Department of Elder Affairs
Business Participation Plan
2010-2011
Submitted by:
Alicia Ponchak, Purchasing Specialist Supervisor
4040 Esplanade Way, Suite 215T
Tallahassee, Florida 32399-7000
Business Participation Plan
Table of Contents
Page #
I.
Mission, Vision and Commitment
3
II.
Agency Staffing
3
III.
Establishing Programs and Initiatives
4
IV.
Proposed Outreach Activities
4
V.
Minority Vendor Training
4
VI.
Summary of Past Services
5
VII.
Capturing and Reporting of Subcontractors
6
VIII.
New Initiatives
6
2
I.
Mission, Vision, and Commitment
Mission: To foster optimal quality of life for elder Floridians.
Vision: To foster a social, economic and intellectual environment for all ages, and
especially for those age 60 and older, where all can enjoy Florida’s unparalleled
amenities in order to thrive and prosper.
Commitment: The Department is committed to supporting the participation of minority,
women, and service-disabled veteran business enterprises in the economic life of the state
and procurement of goods and services.
II.
Agency Staffing
The Department of Elder Affairs (DOEA) Bureau of Contract Administration and
Purchasing (CAP) is responsible for facilitating the procurement of goods and services in
support of the Department programs. These programs play an integral role in assisting the
Department in fulfilling its mission.
In addition to working with contract managers, senior management and administrative
support staff, in coordinating the Department’s procurement functions, the CAP unit is
responsible for the following:
Processing all purchase requisitions (through MyFloridaMarketPlace);
Administering routine and special procurement actions
Administering the Department’s Purchasing Card (P-Card) program; and
Overseeing and implementing the Department’s Supplier Diversity Program;
The senior officials and administrative staff responsible for monitoring and implementing
the department’s plan is as follows:

Don Holmes, Bureau Chief
Contract Administration and Purchasing Unit

Alicia Ponchak
Purchasing Director

Alice Terry
Purchasing Agent III
The purchasing staff reviews purchasing activities monthly, a progress report is prepared
and presented to management each quarter.
3
The Department’s Contract Administration and Purchasing Unit will continue to work
proactively with contract and program managers to identify minority, women-owned and
service-disabled veteran businesses. Initiatives currently underway to assist in enhancing
procurement opportunities with minority, women-owned and service disabled veterans
owned businesses include the following:
1) Encouraging the use of certified minority vendors listed in the Department of
Management Services State Term Contract System;
2) Directing program managers to Department of Management Services Certified
Minority Website; and
3) Utilization of 90-day spending plans as a point of emphasis in promoting usage of
minority and service-disabled veterans in high volume spending areas.
III.
Establishing Programs and Initiatives
 Encourage department staff that purchase goods and services, to obtain quotes
from certified minorities, service-disabled veterans and women-owned
businesses.
 Selecting and implementing minority vendors listed on state contracts and
routinely shares information with other departmental staff.
IV.
Proposed Outreach Activities
 Participate in statewide matchmaker conferences, roundtable discussions,
seminars, one on one session with current and prospective vendors to promote
inclusive business utilization.
 Encourage participation and utilization of small, minority, service-disabled
veteran, and women-owned business in doing business with The Department
of Elder Affairs.
 Encourage small, minority and women-owned business to obtain certification
through the Office of Supplier Diversity (OSD).
V.
Minority Vendor Training
 Participate in Tallahassee and surrounding area meet and greet workshops to
assist small, minority, service-disabled veteran, and women-owned business
in business with The Department of Elder Affairs.
4
VI.
Summary of Past Services
Purchasing Dollars spent for the past fiscal year September 08 - September 09 was a total
of the following:
Certified Minorities - $335,847.67
Non-Certified Minorities - $1,069,368.10
Currently:
Certified Minority Business Expenditure Report
September 09 – September 10
Category
African American
Hispanic
Asian-Hawaiian
Native American
American Woman
Service Disabled Veteran
Total Certified Minority Business Expenditure
MBE Code
H
I
J
K
M
W
Dollars
$253,215.09
$22,142.75
$345.00
$382.77
$332,173.13
$0.00
$608,258.74
MBE Code
N
O
P
Q
R
Y
Dollars
$33,605.61
$248,760.38
$156,954.31
$2,275.38
$268,614.14
$528.38
$710,738.20
Non-Certified Minority Business Expenditure Report
September 09 – September 10
Category
African American
Hispanic
Asian-Hawaiian
Native American
American Woman
Service Disabled Veteran
Total Non-Certified Minority Business Expenditure
5
VII.
Capturing and Reporting of Subcontractors
Sections 20.41(5) and 430.101, Florida Statutes (2004), designate the Department of
Elder Affairs (DOEA) as the State Unit on Aging (SUA) under the Older American Act
(OAA). The Department of Elder Affairs serves as the primary state agency responsible
for administering state and federal human service programs for the elderly (client
services). The Department ensures client service delivery by executing contracts with
private, non-profit human service providers (11 Area Agencies on Aging [AAAs]) as
mandated by the Older American Act [Sections 305(a)(1)(E) and (a)(2)(A)]. These
contracts are non-competitive procurements and are classified as regulated exemptions.
The AAAs then contract with both public and private groups to provide services or in
very limited instances may provide services directly through special waivers.
This multi-layer contracting system comprises the lion’s share of the Department’s
annual purchasing and contracting activities in both purchasing volume and dollars.
The long-term focus of the Department is to increase its purchases of goods and services
with all businesses whether they are certified, non-certified or minority non-profit
organizations. The Department will continue to encourage members of its aging
services provider network to pursue contracting opportunities with the minority, women,
and service-disabled veteran-owned businesses.
VIII.
New Initiatives
The purchasing and contract administration unit will continue to update the purchasing
policies and procedures manual to include accurate information on minority, servicedisabled veteran, and women-owned business enterprises.
6