MBEWBE/Small Business Enterprise Procurement Program Advisory Committee Regular Meeting of the MBEWBE/Small Business Enterprise Procurement Program Advisory Committee - VIA VIDEOCONFERENCING

Agenda — original pdf

MBE/WBE and Small Business Enterprise Procurement Program Advisory Committee Tuesday, April 6, 2021 at 5:30 p.m. VIA VIDEOCONFERENCING AGENDA Members: Eliza May, Chair (Renteria) Lena Banks (Harper-Madison) Shiller Liao (Tovo) Tina Cannon (Kitchen) Reginald Worlds, Vice Chair (Pool) Usha Boddapu (Flannigan) Ahmed Moledina (Alter) VACANT (Garza) Barbra Boeta (Adler) Daniel Berner (Ellis) VACANT (Casar) CALL TO ORDER 1. APPROVAL OF MINUTES CITIZEN COMMUNICATION: GENERAL Any speakers signed up prior to the meeting being called to order will each be allowed a three-minute allotment to address their concerns regarding items not posted on the agenda. 2. NEW BUSINESS For discussion and possible action on recommendations to City Council (City Code § 2-1-163(B)) regarding the following: a. Director’s Updates and Announcements with discussion and possible action (5 minutes) b. Discussion and appropriate action regarding a presentation on the contractor payment process improvements being made by the Public Works Department (30 minutes) 3. OLD BUSINESS For discussion and possible action on recommendations to City Council (City Code § 2-1-163(B)) regarding the following: a. Discussion and appropriate action regarding information on the City’s MBE/WBE participation and usage; and the use of a Personal Net Worth (PNW) and the Economic Disadvantage definition in the MBE/WBE Procurement Program. (45 minutes) b. Discussion and appropriate action regarding the prospect of a resolution supporting the inclusion of Lesbian, Gay, Bisexual and Transgender-Owned Businesses in the City’s procurement process. (45 minutes) c. Update on the Disparity Study with discussion and appropriate action (10 minutes) d. Monthly update on the 1) Council Awards; 2) Third Party Project; 3) Request for Change (RFC); and 4) Certification Roll. (10 minutes) 4. FUTURE AGENDA ITEMS ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before (512) 974-9108 or nakia.james@austintexas.gov for additional information; TTY users route through Relay Texas at 711. For more information on the MBE/WBE and Small Business Procurement Program Advisory Committee, contact Nakia James at (512) 974-9108 or nakia.james@austintexas.gov the meeting date. Please contact Nakia James at Page 1 of 1

