Procurement Compliance Bulletin
7.18.2024
“My sincere gratitude to the members of the GAD List Workgroup for your tireless dedication and remarkable efforts. Your hard work has culminated in the creation of the new Socioeconomic Data Reporting Guidance. This accomplishment is a testament to your collective commitment to excellence and impactful contributions. Your dedication to creating inclusive opportunities for the MBE/VSBE/SBR community is truly inspiring. I would like to recognize Karen Reyes for her leadership and all of you for the guidance each of you has contributed to this important task. This was truly a team effort, affecting positive change within our socioeconomic programs. Thank you all!”
Spec. Sec. Y. Maria Martinez
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Extending Our Heartfelt Thanks
The Moore Miller Administration believes that in order to make Maryland more competitive, "We have an obligation to use every tool at our disposal to make it easier to grow our economy."
Data is one of our greatest tools. Data insights enable leadership to quickly make decisions that can significantly impact the state for the better. Accurate socioeconomic procurement data assists the state in revealing patterns, trends, gaps, or anomalies that indicate what problem exists or what needs are unmet, enabling us to address these issues and measure our progress in a systematic manner, thereby making procurement better and accessible for all. With this in mind, GOSBA wants to extend our deepest appreciation to all who served as valued members of the GAD List Workgroup. The work carried out by this group will result in more efficient procurement reporting and accurate data.
While this project was masterfully led by MBE Compliance Manager, Karen Reyes, invaluable knowledge and support was provided by each of our amazing compliance managers, Lisa Mitchell Sennaar (SBR), Tanita Johnson (SBR), and Danielle Davis (VSBE). We want to thank our partners from several procurement units who generously lent their expertise, time, and efforts to this project, most notably, Jamie Tomaszewski from DGS-OSP, Carissa Ralbovsky from People’s Counsel, Joseph Consoli, Larntina Teasley, and Renee Carnes from DBM, and members from the units listed below.
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BCCC
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EDUCATION
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PLANNING
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BPW
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ENVIRONMENT
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SALISBURY UNIVERSITY
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COMPTROLLER
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INSURANCE ADMINISTRATION
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STADIUM AUTHORITY
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DHS
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LOTTERY
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TOWSON UNIVERSITY
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DJS
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MDOT (MAA, PORT, SHA, TSO)
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U OF MD, COLLEGE PARK
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DPSCS
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MDVA
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We look forward to more collaborative efforts in our quest to improve!
NEW DATE for SBR Liaison Training - August 8, 2024
1 pm - 4 pm
We were all just notified on July 17 that a SPAG Meeting will be occurring at the same time as our previously scheduled July 25 SBR Liaison Training. Since many of you need to attend both meetings and we do not want you to miss the valuable information from either meeting, we have scheduled a new date for our SBR Liaison Training. An updated invitation for the SBR Liaison Training will be sent today to all SBR Liaisons and those who asked to be added to SBR Trainings.
This will be a deep dive for SBR Program Liaisons and report preparers that will cover SBR FY2024 Annual Reporting. We will also cover changes to the counting of SBR attainment, data collection for FY2025 Quarterly Reporting, New Instructions and New Templates as a result of HB0962/SB0673 - State Procurement - Small Business Reserve Program - Goals and Outreach Program.
If you wish to be added to the invite, please email Lisa Mitchell Sennaar (lisa.sennaar@maryland.gov). For those who are unable to attend this training, it will be recorded and the recording will be made available in the SBR Reporting Toolkit.
FY2025 SBR Outreach
Outreach is critical to continue to increase the number of small businesses that get certified and remain certified in the SBR Program. GOSBA would like to be of any assistance in supporting or attending your unit's outreach events. Send us an email with the event and registration information so that we can also push it out on our social media channels.
FY2024 Annual Reporting
The Annual Reporting period began on July 1, 2024
The annual reporting period commenced after the close of FY2024. Annual reports will be due September 30th and should contain data from the start of the fiscal year.
Please remember that liaisons do not submit a 4th quarter report. Instead agencies should work on the FY2024 SBR Annual Report, making sure to use the latest templates instructions that are in the SBR Reporting Toolkit.
To address any questions or concerns about SBR reporting, certification, outreach, or training assistance, please email your SBR Compliance Manager Lisa Mitchell Sennaar lisa.sennaar@maryland.gov or Tanita Johnson at tanita.johnson1@maryland.gov to schedule a meeting.
GOSBA's new liaison/report preparer orientation training program is hosted twice a year to help "onboard" and prepare new liaisons for their reporting duties. While we are targeting new liaisons, this class is open to all liaisons, regardless of when you began your liaison role. It can be helpful to all liaisons, including those who have been in the role for a while and simply need a refresher or a liaison who was caught in a turnover period and needs to know where to start.
The next session is being held on August 22, 2024 from 1:00 - 3:00 pm and will include:
- General liaison duties across all three socioeconomic programs, overview of the liaison training throughout the FY, waiver resources and requirements, PRG process overview, program specific reporting requirements, and general resources.
- Liaison Welcome Packets for each socioeconomic procurement program based on the programs where you serve as liaison.
One-on-one training sessions are also available to liaisons throughout the year upon request to your designated compliance manager.
Thank you to the 55 agencies that submitted the FY2025 Socioeconomic Program Strategic Plan that was due on June 30, 2024. If you have not submitted this mandatory report yet, please do so as soon as possible.
