ࡱ>  9bjbj 70##### $ $ $8B$t$ $HPR&R&h&h&h&C'C'C'HHHHHHH$JMx?H#C'C'C'C'C'?H##h&h&TH . . .C'd#h&#h&H .C'H . .DFh&0]{~ '"MEHjH0HeE\O':O0FO#FDC'C' .C'C'C'C'C'?H?H+ C'C'C'HC'C'C'C'OC'C'C'C'C'C'C'C'C' ": State of California Small Business and DVBE Program Advocate Toolkit Information and Resource Guide for Californias Small Business and DVBE Advocates February 2012 Small BUSINESS (SB) and DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) Program overview Welcome to the Statewide Advocate Toolkit! The information presented here is to assist you better understand Small Business and DVBE program mandates, regulations, requirements and procedures. Within this Toolkit, you will find information related to program legislation, best practices, outreach and education, roles and responsibilities, program reporting, policy, and program planning that might help you in your advocate role. Many departments and their advocates contributed to the creation of the toolkit. We gratefully acknowledge the following departments for their contribution and time in developing the Statewide SB/DVBE Advocate Toolkit: Department of Motor Vehicles DGS Office of Small Business and DVBE Services Department of Veteran Affairs California Highway Patrol Consumer Affairs Franchise Tax Board Department of Corrections and Rehabilitation Department Water Resources Department of Rehabilitation Department of Parks and Recreation The Advocate Toolkit is the result of the contribution, research, compilation and development of information for numerous activities related to the SB and DVBE programs. It has been developed for Toolkit users by the users themselves the SB and DVBE Advocates. Weve attempted to address aspects of both programs using our experiences, successes and best practices in our attempt to provide a well rounded view of each program. We hope you find it useful. TABLE OF CONTENTS Welcome - SB/DVBE Program Overview Chapter 1 SB/DVBE Advocate Roles and ResponsibilitiesChapter 2Program Planning and ImplementationChapter 3 Setting Policy and Policy StatementsChapter 4 LegislationChapter 5 Small Business ProgramChapter 6 Disabled Veteran Business Enterprise ProgramChapter 7 Developing/Implementing SB/DVBE Program TrainingChapter 8 SB/DVBE Advocate Outreach ActivitiesChapter 9Annual SB/DVBE Program Report RequirementsChapter 10 Advocate ResourcesChapter 11 Best PracticesAppendixToolkit Glossary SB/DVBE Program Overview California state agencies and departments are mandated by law and by Executive Order to appoint a single point of contact to act as both the Small Business (SB) and Disabled Veterans Business Enterprise (DVBE) Advocate. The Advocates responsibility is to promote and implement program requirements to assist their department with providing purchasing and contracting opportunities within the SB and DVBE business communities. Legislative mandates require that agencies and departments place 25 percent of their total annual expenditures with the SB community and 3 percent with the DVBE community. The following information is a brief overview of the SB and DVBE programs. More detailed information on each program is contained within the SB/DVBE Advocate Tool Kit chapters. Small Business (SB) Did you know that out of all businesses registered in California, small business owners comprise 98 percent of registered businesses? As a direct result, Californias overall economy is significantly impacted by the success or failure of small businesses. For the benefit of both the small business community and the State, the Small Business Certification Program was established under the Small Business Procurement and Contract Act (GC 14835) to increase business opportunities by allowing certified small businesses to compete on a more level playing field. The Small Business Program includes a number of features for a certified small business that are not available to non-small businesses. Foremost is the SB calculation preference where small businesses competing against non-small businesses are provided certain advantages to assist them achieve increased bid award opportunities through a five (5) percent calculation preference. SB certification also offers additional benefits through the Prompt Payment Act and, as well, provides opportunities to compete directly with other certified small businesses through the Small Business Option (G.C. 14838.5) process. Additionally, the program also