Request for Change Report — original pdf

Request for Change Report - February 2021 Reviewer DateAssigned Contract Amount Prime Contractor Project Description Subcontractor Certified Y/N Scope of Work Managing Department Action Date Notes Qty Solicitation Number Add/Delete/ Contract Change/ Substitution- A(Add) or D(Delete) Contract Change Increase/ Decrease/Scope Addition Like-Kind Substitution Like-Kind Availability Subcontract Amount or Percentage Project Manager GFE Required? Y/N RFC Approved Y/N Violation Letter Issued this Month Y/N Total No. of Firm's Violation(s) JWS 3/1/2021 $15,875,000 CLMC774 PGC General Contractors, LLC Add Smith Pump Co, Inc. N/A N/A $327,867.00 Irrigation Systems, Supplies, Parts and Accessories PW Jules Parrish 3/1/2021 Goals met LM 2/25/2021 $1,217,865 CLMC806 MAC, Inc. Add Liquid Waste Solutions, LLC N/A N/A $1,000.00 Toilets, Portable, Rental Only PW Tony Lopez 3/8/2021 Adding a certified subcontractor JWS 2/23/2021 $2,064,000 CLMC798 PGC General Contractors, LLC Add Viking Fence Co, Ltd. N/A $21,507.00 PW Audra Biediger 2/23/2021 Goals met Fencing, chain link (including fabric, gates, pane); Gates parts and components, Chain link (misc) 2/12/2021 $23,365,594 CLMC822 Sayers Construction-Jingoli Power, A Joint Venture, LLC Ullrich WTP Low Service Pump Station Electrical Feed Renewal Contract Change Earthco Landscape Construction LLC Increase N/A $50,000.00 Site work; Pipe, ductile iron, centrifugally cast, mech. Join; Erosion control services 2/12/2021 $23,365,594 CLMC822 Sayers Construction-Jingoli Power, A Joint Venture, LLC Ullrich WTP Low Service Pump Station Electrical Feed Renewal Add Zamora, LLC N/A N/A $30,000.00 Survey (Not Aerial or Research) Increasing an existing scope of work Adding a certified subcontractor N/A N/A N/A 2/11/2021 $801,578 CLMC685B Majestic Services, Inc. Contract Change J-M Matkin Surveying Company, LP Increase N/A N/A $680.00 Surveying Increasing an existing scope of work 26 2/11/2021 $829,219 CLMC800 Muniz Concrete & Contracting, Inc. Add Big Sky Surveying, LLC N/A N/A $2,000.00 Surveying services, GPS Transportation Adding a certified subcontractor 2/10/2021 $40,000,000 CLMP259 Lockwood, Andrews & Newnam, Inc. Add Round Rock Geophysics, LLC N/A N/A $29,850.00 Site assessment and site field operations Adding a certified subcontractor JWS 2/10/2021 $2,248,067 CLMC703 Facilities Rehabilitation, Inc. Add EnviroCon Systems, Inc. Goals met 13 10 JWS 2/9/2021 $2,000,000 CLMC813 PGC General Contractors, LLC Add Redi-Mix, Llc / Custom-Crete N/A $0.00 Concrete AWU Jeff Kyle 2/11/2021 Name change only N/A $134,803.00 Landfill liners (soil stockpile cover - fabrication & installation) N/A N/A PW PW PARD PW PW K. Robyn Haasch K. Robyn Haasch D'Anne Williams Manuel Gallegos Dario Octaviano David Hernandez 2/17/2021 2/17/2021 3/8/2021 3/2/2021 2/22/2021 2/11/2021 1 2 3 4 5 6 7 8 9 …

3rd Party Project Report — original pdf

Developer Project Name AA H A/NA WBE AA H A/NA WBE Contract Amount SMBR Contact Sponsor Dept. Project Status % Expensed Incentive Amount Expenditures to Date Contact Name (May extend past project completion date) Project Completion Date Consultant/ Contractor Project Type/ Phase Goal Type: C=Contract or P=Project Specific SMALL MINORITY BUSINESS RESOURCES DEPARTMENT ACTIVE THIRD PARTY - APRIL 2021 PROJECT GOALS CURRENT PARTICIPATION (Goals Met to Date) MBE WBE MBE WBE CAAICON Q2 Stadium (Austin FC) Mike Rock Land Use Agreement 7/1/2021 Gensler Sports Design P 1.22% 2.90% 3.48% 3.72% 0.00% 22.41% 2.28% 3.96% $5,306,272.00 $4,709,439.34 Austin Stadco (formally Precourt Sports Venture (PSV)) Design- Miscellaneous P 1.22% 2.90% 3.48% 3.72% 0.00% 7.27% 0.81% 4.08% $1,392,517.60 $1,274,407.41 P 0.65% 1.90% 1.24% 0.91% 0.02% 0.73% 0.00% 3.69% $50,375,054.00 $49,212,809.11 P 2.04% 3.86% 0.16% 6.06% 0.00% 0.00% 1.58% 2.32% $7,956,908.00 $7,547,573.61 P 1.83% 4.70% 1.20% 1.80% 10.97% 0.30% 0.00% 1.54% $59,260,106.00 $58,058,040.52 Austin Commercial P 2.93% 2.89% 0.58% 1.13% 2.54% 6.26% 0.00% 0.54% $37,772,928.09 $37,081,302.68 Construction in progress 88.75% Construction in progress 91.52% Construction in progress 97.69% Construction in progress 94.86% Construction in progress 97.97% Construction in progress 98.17% P 1.73% 1.49% 1.00% 2.08% 0.07% 1.35% 0.00% 0.00% $13,011,547.46 $11,241,415.35 Jolene Cochran EDD Construction in progress 86.40% P 1.69% 1.51% 1.00% 2.05% 0.14% 0.00% 14.16% 0.25% $15,565,318.00 $11,060,441.70 Construction in progress 71.06% Greenwater Block 185 Misc D Trammell Crow C 2.90% 9.00% 4.90% 15.80% 0.00% 0.00% 72.70% 12.33% $284,925.86 $242,281.77 Design in progress 85.03% 4/1/2022 Green Water Treatment Plant Block 185 D STG Design P 2.90% 9.00% 4.90% 15.80% 0.00% 0.45% 0.24% 4.53% $3,695,217.96 $3,176,200.52 Design in progress 85.95% 6/1/2022 Greenwater Block 185-C DPR Construction C 2.70% 9.70% 2.30% 13.80% 0.00% 0.24% 0.01% 0.00% $244,493,758.84 $97,574,145.47 Trammell Crow Bryan Embrey/ Mark Fowler Construction in progress 39.91% 7/31/2022 Developer Agreement; Not applicable Greenwater Block 185 Misc D Trammell Crow 2.90% 9.00% 4.90% 15.80% 0.00% 0.00% 72.70% 12.33% $284,925.86 $242,281.77 Design in progress 85.03% 4/1/2022 Handel Architects/The KOR Group 2.90% 9.00% 4.90% 15.80% 0.00% 5.75% 0.30% 11.16% $2,039,345.00 $2,039,345.00 Design in progress 100.00% 3/1/2021 Green Water Block 188 Austin Commercial C 2.70% 9.70% 2.30% 13.80% 0.15% 1.24% 0.36% 2.03% $134,625,855.00 $128,756,167.72 Construction in progress 95.64% 3/1/2021 NOTE: Based on March 2021 expenditure reports. Projects are incentive based contracts approved by Council and managed by the Economic Development Department. Construction-RFP 1 Construction-RFP 2 Construction-RFP 3 Construction-RFP 4 Construction-RFP 5 Construction-RFP 6 Professional (Block 185 Misc D) …

