanita Johnson at tanita.johnson1@maryland.gov
VSBE Waivers
Regulations regarding VSBE Program waivers were implemented in 2022 (COMAR 21.11.14.06). Under this new guidance, each participating procurement unit is required to provide GOSBA with a copy of the waiver determination at the time it is made. The waiver determination shall be submitted to the following email box: vsbe.gosba@maryland.gov.
If your unit granted VSBE waivers during FY2023, but did not notify GOSBA, please send a copy of the waiver determination(s) no later than September 15, 2023.
FY2023 Annual Reporting
The Annual Reporting period is concluding soon
The annual reporting period commenced on July 1,2023. Annual reports are due October 1st and should contain data from fiscal year dates July 1, 2022- June 30, 2023.
Please make sure you have reviewed the supplemental reporting guidance for the reporting cycle. A completed VSBE Annual Report, raw and scrubbed backup data, and VSBE Outreach Form are due October 1st.
Although the smallest of the three programs, please ensure the total all procurements data used for both MBE and VSBE reports is accurate in your submission. Inconsistent totals will result in revisions being requested.
If you have any questions or concerns about the annual reporting data,
please contact Danielle Davis at danielle.davis2@maryland.gov.
Upcoming Compliance Call
GOSBA hosts a compliance call each quarter to address issues impacting how the SBR, MBE, and VSBE procurement programs are implemented by participating state agencies and departments. Topics for discussion come from you, our liaisons and procurement officers. We discuss them in an open and transparent forum so we can all learn from one another.
The next Compliance Call has been rescheduled to September 19th from 10 am - Noon.
Topics will include:
- VSBE Program
- VSBE Waivers
- VSBE Certification
- VSBE Outreach
- Discussion on Reporting Reminders & the MBE Survey
- SBR Program
- SBR Certification Reminders
- Importance of Comparing SBR Vendor Certification Status in eMMA with the 065/067 SBR Payments Report
- MBE Compliance Assessment
- Suggestions For Training Segments
Check your calendar for this invitation. If you have questions about the Compliance Call or would like to add a staff member to our mailing list, let us know. If you do not wish to attend any upcoming meetings, simply decline the meeting invitation.
For questions about the compliance call, please email
lisa.sennaar@maryland.gov or nichelle.johnson1@maryland.gov.
The FY2024 Procurement Forecast and SBR & MBE Consolidated Strategic Plan were due on June 30th.
If you have not turned in these important reports, you may still do so. Templates are located in the SBR , MBE, and VSBE toolkits on our website.
Questions about the Procurement Forecast should be directed to
Lisa Mitchell Sennaar at lisa.sennaar@maryland.gov
Questions about the Strategic Plan should be directed to
Karen Reyes at karen.reyes@maryland.gov
SBR/MBE/VSBE Liaison Trainings:
February 1, 2024, 9am - 3:30pm
May 2, 2024, 9am - 3:30pm
GOSBA Compliance Calls:
September 19, 2023, 10am -12pm
December 5, 2023, 10am -12pm
March 7, 2024, 10am -12pm
June 6, 2024, 10am - 12pm
New Liaison Training:
March 19, 2024, 10am - 12:30pm
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