allows for application of the Non-Small Business (NSB) preference calculation to those non-small bidders whose response includes a certified small business partner for at least 25 percent of the overall awarded contract value. Application of the NSB preference may result in award of the bid to the NSB. Application of the NSB preference cannot be used to displace the low bid of a certified SB. Additional detailed information on the Small Business program can be found in Chapter 5, Small Business Program. Disabled Veteran Business Enterprise Program (DVBE) The DVBE program was established in 1989 through the enactment of California Military and Veterans Code (MVC) 999 and Public Contract Code (PCC) 10115. The programs purpose is twofold: It provides certified DVBE-owned businesses with greater opportunity to compete for a portion of the billions of dollars awarded annually through either direct award or through subcontracted efforts and, It promotes self-reliance for Californias disabled veterans by offering veterans the opportunity to gain experience in business. State agencies and departments must include DVBE participation program requirements in each competitively awarded contract for goods, professional services, construction and, IT goods and services unless the director, or designee, of the agency or department formally waives the DVBE program from that specific contract effort. In January 2006 the DVBE Incentive was introduced to give prime bidders an incentive for inclusion of DVBE subcontractors in their bids when the program as a required component has been waived. The incentive gives the bidder the option of using a DVBE subcontractor and an opportunity to receive an incentive calculation which may place them in line for bid award. The incentive cannot be used to displace a certified small business low bidder. Good Faith Effort Abolished In July 2009, the Good Faith Effort, was abolished as a required component of the DVBE Participation program. As a result, bidders responding to solicitations that include the DVBE Program must identify a DVBE subcontractor within their bid otherwise their bid will be rejected. The level of DVBE participation will be identified within the advertised solicitation. Additional detailed information about the DVBE program can be found in Chapter 6, Disabled Veteran Business Enterprise Program. Small Business/DVBE Program Mandates and Directives Military and Veterans Code 999.12 mandates each department to appoint a DVBE Program Advocate and states further that the person shall be the same individual pursuant to Government Code 14846 which directs the appointment of a department Small Business Advocate. The SB/DVBE Advocate Toolkit provides greater detail on the roles and responsibilities of the SB/DVBE in Advocate Toolkit, Chapter I. Roles and Responsibilities. Each year the State of California awards billions of dollars through the competitive bid process for commodities, professional services, construction and Information Technology (IT) goods and services. Through the enactment of various legislative mandates the State has focused its attention on SB and DVBE sectors in an effort to achieve increased business opportunity within those communities. Subsequent Executive Orders S-02-06 and D-43-01 issued by the Governors Office further compels agencies and departments to achieve the mandated participation levels of each program. DGS, Office of Small Business and DVBE Services As specified through Executive Orders, Government Code and Public Contract Code, the Department of General Services (DGS) has direction and management authority over the Office of Small Business and DVBE Services (OSDS) and its various program activities. As such, the office is the States primary resource to disseminate SB and DVBE programs, conducts outreach and marketing for SB/DVBE certification opportunities, and develops policies and procedures affecting the overall procurement of services and goods throughout the State. Some of the numerous DGS/OSDS responsibilities include, but are not limited to: SB/MB and DVBE certification for businesses meeting SB/MB program eligibility requirements and/or DVBE program eligibility requirements Investigation of alleged certification or program fraud. Imposing of sanctions and penalties on contractors for specified periods of time for Small or DVBE program violations. Maintain a list of debarred