Certification Roll Report — original pdf

CERTIFICATION MBE/WBE ADVISORY COMMITTEE UPDATE FY 2021 Report Total number of Certification TYPES (Not # of firms) FY 2020 20-Oct 20-Nov 20-Dec 21-Jan 21-Feb 21-Mar MBE WBE DBE/ACDBE (ACDBE Only) SBE Total Certification TYPES MBE Certifications by ethnicity Asian African-American Hispanic Native American Total WBE Certifications by ethnicity Asian African-American Hispanic Native American Caucasian Total DBE/ACDBE Certifications Asian African-American Hispanic Native American Non Minority Female Total Total Apps Annual Updates Recertifications DBE/ACDBE New Expansion of Services MBE/WBE New SBE New PENDING CERTIFICATION APPLICATIONS in CCS 730 635 514 88 152 2119 738 630 519 90 150 2127 729 617 511 90 150 2097 739 628 511 91 154 2123 747 632 513 91 155 2138 722 609 520 92 149 2092 732 619 513 90 151 2105 123 215 371 21 730 45 89 133 4 364 635 54 114 180 9 157 514 124 220 373 21 738 45 91 133 4 357 630 54 115 184 9 157 519 121 221 366 21 729 44 94 131 4 344 617 53 115 178 9 156 511 123 223 372 21 739 44 95 132 4 353 628 53 115 178 9 156 511 124 224 379 20 747 45 97 136 4 350 632 53 115 179 9 157 513 119 218 365 20 722 42 94 129 4 340 609 53 117 182 9 159 520 122 219 371 20 732 43 96 130 4 346 619 53 115 180 9 156 513 Pending Submissio n 9/30/20 123 16 12 10 1 77 7 Pending Submissio n 10/31/20 121 20 17 10 1 70 3 Pending Submissio n 11/30/20 112 14 10 9 0 74 5 Pending Submissio n 12/30/20 114 9 10 11 0 78 5 Pending Submissio n 1/31/21 131 10 9 10 0 97 5 Pending Submissio n 2/28/21 124 14 11 11 0 83 5 Pending Submissio n 3/31/21 141 22 12 11 0 91 5