The strategic plan is submitted as a Google Form in a consolidated format with distinct MBE and SBR sections. Beginning with the FY2025 submission, the Strategic Plan now includes a VSBE section. The form uses logic to navigate through the process. For those units that participate in all three programs, a PDF version of the form is available in the MBE, VSBE, and SBR toolkits on GOSBA's website so you can coordinate your answers across multiple contributors. Each agency should only submit one strategic plan.
The Consolidated Strategic Plan FY2025 is available in the SBR Reporting Toolkit, MBE Reporting Toolkit and the VSBE Reporting Toolkit.
Thank you to the 43 agencies that submitted the FY2025 Procurement Forecast that was due on June 30, 2024. If you have not submitted this mandatory report yet, please do so as soon as possible.
Please be sure to give this report the proper attention by following the instructions and being thorough with your responses. Participating units only need to submit one completed forecast that includes all FY2025 projected procurements. Submissions will be uploaded to the Procurement Forecast Database starting on July 1st.
The FY2025 Procurement Forecast instructions and template are available in the SBR Reporting Toolkit, MBE Reporting Toolkit and the VSBE Reporting Toolkit.
FY2024 Annual Reporting
The FY2024 annual reporting period commenced on July 1, 2024. Annual reports are due to GOSBA on September 30 and should contain data from July 1, 2023 - June 30, 2024.
The MBE Annual Report instructions and template are available in the MBE Reporting Toolkit .
If you have questions pertaining to the MBE Annual Report, feel free to submit them via email or contact MBE Compliance Manager Karen Reyes to schedule a meeting.
Karen Reyes at karen.reyes@maryland.gov
The House Appropriations Committee mandated an additional round of surveys in 2024 to address ongoing concerns about attainment of MBE goals, liaison vacancies, and the liaison's role within each participating unit. GOSBA is conducting the surveys in collaboration with the Department of General Services Office of State Procurement. A report is due to the Committee in December.
The Agency MBE Participation Attainment Survey launched on July 1, 2024.
Mandatory VSBE Liaison Training
An email invitation went out to all VSBE Liaisons to attend Mandatory VSBE Liaison Training virtually on Tuesday, July 30. This will be a deep dive on the VSBE Program to ensure everyone understands the FY2024 Reporting Updates and the FY2025 changes. If you have additional team members that you like to have join, please send the VSBE Compliance Manager an email to add them. If a new Liaison has been assigned or changed, please also send her an email.
Proposal to Increase VSBE Program's Goal Currently Open for Public Comment
Proposed regulations are now open for public comment regarding the Veteran-Owned Small Business Enterprise (VSBE) Program. Our office, which has oversight of the VSBE Program, is proposing to increase the VSBE participation goal from 1% to 3%. The increased goal is in line with similar state procurement programs in our region that ensure opportunities for veteran-owned small businesses in the government contracting arena.
In accordance with state law, the proposed regulation was published in the Maryland Register (Title 21 State Procurement Regulations) on June 28, 2024. The public comment period will close on July 28, 2024. Please take the time to review the proposed legislation and share your comments, in favor or opposed, to Davon Gardner, GOSBA's Director of Policy & Legislative Affairs at davonk.gardner@maryland.gov.
FY2024 VSBE Annual Reporting
It was announced during the Liaison Training earlier this month that GOSBA is making changes to the VSBE data collection for the FY2024 annual report. First, the outreach data will now be collected in a Google Form instead of a fillable PDF document. Secondly, prime and subcontractor payment data will be reported separately. The toolkits, reporting manuals, and supplemental reporting guidance have been updated to use.
To address any questions or concerns about the VSBE certification, outreach, or training assistance, please contact Danielle Davis at danielle.davis2@maryland.gov.
From the clear intentionality of decisions made at bi-weekly BPW meetings to the updated policies and guidelines recently released to the focus on equity in the Governor's new State Plan, I believe several things are apparent. We must practice more aggressive goalsetting while still following all established laws, regulations, policies, guidelines, and best practices. This must be done in a transparent way and procurement units should be able to show proof of compliance. As your agency is preparing solicitations and going through the procurement process, here are some key details to remember:
- If your procurements falls into the dollar threshold that requires a PRG, you may not skip OR skimp on this process. Remember to follow guidelines as outlined in BPW Advisory 2001-1 and DGS-OSP’s Procurement Review Group Policy.
- Complete the entire PRG document, unless the forms do not apply.
- Take a second look before branding an item as a single element of work.
- Having ample MBE primes available does not preclude your agency from completing research for MBE goals and available MBE firms.
Once your contract is awarded, there are a few important things to remember as well:
- Be sure to provide ample justification for your MBE goal, modifications and the MBE compliance, and your BPW agenda documents. This should be easy to do as goal justifications should have already been included in the PRG documents.
- Once the contract is under way, consider ways to confirm that named MBE subcontractors are aware of their inclusion on awarded contracts through a letter, email, or a kickoff meeting to ensure that expectations are clearly communicated.
While this may not be easy, it is necessary in order to collectively carry out procurements in an efficient and successful manner that minimizes risk to the state. As quoted by Frances Hesselbein "culture reflects the realities of people working together every day."
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FY2025 Liaison Trainings:
NEW DATE - SBR - August 8, 2024, 1pm - 4pm
VSBE - July 30, 2024, 9am - 12pm
New Liaison Onboarding: August 22, 2024, 1pm - 3pm
Next GOSBA Quarterly Compliance Call:
September 17, 2024, 10am
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