This Thursday and Friday (5/1 - 5/2) I am attending this training program put on by the Federal Aviation Administration and the United States Department of Transportation. This mandatory training was given to all persons in the United States that are responsible for DBE, airport-related DBE, or Airport Concession DBE (ACDBE) certification by the FAA Office of Civil Rights and the USDOT to develop and enhance the skills necessary to perform a full review and analysis of certification eligibility unique to DBE and ACDBE certification.
The FAA Modernization and Reform Act of 2012 mandated the establishment and implementation of a DBE and ACDBE certification training program to assist agencies in making more accurate and concise eligibility decisions.
My Performance Management Guide lists this training as an annual employee development and training goal. By the end of tomorrow, I expect to be better educated in applying the certification standards as written in the regulation. This training ensures that the interpretation and application of the requirements is consistent throughout the country and a certificate is issued upon completion of the training.
Thursday, May 1, 2014
2014 National AASHTO Civil Rights Training Symposium
The first three days this week (4/28 - 4/30) I attended this training symposium hosted by the Arizona Department of Transportation (DOT). The American Association of State Highway and Transportation Officials (AASHTO) is a nonprofit, nonpartisan organization whose primary goal is to foster the development, operation, and maintenance of an integrated transportation system in the United States. The purpose of the training was to educate state DOT and local public agencies on proposed programmatical changes to the DBE program, interstate DBE certification and compliance trends, and USDOT expectations of state and local agency personnel. This year's theme was "Collaboration is our drive, opportunity is our destination", and several keynote speakers such as the Director of the AZ DOT and the Deputy Secretary of Transportation delivered messages to those in attendance about how to better collaborate with DOT stakeholders to advance Civil Rights programs, like the DBE program, and establish best practices for advancing equal employment opportunities in the transportation industry.
Through this 3-day training, I gained further insight into the DBE program and federal requirements, upcoming changes to the regulation, and I was able to network with civil rights administrators from around the country.
Through this 3-day training, I gained further insight into the DBE program and federal requirements, upcoming changes to the regulation, and I was able to network with civil rights administrators from around the country.
'Thank You' To My Program Manager
Considering that my supervisor and Program Manager, Lee Molina and I started our new positions at about the same time, it was like the-blind-leading-the-blind on some days. Despite the massive learning curve, we were able to teach and learn from each other and I thank Lee so much for his patience and encouragement throughout this difficult learning process.
There were some mornings when I just wanted to close my office door and scream, but Lee was there, coaching, mentoring and allowing me autonomy when I needed it. Not only did he have the most confidence in me to do good work, but when I was the one helping him with Contract Compliance education and assistance, he gave me credit for it. My Deputy Director would come to my office from time to time, thanking me for work I did for Lee, when Lee could have taken all the credit and didn't.
Lee informed me last month that he plans to retire in the next two years, and I was torn emotionally. He has been so incredibly supportive of my efforts to learn my job duties and finish my BS degree, that I am so sad for him to leave the department. At the same time, I am so happy that he'll get to enjoy his free time with his family in the cooler climates of Arizona like he's always talked about.
Lee is one of the best supervisors I've had in my ten years with the City, and one day I hope to be as good or better when afforded the opportunity to supervise myself. Thank you, Lee!!
There were some mornings when I just wanted to close my office door and scream, but Lee was there, coaching, mentoring and allowing me autonomy when I needed it. Not only did he have the most confidence in me to do good work, but when I was the one helping him with Contract Compliance education and assistance, he gave me credit for it. My Deputy Director would come to my office from time to time, thanking me for work I did for Lee, when Lee could have taken all the credit and didn't.
Lee informed me last month that he plans to retire in the next two years, and I was torn emotionally. He has been so incredibly supportive of my efforts to learn my job duties and finish my BS degree, that I am so sad for him to leave the department. At the same time, I am so happy that he'll get to enjoy his free time with his family in the cooler climates of Arizona like he's always talked about.
