contractor solicitation letter - bidnet mwbe form 101 contractor solicitation letter mbe/wbe re:...

MWBE Form 101

CONTRACTOR SOLICITATION LETTER MBE/WBE Re: CONTRACT #_______________ Main Street Campus _______________ Anywhere, New York 00000 County _______________ Project Title _______________ Dear MBE/WBE: We are: bidding on or are the low bidder on Contract #__________________which involves [types of contract(s)] _______________________at the ____________________________ campus of the State University of New York. We are currently soliciting bid quotations or proposals from NYS certified M/WBE firms for any tasks of the work contained in this contract. The specialty items contained in this contract include the following:

ITEM(S) DESCRIPTION QUANTITY PROJECTED START DATE

Workplan and specifications are currently available at our office for your review. If you are interested in participating on this project, please complete and submit a copy of the attached MBE/WBE Contractor Participation Bid/Proposal no later than ____days (recommend thirty (30) days) from the (Due Date) ___________________________. If you need additional information and assistance, or need to review the workplan(s) and specifications, please contact (authorized representative) __________________________ of our office at _______________ (telephone number). In the event that you can not bid on this contract please complete the attached Minority/Women’s Contractor Unavailability Certification Form. Thank you for your interest as we look forward to a successful project. Sincerely,

PROC0062 (02/13) of 10 www.stonybrook.edu/procurement

MWBE Form 102

MBE/WBE CONTRACTOR PARTICIPATION QUOTE

Campus/Prime Contractor_______________________________ Re: Contract #_______________ Address_____________________________________________ Recipient________________ ____________________________________________________ TO: _______________________________________________ (Name of Campus/Prime Contractor) ______________________________________________________ proposes to perform the work as follows: (Name of M/WBE Firm) (Specify in detail the particular work items to be performed and associated dollar amounts):

TYPE OF WORK UNIT PRICE DOLLAR AMOUNT

____________________________________________________________ NAME OF MBE/WBE COMPANY __________________________________________ ____________ SIGNATURE OF MBE/WBE REPRESENTATIVE DATE


MWBE Form 103

MINORITY/WOMEN CONTACTOR UNAVAILABILITY CERTIFICATION

Section A: Completed by Campus Prime Consultant/Contractor CONTRACT/SITE #_______________________ I____________________________________________________________________________ (Principal or Prime Consultant/Contractor) _______________________________________of____________________________________ (Title) (Name of Consultant’s/Contractor’s Firm) _______________________________________________ _______________________ (Address) (Telephone Number) CERTIFY THAT ON (DATE) _________ I CONTACTED THE FOLLOWING NY STATE CERTIFIED MINORITY/WOMEN BUSINESS ENTERPRISES BY CERTIFIED MAIL TO OBTAIN QUOTE/BID FOR WORK TO BE PERFORMED ON THE ABOVE MENTIONED CONTRACT. LIST THE NAMES OF M/WBE AND TYPE OF WORK THAT BIDS WERE REQUESTED • ___________________________________________________________________________ By declining to offer a quote/bid on the above mentioned contract the M/WBE firm DOES NOT jeopardize being solicited to do work on future projects. ****************************************************************************** Section B: Completed by Solicited M/WBE & return to sender I CERTIFY THAT ON (DATE) _________ I WAS CONTACTED REGARDING WORK ON CONTRACT/SITE #_________________. I HAVE DECLINED TO OFFER A QUOTE /BID FOR THE WORK TO BE PERFORMED ON THE ABOVE MENTIONED CONRACT BECAUSE: ______ Unavailable to perform the work at this time. ______ Remote location. ______ Received solicitation notice too late. ______ Other (reason). ___________________________________________________

__________________________________________________________ SIGNATURE OF MINORITY/WOMEN BUSINESS CONTRACTOR __________________________________________________________ TITLE


MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISES – EQUAL EMPLOYMENT OPPORTUNITY

POLICY STATEMENT

I, _________________________, the (awardee /contractor)___________________ agree to adopt the following policies with

respect to the project being developed or services rendered pursuant to the terms and conditions of this contract.

