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Home My WebLink AboutCORRESPONDENCE - GENERAL CORRESPONDENCE - DBE 2008 CALCULATIONAdministrative Services Purchasing Division City of Fort Collins October 1. 2007 Rebecca U Tanrath, Civil Rights Officer Federal Transit Administration 12300 West Dakota Ave Suite 310 Lakewood, CO 80228-2583 RE FY08 DBE Goal for the City of Fort Collins Dear Ms Tanrath Please find enclosed (1) Corrected calculation of Fund Amounts Subject to DBE Fiscal Year 2008, (2) Corrected DBE Calculation Worksheet, Please advise if you need additional information Sincerely, es B O'Neill II, CPPO, FNIGP DBE Liaison Officer Enclosures Jbo/cpj 215 North Mason Street • 2nd Floor • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 CALCULATION OF FUND AMOUNTS SUBJECT TO DBE FISCAL YEAR 2008_ STEP 1 Determine the proposed agency annual budget for Capital and $ 10,935,340 Operating expenses STEP 2 Estimate that portion which is Federally funded Include funds $ 3,451,071 estimated to be received from 5309, 5310, and 5311 as appropriate STEP 3 Determme if your agency receives sufficient Federal assistance to YES XX put it over the threshold For Capital and Operating expenses, the NO threshold is $250,000 in Federal funds, exclusive of transit vehicle purchase STEP 4 If your agency is covered by the program, determine the percent 31 5 % Federal participation in the overall agency budget (i e , divide the number from Step 2 by the number from Step 1). STEP 5 Estimate the portion of your agency's total budget that is not $ 7,349830 available for contracting Subtract those funds, which are used foi staff salaries, utilities, land purchases, rental of real property, etc Also, remembei to subtract those funds that will be used for transit vehicle purchases STEP 6 Determine the portion of your total agency budget that is available $3,585,510 toi contracting Subtract the number to determine in Step 5 from the number shown in Step 1 STEP 7 Determine that portion of the total amount available for contracting $ 1,129,436 which is attributable to Federal Sources Multiply the amount determined in Step 4 The resulting dollar figure is the amount to which your DBE goal will apply STEP 8 Use figure determined in Step 7 $ 1,129,436 STEP 9 Include the DBE goal percentage 6 2% STEP 10 Determine the contracting amounts for DBE goals Multiply the $70,025 figure in Step 8 by DBE percentage in Step 9 STEP 11 Determine the actual dollar value of various types of contracts $ 70,025 which must be placed with DBE finms in order to come up with the amounts determined in Step 10 First estimate that portion of the contracting amount Construction $ determined in Step 10 to be placed in the following Professional Services $70,025 categories construction, professional services, Supplies/Services 0 supplies/services, or other Other $ TOTAL Second decide within the four categories if the proposed expenditures will be counted toward the goal at 100% or 60% of the contract amount Generally, construction would be a 100% item, professional services $70,025 Construction % Professional Services 100% Supplies/Scrvices % Other % would be a 100% item, supplies and services are likely to be 60% items (but could he a 100% item if purchased from DBE manufacturers, refiners of undeiwriters, iather than dealers or brokers) and the other c aleqory cotbe eith r 100% 0 60%m ites) Prepared by ?