Number IPP 28

Dated: 8/25/99
Replaces: 6/12/98

Internal Policy and Procedures

Minority Reporting

POLICY:

UW-Madison Purchasing Services purchasing agents and delegated department personnel will report all contacts with State of Wisconsin certified Minority Business Enterprises (MBE) on a monthly basis.

PROCEDURES:

I. The Administrative Team:

  1. Sends an e-mail reminder on the first of the month to agents & delegated agents to report MBE contacts by the 12th of the month for the previous month. Agents complete the MBE Report Form and forward to the Administrative Team.

  2. Reviews electronic report listing all purchase orders (POs) to MBEs which is automatically generated by the Purchasing System.

  3. Reviews electronic report for dollars to MBE travel agencies which is automatically generated by the mainframe.

  4. Reviews delegated department open vendor order reports.

  5. Reviews MBE blanket and contract order payments reports twice a year and incorporates into monthly report.

  6. Completes form AD-P-45, page 1A from the reports and AD-P-45, page 1B (if applicable) and submit to Keith Broadnax, 101 E Wilson, 6th floor by the 15th of each month.

II. The agent will identify MBE

  1. MBE vendors identified by DOA are indicated on the Purchasing System vendor characteristic screen with a CM (certified minority). The agent will verify written, fax and verbal quote contacts with the system.

  2. MBE directory is available through the Web at http://www.doa.state.wi.us/section.asp?linkid=113&locid=0 This site is updated regularly.

  3. Agent will verify vendor is a CM before an award is made.

  4. If you receive a bid from a vendor who states they are a MBE and they are not certified, please refer to Purchasing Service MBE liaison.

  5. An award using the preference can only be made if the MBE bid total is not more than 5% higher than the lowest responsible bid and meets or exceeds the bid specifications.

  6. If there is an award made to an MBE using the 5% preference, a DOA form AD-P-45 page 1B must be completed by the agent.
    See PRO-G-2 .

III. Official Sealed Bids

1. The information to be reported, by the agent, will be on the reverse side of the Request for Bid (RFB) form. This information for those MBEs responding will be put on the abstract. The information on the abstract is to be transferred to the MBE Report, if applicable.

IV. Simplified Bids

1. Simplified bids are also to be recorded on the Simplified Bid Summary Sheet (SBSS). Agents will review SBSS for MBEs and record it on the MBE Report, if applicable.

REFERENCES:

Wis. Statutes 16:675(3m), 16:75(3s)
State Procurement Manual section: PRO-G-2