This organization will and will cause its contractors and subcontractors to take good faith actions to achieve the

MWBE contract participations goals set by the State for that area in which the State-funded project is located,

by taking the following steps:

(1) Active and affirmatively solicit bids for contracts and subcontracts from qualified State certified MBEs or WBEs,

including solicitations to MWBE contractor associations.

(2) Request a list of State-certified MWBEs from SUNY campuses and solicit bids from them directly.

(3) Ensure that plans, specifications, request for proposals and other documents used to secure bids will be made available

in sufficient time for review by prospective MWBEs.

(4) Where feasible, divide the work into smaller portions to enhanced participations by MWBEs and encourage the

formation of joint venture and other partnerships among MWBE contractors to enhance their participation.

(5) Document and maintain records of bid solicitation, including those to MWBEs and the results thereof. Contractor will

also maintain records of actions that its subcontractors have taken toward meeting MWBE contract participation goals.

(6) Ensure that progress payments to MWBEs are made on a timely basis so that undue financial hardship is avoided, and

that bonding and other credit requirements are waived or appropriate alternatives developed to encourage MWBE

participation.

(a) This organization will not discriminate against any employee or applicant for employment because of

race, creed, color, national origin, sex, age, disability, or marital status, will undertake or continue existing

programs of affirmative action to ensure that minority group members are afforded equal employment opportunities without

discrimination, and shall make and document its conscientious and active efforts to employ and utilize minority group members

and women in its work force on state contracts.

(b) This organization shall state in all solicitation or advertisements for employees that in the performance of the State contract

all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color,

national origin, sex, age, disability, or marital status.

(c) At the request of the contracting agency, this organization shall request that each employment agency, labor union, or

authorized representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability, or martial

status and that such union or representative will affirmatively cooperate in the implementation of this organization’s obligations

herein.

(d) This organization will include the provisions of sections (a) through (c) of this agreement in every subcontract in such a

manner that the requirements of the subdivisions will be binding upon each subcontractor as to work in connection with the

State contract.

Agreed to this _______ day of ____________________, 2___________

By __________________________________________

Print: _____________________________________ Title: ______________________

MWBE Form 104

MWBE

EEO


Minority Business Enterprise Liaison

_________________________________is designated as the Minority Business Enterprise Liaison (Name of Designated Liaison)

responsible for administering the Minority and Women-Owned Business Enterprises- Equal Employment Opportunity (MWBE-

EEO) program.

MWBE Contract Goals

________% Minority Business Enterprise Participation

________% Women’s Business Enterprise Participation

EEO Contract Goals

________% Minority Labor Force Participation

________%Female Labor Force Participation

____________________________________________

(Authorized Representative)

Title: ________________________________________

Date: ________________________________________

MWBE Form 104


MWBE Form 105

M/WBE-EEO WORKPLAN SUNY CAMPUS ____________________________________________________________

Campus/Consultant/Contractor

Project Number

Address

City Zip Code

Authorized Representative

Authorized Signature

Address

City Zip Code Phone No.

Minority Business Enterprise Officer

Fax No.

Project Description (list separate contracts & estimates) Contract No. Description Estimate

PROJECTED M/WBE AND EEO CONTRACT SUMMARY % Amount % No./Employ

1. Total Project Dollar Value

2. MBE Project Goal 3. WBE Project Goal 4. M/WBE Totals

Combined

5. Total Employees 6. Total Minority

Employees/Goals 7. Total Female

Employees/Goal 8. EEO Total Combined

OFFICE OF MINORITY & WOMEN’S BUSINESS PROGRAMS USE ONLY

Proposed Goals Date Approved Date Disapproved Initials MBE (%)

EEO-Minorities (%)

WBE (%)

EEO-Women (%)


MWBE Form 106

CONTRACT BREAKDOWN

SAMPLE

Number/Types of Contracts Contract Breakdown Amount General Construction (Contract No.1) Electrical (Contact No. 2) HVAC (Contract No. 3) Plumbing (Contract No. 4) Sewer Rehab (Contract No. 5) Sewer Rehab (Contract No. 6)