or suspended firms Interpretation, development and adoption of SB/MB and DVBE program regulations resulting in Public Contract and Government Code Business and community outreach events to promote SB/MB and DVBE program certification and to enhance partnerships between the state and SB/MB and DVBE businesses. Compile, tabulate and report SB/MB and DVBE participation levels achieved statewide by each agency/department annually to the Legislature Following this overview, you will find a reference table of Small Business and DVBE program requirements and their related code citations. What Defines Advocate Success? The SB/DVBE Advocate is the conduit for successful business relations between their department and the SB/DVBE business communities. Each program will be successful commensurate to the level of dedication, management support and direct involvement the advocate has in the day-to-day business procurement activities of their departments. The successful advocate can see their departments big picture and at the same time understand the various nuances and components unique to that departments business needs. The successful advocate is aware of the many opportunities to network with other advocates, utilize best practices and invent new and effective ways to achieve SB/DVBE goals. The successful advocate enlists both management and program staff actively to achieve overall SB/DVBE goals through effective communication, education and implementation of programs and tools to bring about program success. Ultimately, overall program success is achieving or exceeding both SB/DVBE program participation mandates. However, keep in mind that, while achieving mandated goals is the target, success can be incremental and measured in the gradual improvement of your departments performance. Whatever youre achievement no matter how big or small remember that you have contributed to the overall success of Californias Small Business and DVBE programs. SB/DVBE Government, Public Contract and Military Code References The following table provides various program SB or DVBE program requirements and the applicable Public Contract Code (PCC), Government Code (GC) or Military and Veterans Code (MVC) reference. PROGRAM REQUIREMENTSMALL BUSINESS GC/PCCDVBE MV/GC/PCCADVOCATE LIASION GC 14835, 14,845, 14846, 14847MVC 999.2, 999.7, 999.12 PCC 10115ANNUAL CORRECTION AND IMPROVEMENT PLANPC 10111 Executive Order D-37-01 Executive Order S-02-06PC10111 Executive Order D-43-01BUSINESS UTILIZATION PLANSPCC 10115.15COMMERCIALLY USEFUL FUNCTION GC 14837.4(A)MVC 999 (a) (5) (B) CONSOLIDATED ANNUAL REPORT (SB/MB/DVBE/ERG/Consulting)PCC 10111 Executive Order D-37-01 Executive Order S-02-01PCC 10111 Executive Order D-43-01DGS DUTIES/RESPONSIBILITIESGC 14839GC 14839DVBE INCENTIVE APPLICATION DVBE INCENTIVE AMOUNTCCR 1896.99.100 CCR 1896.99.120GOOD FAITH EFFORT ABOLISHED JULY 2009 SB/DVBE OPTION BID GC 14838.5GC 14838.5MONITORING CONTRACTOR ADHERENCE TO DVBE PROGRAM GOALS PCC 10115(3) MVC 999.5 (b) (4) (d)PROGRAM GOAL MANDATESExecutive Order D-37-01 Executive Order S-02-06Executive Order D-43-01PROMPT PAYMENTGC 927 et seq.REPORTING COMPLIANCE VIOLATIONSMVC 999.9 CCR 1896.60 1896.67 CCR 1896.90 1896.98SB/MB/DVBE ELIGIBILITY REQUIREMENTSGC 14835 CCR Title 2, Section 1896-1896.40MVC Div. 4, Chapter 6, Article 6, Section 999-999.13 CCR Title 2 Section 1896.6 1896.95SB/DVBE OPTION BID GC 14838.5GC 14838.5     SB/DVBE Advocate Toolkit Page  PAGE \* MERGEFORMAT 2 Welcome and Program Overview Revised February 2012 JKm崨xplaM&hI*h Ga5;CJOJQJ^JaJhhB*phOhDr0h+OJQJhDr0CJOJQJaJh+CJOJQJaJhI*CJOJQJaJh)VCJOJQJaJhCJOJQJaJhhCJOJQJaJ+h+h59B*CJPOJQJaJPph64hCJPOJQJaJPhhOJQJhhCJ$OJQJaJ$Jxwkd$$IflE t 6@A 0O622 s44 la$A &@#$/IfJKyyyyyyyy$A &@#$/Ifgd)Vskd$$IflE t 6@A 0O644 layt vv$&@#$/Ifwkd $$IflE t 6@A 0O622 s44 la' ( U V wwkk & F ]gd+ ]^gdl^^gd ]^gd^^gdVkd$$IflE t 6@622 s44 laytDr0 ' ( 7 A  bʹxjYxE&hl^h56CJOJQJ^JaJ hFhl^CJOJQJ^JaJhl^CJOJQJ^JaJ hl^hl^CJOJQJ^JaJhCJOJQJ^JaJ hl^hsACJOJQJ^JaJ hl^h1;CJOJQJ^JaJ hl^hCJOJQJ^JaJ hI*h GaCJOJQJ^JaJ&hI*h Ga5;CJOJQJ^JaJ hI*5;CJOJQJ^JaJ ' A R f  $If]gdoa0]0gdI* ]^gdK$]^a$gdI*&d P ]^gdI*^gd ]^gd & F ]gd+bqIͼsbsbsJ2b/hoahI*5B*CJOJQJ\^JaJph/hoah,5B*CJOJQJ\^JaJph hoah*ICJOJQJ^JaJ/hoah*I5B*CJOJQJ\^JaJph hI*hI*CJOJQJ^JaJ#hI*hI*5CJ OJQJ^JaJ hI*CJOJQJ^JaJ hl^hKCJOJQJ^JaJ hl^hI*CJOJQJ^JaJ hl^hCJOJQJ^JaJ hl^h@?CJOJQJ^JaJZkd $$Ifl0<H$ ! 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