State Use Meeting Minutes - May 9, 2012

May 9, 2012 Minutes

 May 9, 2012 Minutes (PDF, 74 KB)

  1. Call to Order
    Chairman Roberts welcomed everyone and called the meeting to order at 1:00 p.m.
  2. Roll Call
    Present at the meeting were the following members:
    ( see attached)

    Sharla Roberts
    Richard W. Gloede
    Curt Massie
    Christine M. Dickey
    Daniel A. Strick
    Audrey McCrimon
    Seymour Bryson in Carbondale
    David Dailey at DOT

  3. Approval of the Minutes of the March 21, 2012 Meeting
    Jeremy Bliss, State Use Manager stated there was a quorum present. He called for a motion to approve the Minutes from the March 21, 2012 meeting.

    Motion to Approve: Member Gloede
    Motion to second: Member Bryson
    Jeremy Bliss announced that the minutes were approved as written.

  4. New Business
    Scott McKinnery , SPO of the Small Business Program, was given an opportunity to speak. Scott McKinnery stated that per the code, the Chief Procurement Office has the ability to set- aside and designate certain products and services as Small Business Set-Asides. Procurements with a value of $50,000.00 or less are also set-aside, regardless of whether or not it’s one of the 64 categories. There are 64 set- aside categories that regardless of dollar amount are to be set aside for small business. Janitorial Services is one of those categories. It has recently come to light that in some instances contracts are being awarded to Sheltered Workshops without going through the waiver process. A waiver must be obtained when a contract will be awarded to a vendor that isn’t SBSA eligible and when the product or service is a set-aside category or less than $50,000.00.

    Margaret Van Dijk, Executive Ethics Commission, stated that going forward waivers for all the State Use contracts are to be funneled through Scott McKinnery in accordance with the proper procedures. Jeremy and Scott are going to work getting those waivers filed properly on the backside for the contracts being considered today. We want to make sure our T’s are crossed and our I’s dotted making sure procurement is done with the proper waivers in the process. It is important that if anyone looks at the procurement file that the proper waivers are there.

    Member Curt Massie: I thought the Sheltered Workshops with State Use was an exemption as opposed to an exception.

    Van Dyke: Sheltered Workshops are listed as a preference under the code. They’re not an exemption to the procurement code. Preference may be given to Sheltered Workshops. If you look at the language it says that the Chief Procurement Officer in consultation with the State Use Committee shall set forth categories or items that are preferences. There is a requirement in terms of Small Business Set- Aside for a waiver to be filed.

    Ben Bagby, CPO for Higher Education, stated that the reason to the preference for the State Use Program is so that Agencies can buy from State Use vendors without having to bid. The fact that Agencies can buy, is the exception to the bidding process.

    Jeremy Bliss, Manager State Use, offered follow up from the last meeting. Staff has been working on the Five Year Plan. One goal of the Five Year Plan is to identify products and services compatible with what workshops do. Staff has been searching the IPB for procurement opportunities that match workshop capabilities. This has led to bidding opportunities for our workshops. A second goal of the Five Year Plan was to identify Agencies and Universities that are using the program. We’ve identified Agencies and Universities that are using the program and plan to target those that are not using program.

    Last meeting there was discussion about utilization to disabled workers on contracts. We did random sampling and found utilization on contracts ranged between 67 and 90 percent disabled workers on the contracts. This was a random sampling of about a dozen workshops that represented a varied range of type of contracts. This information will be incorporated in the quarterly reports in the future.
  5. Review of and Vote on Proposed Contracts ( see attachment for list of contracts)

    All contracts for vote were read aloud by Corrie Smith.
    Member Gloede’ abstained from vote.

    Motion to approve: Member Strick
    Motion to second: Member Dailey

    Jeremy Bliss announced that all contracts were voted on and approved.

  6. Future Meeting Dates

    Tuesday, June 12, 2012 at 1 p.m.

  7. Adjournment
    Chairman Roberts called for motion to adjourn

    Motion to adjourn: Member Gloede
    Motion to Second: Member Massie

    Chairman Roberts announced the motion to adjourn was unanimously approved and adjourned the meeting at 1:29 p.m.