Paving Demolition Painting Masonry Miscellaneous Metals Glazing Excavation and Backfill Fencing Concrete Finishing Reinforcing Steel Roofing Waterproofing Underground Duct Banks Equipment Supply Lightening Protection Electrical Wiring Ductwork Controls Equipment Supply Underground Piping Equipment Supply Cleaning & TV Inspection Joint Testing & Sealing Chemical Root Treatment Manhole Rehabilitation Excavation & Backfill Pavement Replacement Material Supply Cleaning & TV Inspection Joint testing & Sealing Chemical Root Treatment Manhole Rehabilitation Excavation & Backfill Pavement Replacement Material Supply

$150,000 30,000

200,000 260,000

50,000 3,000

210,000 12,000 20,000

240,000 658,000

30,000 $1,273,000

110,000 260,000

20,000 $390,000

10,000 45,000 25,000 60,000

$140,000

20,000 25,000

$45,000

35,000 45,000

4,000 8,000 6,000

12,000 5,000

$115,000

58,000 126,000

3,000 15,000

3,000 2,800 1,000

$208,800

Total $2,171,000


MWBE Form 106

CONTRACT BREAKDOWN

Number/Types of Contracts Contract Breakdown Amount


MWBE Form 107

M/WBE UTILIZATION PLAN INSTRUCTIONS: This form must be submitted with any bid, proposal, or proposed negotiated contract or within a reasonable time thereafter. This Utilization Plan must contain a detailed description of the

supplies and/or services to be provided by each certified Minority and Women-owned Business Enterprise (M/WBE) under the contract. Attach additional sheets if necessary. Offeror’s Name: Federal Identification No.: Address: Location of Work: SUNY at ___________________________________________ City, State, Zip Code: Project No.: Telephone No.: M/WBE Goals in the Contract: MBE % WBE % Authorized Representative: EEO Goals in the Contract: MBE % WBE % Authorized Signature:

1. Certified M/WBE Subcontractors/Suppliers Name, Address, Email Address, Telephone No.

2. Classification 3. Federal ID No. 4. Detailed Description of Work (Attach additional sheets, if necessary)

5. Dollar Value of Subcontracts/ Supplies/Services and intended performance dates of each component of the contract.

1.

NYS ESD CERTIFIED

MBE

WBE

2. NYS ESD CERTIFIED

MBE

WBE

3.

NYS ESD CERTIFIED

MBE

WBE


MBE

WBE

5.

NYS ESD CERTIFIED

MBE

WBE


MBE

WBE


MWBE Form 107

7.

NYS ESD CERTIFIED

MBE

WBE


MBE

WBE

9.

NYS ESD CERTIFIED

MBE

WBE

6. IF UNABLE TO FULLY MEET THE MBE AND WBE GOALS SET FORTH IN THE CONTRACT, OFFEROR MUST SUBMIT A REQUEST FOR WAIVER FORM (M/WBE 104). PREPARED BY (Signature): DATE: NAME AND TITLE OF PREPARER (Print or Type): SUBMISSION OF THIS FORM CONSTITUTES THE OFFEROR’S ACKNOWLEDGEMENT AND AGREEMENT TO COMPLY WITH THE M/WBE REQUIREMENTS SET FORTH UNDER NYS EXECUTIVE LAW, ARTICLE 15-A, 5 NYCRR PART 143, AND THE ABOVE-REFERENCED SOLICITATION. FAILURE TO SUBMIT COMPLETE AND ACCURATE INFORMATION MAY RESULT IN A FINDING OF NONCOMPLIANCE AND POSSIBLE TERMINATION OF YOUR CONTRACT.

TELEPHONE NO.:

EMAIL ADDRESS:

FOR M/WBE USE ONLY REVIEWED BY:

DATE:

UTILIZATION PLAN APPROVED: YES NO Date: Contract No.: Project No. (if applicable): Contract Award Date: Estimated Date of Completion: Amount Obligated Under the Contract: Description of Work: NOTICE OF DEFICIENCY ISSUED: YES NO Date:______________ NOTICE OF ACCEPTANCE ISSUED: YES NO Date:_____________

When canvassing for certified NYS Minority and Women Owned Business Enterprises (MWBE's) for your projects please consult the MWBE Directory located on the NYS Department of Economic Development's website: http://www.nylovesmwbe.ny.gov/cf/search.cfm