� S Name of Agency City of Fort Collins, CO James B O'N Il, CPPO, FNIGP FY 2008 Fort Collins DBE Goal Calculation Worksheet The following summarizes the process used to set the FY 2008 DBE Goal for the City of Fort Collins The City reviewed its proposed budget for contracting opportunities and available vendors DBE Calculation 2008 Federal $ Local $ Number Number of Number of Unified of Fort Lanmer Certification Collins County Program Certified Vendors Vendors Vendors 5307 Capital Fuel $280,305 $130,305 3 0 0 Other Contractual Shamrock Taxi, Wireless Service *4853 $222,798 $55,700 3 0 0 Preventative Maintenance (Trapeze Software, Korby Landscaping, Alpine Tree Spraying, Custodial) *44422 $75,000 $18,750 19 0 0 Uniforms *81233 $20,000 $5,000 2 0 0 Commodities and Supplies (Office Su plies) *453210 $5,245 $1,311 9 0 0 5309 Capital Interactive Voice Recognition $150,000 $37,500 0 0 0 Magnetic Card Readers $75,000 $18,750 0 0 0 PC Replacement 42343* $12,000 $3,000 6 10 0 Server Replacements 42343* $50,000 $12,500 See above 0 0 Mobile Data Computers 42343* $50,000 $12,500 See above 0 0 Route Si na e $100,000 $25,000 1 0 0 Misc Shop Equip*81119 $41,598 $10,400 9 0 0 Concrete Replacement *23811 $27,000 $6,750 44 0 0 CMAQ - Marketing Test Ride Program *541613 $68,000 $17,000 39 2 2 CMAQ - ITS - Transit info 8 Trip Planning *54161 $240,000 $60,000 134 Same vendors as above Same Vendors as above Amount with reasonable contracting opportunity 7,000 �Total�,ot'entialjBid',I;1a�}��iI'I+'(i ! tGtlil J �f 'CFI Items'' i�sl+�h'��,` YI II '�$a IJ 1 �',416'9461j1' t fi (� f �1cs 4k°?l"!'I'iil�!ti $'"r¢1'4'466'f'{;w ��; �i hyll'J�I !"i'I °al,1 Total�(+ r�11+�!,?2 2 2 iVendo (6�I i9�r`yi! *(NAICS) Available Vendor Area $87,000 The City estimated the area where vendors would normally provide services to the City This is Larimei County When looking for specific vendors the area of bidding would be expanded to cover areas where vendors would likely be willing to travel to work for the City of Fort Collins Based on the commodities and services to be purchased in 2008 a vendor would for consulting services would be willing to travel from the Denver are An additional calculation was made showing the percentage of available vendors The number of certified vendors likely to participate in a Fort Collins Bid 2 divided by the number of Larimer County Vendors 269 plus the Number of non -Fort Collins Certified Vendors 26 2/ (269 + 26) _= 0068% DBE Goal 2008 The percentage of DBE vendors available to participate in Fort Collins purchases in 2008 was then multiplied by the total amount of spending available $1,129,436 0068% x $1,129,436 = $7,680 Because the amount is less than 1 % the City will not set a Race Conscious portion of the goal but will rely on Race Neutral Methods *DBE Goal Adjustment The City reviewed its past DBE participation records FY DBE Actual Total Number of DBE Contracts Total Amount of DBE Contracts 2000 26%* 7 $ 317,950 2001 880/6** 11 $1,792,658 2002 112% 18 $ 305,903 2003 15% 9 $ 180,444 2004 25 8% 8 $ 493,074 2005 14 4% 4 $ 706,230 2006 8 8% 5 1 $ 253,894 *FY'00 Two large planning contracts were awarded to a DBE firm **FY'01 A major construction project was awarded to a DBE firm Adjustment Federal portion of the budget available for contracting $1,129,436 X 062 Proposed Goal Amount $ 70,025 RACE NEUTRAL For the past three years the city has set Race -Neutral goals starting in fy2005 where a 4% Race -Neutral goal was established The City will hold a "How to do Business with Government' to encourage vendors to register as a bidder and to get certified if they are a DBE The City also will participate in the Rocky Mountain Governmental Purchasing Associations Reverse Vendor Trade show to encourage vendors to register to provide goods and services to the City FY DBE Actual DBE Goal Amount over Goal 2000 26%* 10% 16% 2001 88%** 10% 78% 2002 11 2% 7% 4 6% 2003 15% 10% 5% 2004 25 8% 10% 15 8% 2005 14 4% 8%RC & 4% RN 2 4% 2006 8 8% 8 5% RN 3% 2007 7 7% RN The amount over the goal can be attributed in some case to a DBE vendor being the prime contractor These types of awards could be considered race neutral Using an average amount over the set goal for the last three years to determine a race -neutral goal is 6 2% Therefore, the City will set a race neutral portion of the goal 6 2%