Lee is one of the best supervisors I've had in my ten years with the City, and one day I hope to be as good or better when afforded the opportunity to supervise myself. Thank you, Lee!!
Internship Goals: Looking Back
In my first blog post I indicated that I would like to network and meet more people in the Civil Rights field. When I began this internship program in January 2014, I had only been working in my current position for a little over four months. Since that time, I have facilitated several workshops, presented program information to internal customer departments and external prime contractors, and attended several training programs and symposiums. In doing so, I have been able to develop closer relationships with City Contract Specialists and project managers, business owners in the community, and DBE certification and compliance specialists throughout the country.
This past week (4/28 - 29) I was even able to talk about my education and work experience with DBE program managers from New York, Las Vegas, Alaska and Hawaii about job opportunities in their respective DOT (Department of Transportation) offices!
My biggest take away these last five months has been learning the regulation, interpretation, application and enforcement of the DBE program. Becoming familiar with federal regulation and mandates for the DBE program (49 CFR Part 26) as well as our local SBE program and City construction and professional services contract language has been a huge undertaking, but it is also knowledge and experience that I can add to my resume.
Last week, my supervisor reassured me that if I continue to learn and apply this information, I will be a viable candidate for EO Specialist, when the position comes out early next year!
This past week (4/28 - 29) I was even able to talk about my education and work experience with DBE program managers from New York, Las Vegas, Alaska and Hawaii about job opportunities in their respective DOT (Department of Transportation) offices!
My biggest take away these last five months has been learning the regulation, interpretation, application and enforcement of the DBE program. Becoming familiar with federal regulation and mandates for the DBE program (49 CFR Part 26) as well as our local SBE program and City construction and professional services contract language has been a huge undertaking, but it is also knowledge and experience that I can add to my resume.
Last week, my supervisor reassured me that if I continue to learn and apply this information, I will be a viable candidate for EO Specialist, when the position comes out early next year!
Wednesday, April 16, 2014
Faces of Diversity Brown Bag Event
The Equal Opportunity Department in collaboration with the Phoenix Human Relations Commission sponsor the Faces of Diversity Brown Bag events to promote cultural diversity awareness education to the community.
On March 28, “The Heroic Journey: An Adolescent Quest for Identity” was the topic of the hour. Montessori teachers Jennifer Matthews and Shayne Sotelo and Faith North Montessori students presented the holistic benefits of The Heroic Journey Program in the middle school classroom. The presentation provided a look inside the teenage brain and why this “journey” towards identity becomes so essential for their later years. Students entering adolescence begin to ask themselves, “Who was I as a child and who am I now?” At this age, children are trying to forge an identity and find their place in society.
The Heroic Journey Program encourages adolescents to use their natural gifts and talents while figuring out who they want to be. The more students can consciously think about and visualize who they want to be, the more likely it is to happen.
Having studied abroad in England and Spain as well as several other countries, middle school Montessori teacher Jennifer Matthews brings a rich knowledge of cultural Rites of Passage from many parts of the world including Australia, Italy, France, Guatemala, Costa Rica, Colombia and Panama.
As a middle school teacher/administrator and transformational life coach, Shayne Sotelo has taught children in grades second though 12 and has done extensive work regarding the adolescent brain and adolescent behavior. Sotelo was awarded the 2012 Teacher of the Year in the Phoenix Elementary School District.
With their more than 30 years of combined teaching/coaching experience and Montessori K-8 training working with adolescents, Matthews and Sotelo provide more schools and teachers with this year-long life skills program.
On March 28, “The Heroic Journey: An Adolescent Quest for Identity” was the topic of the hour. Montessori teachers Jennifer Matthews and Shayne Sotelo and Faith North Montessori students presented the holistic benefits of The Heroic Journey Program in the middle school classroom. The presentation provided a look inside the teenage brain and why this “journey” towards identity becomes so essential for their later years. Students entering adolescence begin to ask themselves, “Who was I as a child and who am I now?” At this age, children are trying to forge an identity and find their place in society.
