TITLE
Title
ALIGNMENT OF M/WBE STAFF SUPPORT CONTRACT AMOUNTS
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SPONSOR
Sponsor
Shaunne Thomas, MWBE Program Director
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BACKGROUND
Background
At its January 5, 2023 Board meeting, the Board of Commissioners approved a staffing and operations plan for an enhanced M/WBE Program to support the recommendations of the disparity study and the overall implementation plan for the newly adopted M/WBE Program Policy and Administrative Manual. As part of this approval, the Board authorized staff to enter into a professional services support contract to help staff expedite program improvements. The cost of the support contract will be offset by budgets for five new Board-approved positions that will be phased in over three years to accommodate accelerated program development. While the annual cost estimate for the new positions and timeline for the support contract that was discussed with the Board were correct, the support contract amount included in the agenda item was not for the full three-year term. Additionally, the County team has been able to reduce the overall contract amount.
This agenda item requests approval of the correct total amount for the support contract and alignment of the estimated annual amounts for the contract. As discussed with the Board, the cost of the support contract will still be covered by budgets for the new staff positions approved by the Board and no additional funds will be required for the support contract beyond those already presented. Staff's recommendation to correct the January 5, 2023 agenda item to conform with the plans discussed with the Board is to:
Authorize the County Manager or designee to enter into a staffing support contract with All for 1, the staff committee's recommended vendor based on a request for proposal process conducted by the County's Purchasing Department, not to exceed three years with a maximum exposure amount of $770,626 which will be offset with the annual budget amounts to be allocated for the new M/WBE positions approved by the Board on January 5, 2023. This contract amount will be spread over fiscal years 2023, 2024, and 2025 with estimated annual amounts of $175,438; $350,875; and $244,313. Based on the roll-out of M/WBE activities and support needs, annual amounts may vary, but the total will not exceed $770,626.
Additionally, annual alignment of the contract amounts recommended in this agenda item will allow the M/WBE program to accelerate in FY 2023 plans to initiate the development of a public-facing M/WBE utilization annual reporting platform and a public-facing procurement forecasting platform to support greater County communication, transparency, inclusion, and accountability as it relates to existing M/WBE participation in County contracting The forecasting site will provide early notice of future bid opportunities for all vendors to help them better plan for possible engagement in Guilford County contracting opportunities. Initiating this work in FY 2023, within the funding model already approved by the Board, will allow the M/WBE Department accelerate the planning for those high-priority items up from FY24 to FY23 and eliminate the need to appropriate additional County funds for those items in FY24.
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BUDGET IMPACT
Budget Impact
NO ADDITIONAL COUNTY FUNDS REQUIRED FOR FISCAL YEAR 2023. FUNDING IN FUTURE YEARS COMMENSURATE WITH APPROVED BUDGETS.
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REQUESTED ACTION
requested action
Authorize staff to enter into a staffing support contract with All for 1, attached in substantial form, for a maximum exposure amount of up to $770,626, offset by the budgets for approved county position vacancies, until such time that all positions can be filled, for a term not to exceed three (3) years. The FY23 portion of this maximum exposure amount is expected to be $175,438 with future year funding contingent upon the planned appropriation of $350,875 in FY24 and $244,313 in FY25 in alignment with planned budgeted (but not filled) personnel costs for positions approved by the Board.
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