MWBE Form 108

EEO STAFFING PLAN Instructions on page 2

Solicitation No.:

Reporting Entity:

Report includes Contractor’s/Subcontractor’s: □ Work force to be utilized on this contract □ Total work force

Offeror’s Name: Offeror’s Address:

□ Offerer □ Subcontractor Subcontractor’s name________________

Enter the total number of employees for each classification in each of the EEO-Job Categories identified Work force by

Gender Work force by

Race/Ethnic Identification

EEO-Job Category

Total Work force

Total Male (M)

Total Female

(F)

White

(M) (F)

Black

(M) (F)

Hispanic

(M) (F)

Asian

(M) (F)

Native American

(M) (F)

Disabled

(M) (F)

Veteran

(M) (F)

Officials/Administrators

Professionals

Technicians

Sales Workers

Office/Clerical

Craft Workers

Laborers

Service Workers

Temporary /Apprentices

Totals

PREPARED BY (Signature): TELEPHONE NO.:

EMAIL ADDRESS:

DATE:

NAME AND TITLE OF PREPARER (Print or Type):

Submit completed with bid or proposal

MWBE Form 108

General instructions: All Offerors and each subcontractor identified in the bid or proposal must complete an EEO Staffing Plan (ADM/EEO 100) and submit it as part of the bid or proposal package. Where the work force to be utilized in the performance of the State contract can be separated out from the contractor’s and/or subcontractor’s total work force, the Offeror shall complete this form only for the anticipated work force to be utilized on the State contract. Where the work force to be utilized in the performance of the State contract cannot be separated out from the contractor’s and/or subcontractor’s total work force, the Offeror shall complete this form for the contractor’s and/or subcontractor’s total work force. Instructions for completing:

1. Enter the Solicitation number that this report applies to along with the name and address of the Offeror. 2. Check off the appropriate box to indicate if the Offeror completing the report is the contractor or a subcontractor. 3. Check off the appropriate box to indicate work force to be utilized on the contract or the Offerors’ total work force. 4. Enter the total work force by EEO job category. 5. Break down the anticipated total work force by gender and enter under the heading ‘Work force by Gender’ 6. Break down the anticipated total work force by race/ethnic identification and enter under the heading ‘Work force by Race/Ethnic Identification’. Contact the M/WBE

Permissible contact(s) for the solicitation if you have any questions. 7. Enter information on disabled or veterans included in the anticipated work force under the appropriate headings. 8. Enter the name, title, phone number and email address for the person completing the form. Sign and date the form in the designated boxes.

RACE/ETHNIC IDENTIFICATION Race/ethnic designations as used by the Equal Employment Opportunity Commission do not denote scientific definitions of anthropological origins. For the purposes of this form, an employee may be included in the group to which he or she appears to belong, identifies with, or is regarded in the community as belonging. However, no person should be counted in more than one race/ethnic group. The race/ethnic categories for this survey are: • WHITE (Not of Hispanic origin) All persons having origins in any of the original peoples of Europe, North Africa, or the Middle East. • BLACK a person, not of Hispanic origin, who has origins in any of the black racial groups of the original peoples of Africa. • HISPANIC a person of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin, regardless of race. • ASIAN & PACIFIC a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent or the Pacific Islands. ISLANDER • NATIVE INDIAN (NATIVE a person having origins in any of the original peoples of North America, and who maintains cultural identification through tribal AMERICAN/ ALASKAN affiliation or community recognition. NATIVE) OTHER CATEGORIES • DISABLED INDIVIDUAL any person who: - has a physical or mental impairment that substantially limits one or more major life activity(ies) - has a record of such an impairment; or - is regarded as having such an impairment. • VIETNAM ERA VETERAN a veteran who served at any time between and including January 1, 1963 and May 7, 1975. • GENDER Male or Female

MWBE Form 112

QUARTERLY EEO WORK FORCE UTILIZATION REPORT

Contract No.:

Reporting Entity: □ Contractor □ Subcontractor

Reporting Period: □ April 1, 20___ - June 30, 20___ □ July 1, 20___ - September 30, 20___ □ October 1, 20___ - December 31, 20___ □ January 1, 20___ - March 31, 20___