The Heroic Journey Program encourages adolescents to use their natural gifts and talents while figuring out who they want to be. The more students can consciously think about and visualize who they want to be, the more likely it is to happen.
Having studied abroad in England and Spain as well as several other countries, middle school Montessori teacher Jennifer Matthews brings a rich knowledge of cultural Rites of Passage from many parts of the world including Australia, Italy, France, Guatemala, Costa Rica, Colombia and Panama.
As a middle school teacher/administrator and transformational life coach, Shayne Sotelo has taught children in grades second though 12 and has done extensive work regarding the adolescent brain and adolescent behavior. Sotelo was awarded the 2012 Teacher of the Year in the Phoenix Elementary School District.
With their more than 30 years of combined teaching/coaching experience and Montessori K-8 training working with adolescents, Matthews and Sotelo provide more schools and teachers with this year-long life skills program.
United Minds: A Youth Perspective on Diversity
The Phoenix Human Relations Commission, in cooperation with the Equal Opportunity Department and PHX Channel 11, has produced a 35-minute DVD addressing race relations and cultural diversity. The DVD, United Minds: A Youth Perspective on Diversity, focuses on ways for youth to build tolerance and a sense of community at school.
It features 13 dynamic students from Valley high schools gathered together for a roundtable discussion on diversity issues affecting young people. Discussion centers on:
EOD collaborated with the National Conference for Community and Justice in creating a discussion guide to accompany the DVD.
It features 13 dynamic students from Valley high schools gathered together for a roundtable discussion on diversity issues affecting young people. Discussion centers on:
- What is Diversity?
- Race and Ethnicity Perceptions
- Stereotypes
- Who is Responsible for Change?
- Reflections of the Past and Visions of the Future
EOD collaborated with the National Conference for Community and Justice in creating a discussion guide to accompany the DVD.
For a copy of the DVD and discussion guide, contact the Equal Opportunity department at 602-256-4126/voice or 602-534-1557/TTY. There is a charge per DVD to cover the cost of dubbing and shipping.
EOD Strengths/Weaknesses
A lot of times, with non-profit and public sector organizations, it seems that "weaknesses" are the nature of the beast. With economic downturns and government agencies all over the country rolling out platforms of "doing more with less", it is no wonder that processing time, staffing shortages and budget cuts, caseloads and decreasing morale are a few weaknesses that can be unavoidable.
Just today, City Manager Ed Zuercher announced potential tax increases, public service fees, and cuts to senior and community centers in the Valley to somehow recover the nearly $38 million budget shortfall this fiscal year. This was due to overstated revenue projections by Phoenix City Council the last couple of years.
I think that the City of Phoenix is both a wonderful employer and a great place to live. In recent years, the strengths have been in our ability to revitalize and grow from a 'small town' feel to the sixth-largest city in the Nation. This evolution to a 'big city' brings more revenue and more people from across the country are going to want to move here. This past winter I couldn't turn on the news without hearing about dreadful conditions of blizzards, snowed-in residents, closed businesses and schools. Phoenix may have extreme summer months, but we NEVER shovel snow from our driveways or stop functioning because of the weather!
So, where we can do better as an organization is to continue to revitalize, attract business, employment, residents which will then lead to increases in revenue. I think we also have an opportunity to partner with the entertainment and arts community to enrich not only the economy of Phoenix, but also the culture.
Just today, City Manager Ed Zuercher announced potential tax increases, public service fees, and cuts to senior and community centers in the Valley to somehow recover the nearly $38 million budget shortfall this fiscal year. This was due to overstated revenue projections by Phoenix City Council the last couple of years.
I think that the City of Phoenix is both a wonderful employer and a great place to live. In recent years, the strengths have been in our ability to revitalize and grow from a 'small town' feel to the sixth-largest city in the Nation. This evolution to a 'big city' brings more revenue and more people from across the country are going to want to move here. This past winter I couldn't turn on the news without hearing about dreadful conditions of blizzards, snowed-in residents, closed businesses and schools. Phoenix may have extreme summer months, but we NEVER shovel snow from our driveways or stop functioning because of the weather!