Contractor Payment Process Improvements — original pdf

CITY OF AUSTIN PUBLIC WORKS Contractor Payment Process Improvement MBE/WBE Advisory Committee April 6, 2021 Agenda Contractual Requirements Finance Team Overview Our Journey for Improvement Deep Dive Into Processes Collaboration Continuous Improvement Where We Are Today Questions City of Austin | Public Works Department 1 Construction Contract Payment Provisions Article 14 of the General Conditions: Contractor can submit no more frequently than once per month Information Contractor to Submit: • Payment Application • Materials on Hand • • Updated Schedule • Updated Redline As-Builts Subcontractor Report City of Austin | Public Works Department 2 Construction Contract Payment Process How the Process Works: 1. Contractor submits a draft payment application for verification by Inspector 2. Contractor/Inspector agree on quantities and Materials on Hand (MOH) 3. 4. Contractor packages the following: Inspector verifies Contractor updated redline as-builts a) Cover Sheet b) MOH c) Deductions d) Contract Time Statement e) M/WBE Sub-K Schedule f) Inspector reviews/signs Inspection Supervisor reviews/signs 5. 6. 7. PM reviews/signs 8. PM submits to PWD Accounts Payable City of Austin | Public Works Department 3 Team Overview PWD Accounts Payable consists of two teams working together to ensure payments are processed timely for payment to vendors within 30 calendar days of a properly submitted invoice. PWD is responsible for processing payments for capital improvement projects for most City departments and three PWD operation funds. Project Accounting (PA) • • Audit of consultant coversheet and Intake of professional service invoices • invoice – rates, sequential payments, etc. Liaison for Project Manager approvals, payment issue resolution, and AP team. • Document areas for continuous improvement Intake of construction pay applications Payment processing in financial system Accounts Payable (AP) • • • Assist vendors with payment inquires • Liaison between PWD and Central Accounts Payable (CAP) • Document stale dated invoices and areas for continuous improvement City of Austin | Public Works Department 4 Our Journey for Improvement Oct 2018 Jan 2019 Feb 2019 Mar 2019 Apr 2019 Dec. 3 May 2019 Jun 2019 •Reviewed current processes starting with mail intake through AP and PA procedures •Collaborated with CAP to intake electronic invoices and changed methodology for assignment processing in PWD •Created resource accounts •Review of internal PWD finance processing reduce review timing and created a metric between teams •Established and escalation process to PWD management •Collaborated with PWD project management teams to reduce processing times •Coordinated with CCO and sponsor departments …

Council Awards Report — original pdf

Solicitation No Cost Estimate Award Amount Prime MBE AA H A/NA WBE DBE SMBR Liaison Project Manager Dept Goals Met Type Laura Moreno Nicholas Sybille Austin Water Construction Council Date 1/27/2021 Jessica Oberembt Richard Duane Austin Energy 1/27/2021 Construction Yes Yes Cassidy Villegan Shobana Angia Public Works 1/27/2021 Yes Construction $125,000 $1,500,000 $6,477,749 Goal Information SG MG SG MG SG MG SG MG # 1 2 3 4 CLMC812 Prime Subs CLMC819 Prime Subs CLMC790 Prime Subs CLMC811 Prime Subs Ullrich WTP Low Service Pump Station Safety Improvements SEFBO Pipeline Bridge, Inc. (FA) Hsuequity, Inc. Decker Dam Slough Repairs (MH) Santa Clara Construction, Ltd. (MB) Avery's Lawn Care & Landscaping, LLC (MA) Benqwest, LLC (FW) S&R Investments, Inc. Non-M/WBE Subs Total Highland Park Water and Wastewater Improvements-Phase 2 (MH) Santa Clara Construction, Ltd. (MB) Earthco Landscape Construction, LLC (MA) Benqwest, LLC (FW) S&R Investments, Inc. (FW) Chlor-Serv, Inc. Non-M/WBE Subs Total Little Walnut Creek Flood Risk Reduction from Metric to Rutland PGC General Contractors, LLC (MB) Lewis Clark Trucking, LLC (MB) CVI Development, LLC (MH) Environmental Safety Services, Inc. (MH) Accurate Pavement Striping, LLC (MH) CGT AUS Inc dba C Garcia Trucking (MH) Roadwise Solutions, LLC (MA) Alpha Paving Industries, LLC (FN) KLP Commercial, LLC (FW) Jennifer Weems dba Jennifer Weems Photography (FH) Melendrez Trucking, LLC (FW) Environmental Survey Inc. dba Environmental Survey Consulting Non-M/WBE Subs Total Percent of "Met Goal" Awards for January 100.00% Percent of "Met Goal" Awards for FY21 To-Date 82.35% FY21 Council Awards Report January 2021 MBE/ WBE 5.00 5.00 5.00 Non Sub 4.86 4.86 31.13 31.13 29.49 29.49 1.88 1.99 1.99 1.60 1.61 1.61 1.61 1.83 0.06 1.77 7.14 6.00 3.69 0.09 0.35 0.59 0.20 0.21 0.21 0.39 0.40 0.40 1.82 1.87 1.87 1.23 1.25 0.94 0.31 5.60 0.41 0.15 0.80 0.74 4.47 4.63 1.62 5.60 2.13 2.18 95.00 91.06 65.61 56.27 $52,166 $49,558 $2,608 $1,322,546 $1,204,398 $29,054 $2,750 $24,750 $64,344 $5,891,883 $3,753,969 $92,354 $23,059 $53,875 $17,500 $1,781,126 $17,103,695 $9,542,695 $10,000 $300,000 $625,000 $15,000 $60,000 $100,000 $950,000 $70,000 $25,000 $135,000 $125,000 $5,000,000 $15,000,000 John W Smith Minda Sarmiento 1/27/2021 Yes Construction Watershed Protection Council Awards Report PAGE 1 OF 1 B= African American/ BlackH= Hispanic/ LatinoA/N= Asian/Asian/Native AmericanPTD= Participation To DateW= Caucasian/WhiteF= FemaleM= MaleNon-Sub= Subcontractor Not CertifiedSG= Solicitation GoalMG= Met GoalGFE= Good Faith EffortMBE/WBE=Combined GoalsUNK=Unknown Participation

