Okaloosa County BOCC — December 18, 2012 — Volume III Contract Documetation-01292013 — reading text

bid submitted by a small, small disadvantaged, or women- owned small business concern, and monitor the firm’s progress towards achievement of its percentage goals. 4. Prepare and submit all reporting documents including the Subcontracting for Individual Contracts SF 294 and the Summary Subcontract report SF 295 in accordance with instructions provided and coordinate and prepare for all compliance reviews by Federal agencies. 5. Ensure that all subcontractors submit forms SF 294 and SF 295. 6. Conduct or arrange for all other activities necessary to further the intent and attainment of the goals in the Plan to include training of the firm’s purchasing personnel, attendance at workshops, seminars, and trade fairs conducted by or on behalf of small business and/or small disadvantaged and/or women-owned small business concerns and general cooperation with members of the small, small disadvantaged and women-owned small business concerns or their representatives. Eglin Air Force Base  Volume III Contract Documentation Page 28 F. The following efforts will ensure that small and small disadvantaged business concerns will have an equitable opportunity to compete for subcontracts: 1. Sources will be requested through business development organizations, minority and small business trade associations and at small, minority and women-owned small business procurement conferences. Sources will be contacted and bidding materials will be provided to all responding parties expressing an interest. 2. Internal training will be conducted to guide and encourage purchasing personnel. Source lists and guides to small, small disadvantaged and women-owned small business concerns will be maintained and utilized by purchasing personnel while soliciting subcontracts and purchase orders. Activities will be monitored to ensure sufficient time is allowed for interested bidders to prepare their proposals and to evaluate continuing compliance with the Subcontracting Plan. 3. Small and small disadvantaged business concern source lists, guides, and other data identifying small and small disadvantaged business concerns will be maintained and utilized by buyers in soliciting subcontracts. 4. In areas where appropriate, efforts to review HBCU/MI’s for involvement in corporate planning or individual contract planning will be sought. G. OCWS agrees that the clause entitled “Utilization of Small, Small Disadvantaged and Women-Owned Business Concerns” will be included in all subcontracts that offer further subcontracting opportunities. All subcontractors, except small business concerns, who receive subcontracts in excess of $650,000 ($1,500,000 in the case of construction) will be required to adopt a plan similar to this one. Such plans will be reviewed to assure that all minimum requirements of an acceptable subcontracting plan have been satisfied. The acceptability of percentage goals shall be determined on a case-by-case basis depending on the supplies/services involved, the availability of potential small, small disadvantaged, and women-owned subcontractors, and prior experience. Once approved and implemented, plans will be monitored through the submission of periodic reports or, as time and availability of funds permit, periodic visits to subcontractor’s facilities to review applicable records and subcontracting program progress. H. OCWS agrees to submit such periodic reports and cooperate in any studies or surveys as may be required by the Contracting agency or Small Business Administration in order to determine the extent of compliance by the offer or with the subcontracting plan and with the clause entitled “Utilization of Small, Small Disadvantaged and Women-Owned Small Business Concerns” contained in the contract. I. OCWS agrees to maintain at least the following types of records to document compliance with the Subcontracting Plan: 1. The names of all organizations, agencies and associations contacted for small, small disadvantaged, and women-owned small business sources, along with records of attendance at conference, seminars and trade fairs where additional sources were developed. 2. Source lists, guides, and other data identifying small, small disadvantaged and women-owned small business subcontractors and vendors. Eglin Air Force Base  Volume III Contract Documentation Page 29 3. Records on all subcontract solicitations resulting in an award of more than $100,000, on a contract-by-contract basis, indicating (1) whether small business concerns were solicited, and if not, why not: (2) whether small disadvantaged business concerns were solicited, and if not, why not; (3) whether small women-owned business concerns were solicited, and if not, why not; and (4) reasons for the failure of solicited small, small disadvantaged or women-owned small business concerns to receive a subcontract award. 4. Records of all subcontract award data to include subcontractor’s name and address, to be kept on a contract-by-contract basis. 5. Minutes of internal training meetings held for the guidance and encouragement of purchasing personnel, and records of all monitoring activities performed for compliance evaluation. 6. Copies of SF 294 and SF 295 showing date and place of filing and copies of all other reports or results of reviews conducted by the contracting agency or other interested agencies of the Federal government to monitor our compliance with this Subcontracting Plan. In closing, OCWS states that it will be the policy of the organization to afford every practicable opportunity for small, small disadvantaged and women-owned small business concerns to participate in this contract. OCWS will ensure that equitable opportunity is provided to small, small disadvantaged and women-owned small business concerns to compete for award of subcontracts and purchase orders, and to diligently pursue the achievement of our goals of participation by small, small disadvantaged and women-owned small businesses in the dollars available for subcontract/purchase order awards under this contract. Okaloosa County Water & Sewer Department Offeror’s Signature Typed Name ___Don R. Amunds_______________ Title __Chairman, Board of County Commissioners____ Date __________ ___________________ Eglin Air Force Base  Volume III Contract Documentation Page 30 L.6.3.5 Socioeconomic Plan OCWS is committed to providing subcontracting opportunities to small businesses and historical black colleges or universities and minority institutions. The Subcontracting Plan submitted addresses the concerns identified in the solicitation. Below, we have cross-referenced all required items with the Subcontracting Plan. For the purposes of this cross-referencing, “SMWBE” shall include small businesses, small disadvantaged businesses, woman-owned businesses, HUB zone businesses, and Historically Black Colleges/Universities or Minority Institutions. Table 3 - Subcontracting Plan Cross-Reference Item Item Description Cross- Reference Item 1: Assuring equal opportunity for SMWBE to compete for contracts - Paragraph D See Paragraph D. above. Item 2: Proposed range of services that SMWBE will provide under this Paragraph B contract – See Paragraph B. above. Item 3: Names of SMWBE subcontractors, if known – See Paragraph B.5. Paragraph B.5 above. Item 4: Future plans to develop additional opportunities for SMWBE to Paragraphs participate. B.5 and C above. Item 5: Percentage of contract anticipated to be awarded to SMWBE. Paragraphs. B.1.-B.4 above. Item 6: Reporting methods to document support for the SMWBE program Paragraph G under this contract – See Paragraph G. above. Item 7: Name of the individual responsible for implementation of the Paragraph C SMWBE Subcontracting Plan – See Paragraph C. above. In addition to subcontracting activities that are directly related to the financial aspects of this contract, OCWS also actively participates and supports other initiatives that positively affect the economic and social aspects of the Okaloosa County and nearby panhandle communities. These initiatives include the following:  Initiative No. 1 – Arbennie Pritchett Water Reclamation Facility – OCWS has sought out consolidation opportunities that make sense economically for all parties. Examples include: City of Ft. Walton Beach, 7SFG, Eglin Wastewater Treatment, and NVOC WWTP Diversion. These projects have created short-term and long-term economic opportunities for vendors and subcontractors.  Initiative No. 2 – Don Stillwell Community Park – OCWS demolished the aging Garniers WWTP in Ocean City (unincorporated Ft. Walton Beach) and partnered with other County departments to construct this 8-acre community park, which consists of playground equipment, bathrooms, walking trails, and fields. This was a great way to give back socially to the surrounding community, which had been affected by a very odorous sewer plant for years.  Initiative No. 3 – United Way – Okaloosa County supports the local United Way. The County Administrator was the Chairman of the Board of Directors, and various staff have participated as Loaned Executives, including OCWS’ Mark Wise, to raise money for the United Way. County Eglin Air Force Base