BEP Training Pesentation - Illinois

BEP Training Pesentation - Illinois

Business Enterprise Program with BidBuy Presenters: Ann Marie Rembert - CMS Harry Reinhard CMS -BEP Goals Upon completion, participants will be better able to: o o o o o o o

o Establish a goal Submit the goal for review to BEP through BidBuy Receive the review response Submit goal waiver request if appropriate Establish a procurement in BidBuy with goals Obtain/create quotes with goal information Review utilization plans for goal compliance Obtain a determination of responsiveness to Utilization Plans (U-Plans) including Letters of Intent (LOI) o Award contracts with a goal Whats Changing/Whats Staying The Same

The Same o The goal setting process o U-Plan and LOI review process Changing o Processing for both U-Plans and LOIs in BidBuy o New U-Plan Responsiveness Form Establish a goal Solicitations at $250,000 and above Utilize existing goal setting manuals policies, procedures, and forms o NIGP Code(s) to Research Diversity Compliance Database at DiversityCompliance.com

Hoovers Database for Illinois Companies Document the goal on the Project Goal Setting Form o If the calculated goal is 0% attach Project Goal Setting Form no other form is needed o Include all NIGP Codes utilized in the goal setting process Project Goal Setting Form PROJECT GOAL SETTING FORM PROJECT TITLE: PROJECT NUMBER: PROJECT DEPARTMENT:

PROJECT DESCRIPTION: PROJECT MANAGER: TOTAL PROJECT AMOUNT: CONTRACT COMPLIANCE OFFICER: OVERALL PROJECT GOAL: 0% DATE:

NOTES: PROJECT SCOPES OF WORK NAICS CODE NIGP CODE TOTALS SCOPE DOLLAR AMOUNT $0.00

WEIGHT OF SCOPE 0% BEP FIRMS ALL FIRMS ESTIMATED AVAILABILITY SCOPE GOAL

0.0000% REQ: Attach File in BidBuy Attachments Tab o Click Add File o Click Choose File Browse to Locate the Goal Setting Form File o o o o Click Open

Description: Project Goal Setting Form Uncheck the box Show To Vendor Save and Exit REQ Notes Tab Enter information related to the goal Project Goal Setting Form Attached, OR Note that the Goal Setting Review is To Be Done At Bid Stage o Click Save & Continue Reminder Tab o Set 14 Day Reminder for Goal Review BEP Goal Review Due

o Select Yourself for Reminder 1 Day Prior to Remind REQ Summary Tab o Review All Data o Review Attachments to Ensure BEP Goal Setting Form is Attached if available at this time Click Submit For Approval o Procurement will route to BEP per established paths o Additional approvers can be manually added REQ: Receive the review response

If the Project Goal Setting Form was attached o A reminder e-mail will be received at the agency 13 days after submittal o Login to BidBuy to review the BEP Review Response on the Attachment Tab Review response and make adjustments as determined Note: a Decision Memorandum can be attached in BidBuy if a waiver is requested Conduct the Process to Convert the REQ to BID Bid

Summary Tab: Click Convert to Bid Click Link to Bid Complete Tabs Per Procurement Type If Project Goal Setting Form Was Not Submitted at REQ, Submit Now Attachments Tab o Click Add File o Click Choose File BROWSE to Locate the Goal Setting Form File o o o

o Click Open Description: Project Goal Setting Form Uncheck the Box Show To Vendor Save and Exit BID Notes Tab Enter information related to the goal Project Goal Setting Form Attached, OR Goal Setting Review To Be Done At Bid Stage o Click Save & Continue

Reminder Tab o Set 14 Day Reminder for Goal Review BEP Goal Review Due o Select Yourself for Reminder 1 Day Prior to Remind BID Complete Tabs Per Procurement Type o General Tab: Potential BEP/VBP Participation Goal: Yes/No o Bidders Tab: Lookup & Add Vendors BEP Certified: Search and select BEP vendors registered in BidBuy Add all BEP Vendors

o Subcontractors Tab BID o Bidders Tab: Subcontractors Sub-Tab Enter Anticipated Percentage Goal in Narrative Box Subcontractors must be BEP certified Do Not Check the Box Subcontractors must acknowledge inclusion Do Not Check the Box Hours from bid closing: Do not enter

Vendor Category Do not check Mandatory or Category Certified Vendors Only Click Dropdown Select Category Enter Target Percent Save and Continue Repeat as Necessary for Other Vendor Categories Click Save and Exit

Bid If the Project Goal Setting Form is attached at the Bid stage o A reminder e-mail will be received at the agency 13 days after submittal o Login to BidBuy to review the BEP Goal Setting Review Response on the Attachment Tab Review BEP response and make adjustments as determined Decision Memorandum can be attached in BidBuy if a waiver is requested BID Attachments Tab o Attach U-Plan Template Summary Tab

o Review All Data Review Attachments to Ensure BEP Goal Setting Form, U-Plan and Letters of Intent are Attached Click Submit For Approval o Procurement will route to BEP per established paths o Additional approvers can be manually added BEP will Review and Provide Response BID: Receive the Review Response Request Additional Information o Reminder Tab: BEP will create Reminder to Agency for additional information

o Reminder Tab: Agency Will Create Reminder to Respond with additional info o Can Be Repeated Approve o Can Add Comment with Recommendation o Agency Receives and e-Mail With Approval Send Bid (Publish) Bid Evaluation: Attach Quotes Open Bid Create quotes for Paper Quotes with Goal Information Create Quotes for Paper Bids

General Tab: If there is a BEP/VBP Goal and You are SelfFulfilling: Go to Subcontractors Tab to Submit your Information Subcontractors: Lookup and Add Vendor Per U-Plan Select Vendor Bid Evaluation Complete Tabs Left to Right Subcontractors: Lookup and Add Vendor Per U-Plan Select Vendor Save and Exit Enter Goal Type Enter Estimated Dollars (% will calculate) Complete Quote Process and Submit Bid Evaluation

When all Quote U-Plans are Ready for Review o Agency Will Create Reminder to BEP for U-Plan Review - 14 Days o BEP will Conduct Review and Create a Reminder to the Agency that Review is Complete o BEP will Attach each Review Response File to each relative Quote Uncheck the box Show To Vendor Check Confidential o BEP will Set Reminder When Reviews Are Complete Bid Evaluation: Receive Review Results If Review Response includes non-responsive Vendors o Agency Can Disqualify Bidder or Permit Cure/Good Faith Effort o If Cure/GFE, Conduct Process and Attach Results to Quote

o Agency Will Set Reminder to BEP to Review Cure/GFE Result (at discretion of the agency) o BEP Will Attach Cure Result Determination and Set Reminder to Agency Award Agency will complete Review and Recommend Award in accordance with procurement process.

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