Handbook

INTRODUCTION

The Division of Small Business & Vendor Diversity Relations (SBVDR) is an important function of administrative management at the University. SBVDR is organized to provide support to departments and academic units regarding the utilization of Small Businesses, including Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs) / and Small Disadvantaged Businesses (SDB).

The Division works closely with the Purchasing Division, Sponsored Research Offices, Planning, Design & Construction, IFAS Facilities Operations, Physical Plant Division, and the Housing Division to encourage the utilization of small and minority businesses. The Division plans and implements programs and services designed to promote procurement opportunities for small businesses, including minority businesses and women owned businesses.

This Chapter establishes uniform procedures relating to the utilization of Small Businesses (including SDBs, WBEs and MBEs) in the purchase of commodities and services needed in the operation of the University. The procedures stated herein shall apply to all purchases of commodities and services paid from state appropriations, grants, or auxiliaries.

MISSION STATEMENT

To seek out, identify, and utilize Small Businesses, including Minority Businesses (Florida Certified and Non-Certified), Women Owned Businesses and Small Disadvantaged Businesses that provide services and/or commodities which are purchased by the University of Florida. It is also the mission of this Division to provide technical assistance to ensure a competent pool of vendors to address the University’s procurement expectations.

DEFINITIONS

FLORIDA CERTIFIED MINORITY BUSINESS ENTERPRISE (CMBE):
A business that has been certified by the State of Florida’s Office of Supplier Diversity (OSD), or a Florida Reciprocal Certification Partner as a minority business enterprise.

MINORITY BUSINESS ENTERPRISE (MBE):
A small business concern which is organized to engage in commercial transactions, domiciled in the State of Florida, and is at least 51% owned, managed, and controlled by a minority person(s).

MINORITY PERSON:
A lawful, permanent resident of Florida who is an American Woman, Asian American, African American, Hispanic American, or Native American (origin to an Indian tribe prior to 1835.

SMALL BUSINESS ENTERPRISE (SB):
An independently owned and operated business concern that employs 200 or fewer permanent full-time employees, and that, together with its affiliates, has a net worth of not more than $5 million.

SMALL DISADVANTAGED BUSINESS (SDB):
A small business concern owned and controlled by socially and economically disadvantaged individuals.

RESPONBILITY AND AUTHORITY

The Associate Vice President for Business Affairs is the Small and Minority Business Enterprise Assistance Officer, and is responsible for overseeing the University’s small business enterprise utilization activities.

The Director of Small Business & Vendor Diversity Relations, reports to the Associate Vice President for Business Affairs, and is responsible for program development, promotion, implementation, compliance monitoring, and reporting. The Director works closely with university departments and academic units, small businesses, including women and minority owned businesses, governmental entities, and community-based organizations toward the diversification of the University’s Vendor base.

BID REVIEW AND BIDDING

  1. The Director of Small Business & Vendor Diversity Relations reviews all procurement activities in excess of $75,000 prior to vendor solicitation. During this bid review, the Director supplements the vendor lists with applicable interested vendors. The Director works with the Purchasing Department to ensure timely reviews.
  2. Procurements with a dollar value up to $75,000 shall be made in accordance with the University’s Purchasing regulations see 6C1-3.0
    • Under the University’s Purchasing regulation, informal bids or quotes from at least two (2) vendors are solicited, the University encourages staff to obtain quotes from a variety of vendors, including Small / Women / Minority Business Enterprises.
    • UF, Statewide, and Federal Small Business Directories, which includes women and minority owned businesses, are available to University departments and academic units upon request by contacting the Division at (352) 392-1331, ext. 501. The Local CMBE Directory is available on the web at www.sbvdr.admin.ufl.edu

CONSTRUCTION – COMPETITIVE BIDS

Bidders on construction projects are encouraged to include Small / Women / Minority Business Enterprises on their projects. The University is an equal opportunity institution and as such, encourages the use of Small businesses, including minority and women owned Business Enterprises (S/W/MBEs) in the provision of such services. Small businesses (including minority and women owned businesses) should have a fair and equal opportunity to compete for dollars spent by the University on construction. Competition ensures that prices are competitive and a broad vendor base is available.

CONSTRUCTION MANAGEMENT

MBE PARTICIPATION
Contracts with Construction Managers (CM) encourage the CM to utilize small business (including minority and women owned businesses) subcontractor(s), supplier(s), and/or vendors as part of the construction budget.

MONITORING

  1. COMPETITIVE SEALED CONSTRUCTION BIDS
    The Director monitors Small businesses, including Women and Minority Business Enterprise, and Small Disadvantaged Business, participation at the time of Partial and Final Payments to the Contractor (Bidder), through a review of the Contractor’s Small / Women / Minority Business Enterprise Status Report of Partial and Final Payments Form. This form shall accompany the Contractor’s partial and final payment requests, and will identify the total amount of payments made to each S/W/MBE subcontractors, suppliers and/or vendors.
  2. CONSTRUCTION MANAGEMENT CONTRACTS
    The Director monitors the S / W/ MBE Participation at each request for payment through a review of the Contractor’s Small Business, including Women and Minority Business Enterprise Participation Schedule of Contract Values Form. This form shall accompany the Construction Manager’s payment requests, and will identify the total amount paid to each S / W /MBE firm, and the unpaid balance.
  3. CAMPUS SERVICE CONSTRUCTION MANAGEMENT CONTRACTS
    The Director works with the UF Facilities areas to identify potential contracts to be competed amongsmall businesses to help equalize the ability of firms to compete for opportunities at UF and increase participation by small businesses. One of the means, of achieving this, is through the reserving of contracts for competing among small businesses.
  4. JOINT VENTURES
    The Director monitors the S/ W/ MBE Participation during and/or at the end of each project through a review of the Campus Service Construction Manager’s Small / Women / Minority Business Enterprise Payment Status Report Form. This form shall accompany the Construction Manager’s Partial and Final Payment Requests, and will identify the total amount paid to each S/ W/ MBE firm for that project.

SMALL BUSINESS & SMALL DISADVANTAGED BUSINESS SUBCONTRACTING PLAN:

  1. The Director works with the Division of Sponsored Research, the College of Engineering, and the Institute of Food and Agricultural Science to establish subcontracting plans on Federal contracts at or above the threshold requiring the Submission of Small Business Subcontracting Plans.
  2. PRE-AWARD – PREPARING THE SB/SDB SUBCONTRACTING PLAN:
    The Director will review SB/SDB Subcontracting Plans and proposed contract budgets from Principal Investigators and/or departmental representatives, and provide information and assistance regarding the identification and availability of small businesses, including minority, women, small disadvantaged, veteran service-disabled veteran and Hub Zone vendors, to be included in the Plan.
  3. POST-AWARD – IMPLEMENTING THE PLAN:
    When the Federal contract is awarded to the University, the Director will receive a copy of the Notice of Acceptance. The Director will review all procurement activities over $75,000 to ensure small businesses, including women and minority businesses, are informed of the opportunities presented by the contracts and grants. Upon request, the Director will work with the respective Contracts and Grants office in preparing the quarterly and annual reports to the Federal sponsor and the Small Business Administration.

VENDOR AND BID FILE

The Division of Small Business & Vendor Diversity Relations has the responsibility to develop and maintain a bidder’s file on small businesses,including women and minority firms, which have submitted vendor applications for inclusion on formal bids, informal bids, and proposals. The Division has implemented a small business registration system that may be accessed by UF departments and academic units. The Division also provides links on the division’s webpage to state and federal websites containing directories of small, womenand minority businesses.