So, where we can do better as an organization is to continue to revitalize, attract business, employment, residents which will then lead to increases in revenue. I think we also have an opportunity to partner with the entertainment and arts community to enrich not only the economy of Phoenix, but also the culture.
Professional Development Workshop - B2GNow Roadshow
My department (Equal Opportunity) currently contracts with 'B2GNow' which is a software development company that provides us a 49 CFR Part 23 & 26 certification, compliance and reporting system so that we may more easily comply with federal regulation of FHWA, FAA, and FTA funded City of Phoenix projects.
This system has only been 'live' for little over a year and yesterday was my first opportunity to attend a training workshop on how to better utilize the system in my day-to-day job functions.
The even lasted all day (8:00 - 4:30) and included modules on Contract Monitoring for DBE/DBE goals compliance, Certification, Airport Concession DBE module, bid tracking, e-affidavits, prevailing wage regulation, public outreach and event planning, disparity study reporting, modal agency reporting, NAICS codes and SBA size standards.
The workshop not only covered these very necessary system capabilities, but also how we can improve communication with our AZ United Certification Partners, certified firms and prime contractors through the system.
It was very exciting to learn about everything that B2GNow is capable of doing, but also what is in store for even more streamlined processes, new modules, and reporting capabilities.
I was trained briefly when we rolled out this new cloud-based software, but this workshop was very interactive with over 20 staff members from B2GNow (which stands for "business to government") It is diversity management software, specifically created for the public sector to help us comply with government diversity programs (like EODs SBE/DBE program). I was able to speak face-to-face with representatives about some technical issues I'd been having trouble with, mostly not understanding the functionality of certain system features. There were also features available that I had no clue existed! And the City is paying for this software, so I'm glad our staff was able to get the most out of the day.
I came back to the office this morning eager to use what I had learned!
This system has only been 'live' for little over a year and yesterday was my first opportunity to attend a training workshop on how to better utilize the system in my day-to-day job functions.
The even lasted all day (8:00 - 4:30) and included modules on Contract Monitoring for DBE/DBE goals compliance, Certification, Airport Concession DBE module, bid tracking, e-affidavits, prevailing wage regulation, public outreach and event planning, disparity study reporting, modal agency reporting, NAICS codes and SBA size standards.
The workshop not only covered these very necessary system capabilities, but also how we can improve communication with our AZ United Certification Partners, certified firms and prime contractors through the system.
It was very exciting to learn about everything that B2GNow is capable of doing, but also what is in store for even more streamlined processes, new modules, and reporting capabilities.
I was trained briefly when we rolled out this new cloud-based software, but this workshop was very interactive with over 20 staff members from B2GNow (which stands for "business to government") It is diversity management software, specifically created for the public sector to help us comply with government diversity programs (like EODs SBE/DBE program). I was able to speak face-to-face with representatives about some technical issues I'd been having trouble with, mostly not understanding the functionality of certain system features. There were also features available that I had no clue existed! And the City is paying for this software, so I'm glad our staff was able to get the most out of the day.
I came back to the office this morning eager to use what I had learned!
Thursday, April 3, 2014
Library Department - Food for Fines
I know this isn't my department, but I thought it would be nice to let my fellow college students know that if they have outstanding library overdue fees, this is an option : )
April 2, 2014
Library customers can pay overdue fees and help restock the pantries of Valley food banks during Phoenix Public Library’s annual “Food for Fines,” April 12 - 26, 2014.
During “Food for Fines,” 50 cents will be deducted from a customer’s library account fees for each non-perishable food item donated at any of the city’s 17 libraries. A maximum of $75 can be paid with donated food. Homemade food cannot be accepted.