Contractor’s Name:

Contractor’s Federal ID Number:

Contractor’s Address:

Report includes: □ Work force to be utilized on this contract □ Contractor/Subcontractor’s total work force

Enter the total number of employees in each classification in each of the EEO-Job Categories identified. Work force by

Gender Work force by

Race/Ethnic Identification

EEO-Job Category

Total Work force

Male (M)

Female (F)

White (M) (F)

Black (M) (F)

(0

Hispanic (M) (F)

Asian (M) (F)

Native American

(M) (F)

Disabled (M) (F)

Veteran (M) (F)

Officials/Administrators

Professionals

Technicians

Sales Workers

Office/Clerical

Craft Workers

Laborers

Service Workers

Temporary /Apprentices

Totals

PREPARED BY (Signature): TELEPHONE NO.: EMAIL ADDRESS:

DATE:

AME AND TITLE OF PREPARER (Print or Type):

Submit completed form to:

MWBE Form 112

General Instructions: The work force utilization (MWBE 112) is to be submitted on a quarterly basis during the life of the contract to report the actual work force utilized in the performance of the contract broken down by the specified categories. When the work force utilized in the performance of the contract can be separated out from the contractor’s and/or subcontractor’s total work force, the contractor and/or subcontractor shall submit a Utilization Report of the work force utilized on the contract. When the work force to be utilized on the contract cannot be separated out from the contractor’s and/or subcontractor’s total work force, information on the total work force shall be included in the Utilization Report. Utilization reports are to be completed for the quarters ended 3/31, 6/30, 9/30 and 12/31 and submitted to _______________________________ within 15 days of the end of each quarter. If there are no changes to the work force utilized on the contract during the reporting period, the contractor can submit a copy of the previously submitted report indicating no change with the date and reporting period updated. Instructions for completing:

1. Enter the number of the contract that this report applies to along with the name and address of the Contractor preparing the report. 2. Check off the appropriate box to indicate if the entity completing the report is the contractor or a subcontractor. 3. Check off the box that corresponds to the reporting period for this report. 4. Check off the appropriate box to indicate if the work force being reported is just for the contract or the Contractor’s total work force. 5. Enter the total work force by EEO job category. 6. Break down the total work force by gender and enter under the heading ‘Work force by Gender’ 7. Break down the total work force by race/ethnic background and enter under the heading ‘Work force by Race/Ethnic Identification’. Contact the Office of

Minority/Woman-Owned Business Enterprise Officer at ____________________________________if you have any questions. 8. Enter information on any disabled or veteran employees included in the work force under the appropriate heading. 9. Enter the name, title, phone number and email address for the person completing the form. Sign and date the form in the designated boxes.

RACE/ETHNIC IDENTIFICATION Race/ethnic designations as used by the Equal Employment Opportunity Commission do not denote scientific definitions of anthropological origins. For the purposes of this report, an employee may be included in the group to which he or she appears to belong, identifies with, or is regarded in the community as belonging. However, no person should be counted in more than one race/ethnic group. The race/ethnic categories for this survey are: • WHITE (Not of Hispanic origin) All persons having origins in any of the original peoples of Europe, North Africa, or the Middle East. • BLACK a person, not of Hispanic origin, who has origins in any of the black racial groups of the original peoples of Africa. • HISPANIC a person of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin, regardless of race. • ASIAN & PACIFIC a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent or the Pacific Islands. ISLANDER • NATIVE INDIAN (NATIVE a person having origins in any of the original peoples of North America, and who maintains cultural identification through tribal AMERICAN/ ALASKAN affiliation or community recognition. NATIVE) OTHER CATEGORIES • DISABLED INDIVIDUAL any person who: - has a physical or mental impairment that substantially limits one or more major life activity(ies) - has a record of such an impairment; or - is regarded as having such an impairment. • VIETNAM ERA VETERAN a veteran who served at any time between and including January 1, 1963 and May 7, 1975. • GENDER Male or Female

contractor solicitation letter - bidnet mwbe form 101 contractor solicitation letter mbe/wbe re:...

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