Disparity Study Update — original pdf

SMBR Disparity Study Update MBE/WBE AND SMALL BUSINESS ENTERPRISE PROCUREMENT PROGRAM ADVISORY COMMITTEE APRIL 6, 2021 Disparity Study Project Milestones 2 Contract Validation by Prime/Subs Department Executive Staff Sessions  96% Response Rate  8 Departments Stakeholder/Public Introduction Meetings COA Internal Input Sessions  312 Participants  117 Participants Public Engagement Sessions  185 Participants M/WBE Advisory Committee  7 out of 8 Members SMBR Session  27 Participants Anticipated Project Timeline 3 Quantitative Data Provided to Consultant Disparity Study Internal Kick- off Meeting Stakeholder/ Public Introduction 2 sessions Public Engagement Sessions Consultant Data Analysis Disparity Study Finalized Briefing Sessions RCA for Council Adoption Feb 2020 Mar 2020 Apr 2020 May – Aug 2020 Sep 2020 - Apr 2021 July 2021 July - September 2021 Fall/Winter 2021 City Council Resolution No. 20200326-053 4  March 26, 2020 - Inclusive Procurement Working Group (IPWG)  City staff: SMBR, Financial Services, Equity Office, and Law  MBE/WBE Stakeholders: Minority Trade Alliance, Minority Chambers, Prime and subcontractors, and MBE/WBE and Small Business Enterprise Procurement Advisory Committee ► Purpose: Review and consider the recommendations from Disparity Study Resources to MBEs and WBEs ► Memo to Mayor & City Council – November 4, 2020  Outlined all members of the IPWG  Proposed a Tentative Schedule and Action Plan to accomplish identified tasks  Tentative first meeting of the IPWG in August 2021  Four major areas: Certification, Best Practices, Communication & Transparency, and Stakeholders/Members of IPWG 5 Minority Trade Alliance • U.S. Hispanic Contractors de Austin – Frank Fuentes Asian Contractor Association - Aletta Sung Austin Black Contractors Association - Carol Hadnot • • Minority Chambers of Commerce • African American Chamber – Tam Hawkins Asian American Chamber – Fang Fang Hispanic Chamber – Diana Maldonado • • Prime Contractor Associations ABC of Texas – Crystal Smith • AGC of Texas – Phil Thoden • Community Stakeholders • • • • Reginald Worlds, Owner, Trini Construction, representing the MBE/WBE and Small Business Advisory Committee Paul Saldaña, Principal, Saldaña Public Relations (Community Advocate) Rick Garrett, CEO, TES Careers (Certified MBE/WBE firm) • Usha Boddapu, President, eSolvit (Certified MBE/WBE firm and MBE/WBE Advisory Committee member) • Ali Khataw, CEO, Encotech Engineering (Certified MBE firm) Barbra Boeta, Executive Director, Economic Growth Business Incubator (MBE/WBE Advisory Committee member and small business advocate) • Darrell Pierce, President, Snap Management (Certified MBE/WBE COA Departments: SMBR, CCO, Purchasing, FSD, Law Performance …