Donated food will be distributed to St. Mary’s Food Bank Alliance and Desert Mission Food Bank. Last year the program collected nearly 61,000 pounds of food.
For more information, call 602-262-4636 or visit phoenixpubliclibrary.org. Phoenix Public Library is a system of 16 branch libraries and the Burton Barr Central Library. Follow us on Twitter at twitter.com/phxlibrary and “like” us on Facebook at facebook.com/phoenixpubliclibrary.
Media Contact:
Rita Marko 602-534-2025
April 2, 2014
Library customers can pay overdue fees and help restock the pantries of Valley food banks during Phoenix Public Library’s annual “Food for Fines,” April 12 - 26, 2014.
During “Food for Fines,” 50 cents will be deducted from a customer’s library account fees for each non-perishable food item donated at any of the city’s 17 libraries. A maximum of $75 can be paid with donated food. Homemade food cannot be accepted.
Donated food will be distributed to St. Mary’s Food Bank Alliance and Desert Mission Food Bank. Last year the program collected nearly 61,000 pounds of food.
For more information, call 602-262-4636 or visit phoenixpubliclibrary.org. Phoenix Public Library is a system of 16 branch libraries and the Burton Barr Central Library. Follow us on Twitter at twitter.com/phxlibrary and “like” us on Facebook at facebook.com/phoenixpubliclibrary.
Media Contact:
Rita Marko 602-534-2025
Phoenix Women's Commission
Mission of the Commission
Meetings
The Phoenix Women's Commission meets bimonthly at 3 p.m. on the second Monday in Room 704 of the Calvin C. Goode Building, 251 W. Washington St., 7th Floor. The commission is staffed by the Equal Opportunity Department. Visit the public meeting notices for meeting times. All meetings are open to the public.
The commission’s intent is to bring awareness to issues of significance to women, building a vital link between government and community. The commission is interested in receiving input from women’s organizations and individuals on issues concerning women.
Membership
The mayor and City Council appoint 17 members to three-year terms. Membership applications are available at http://phoenix.gov/citygovernment/boards/apply.
The Phoenix Women's Commission is a member of the National Association of Commissions for Women. NACW is an organization that gives a national voice to commissions for women and creates an exchange of information and ideas among government, the private sector and women's organizations. To learn more about the NACW, visit its website at http://www.nacw.org.
Phoenix Women's Commission Brochure
Meetings
The Phoenix Women's Commission meets bimonthly at 3 p.m. on the second Monday in Room 704 of the Calvin C. Goode Building, 251 W. Washington St., 7th Floor. The commission is staffed by the Equal Opportunity Department. Visit the public meeting notices for meeting times. All meetings are open to the public.
The commission’s intent is to bring awareness to issues of significance to women, building a vital link between government and community. The commission is interested in receiving input from women’s organizations and individuals on issues concerning women.
Membership
The mayor and City Council appoint 17 members to three-year terms. Membership applications are available at http://phoenix.gov/citygovernment/boards/apply.
The Phoenix Women's Commission is a member of the National Association of Commissions for Women. NACW is an organization that gives a national voice to commissions for women and creates an exchange of information and ideas among government, the private sector and women's organizations. To learn more about the NACW, visit its website at http://www.nacw.org.
Phoenix Women's Commission Brochure
April is National Fair Housing month!
April 1, 2014
April is celebrated nationwide as National Fair Housing Month. The Fair Housing Act prohibits discrimination in the sale, rental and financing of dwellings, and in other housing-related transactions, based on race, color, religion, sex, national origin, disability, familial status or sexual orientation.
To learn about fair housing practices, the city offers a series of free fair housing workshops throughout the year at the Calvin C. Goode Municipal Building, 251 W. Washington St., 10th floor, room CCG West.
The workshops are presented in partnership with the Southwest Fair Housing Council and offer ADRE-authorized fair housing REALTOR® re-licensing credit.
Housing providers, including landlords, leasing agents, realtors and property managers, are encouraged to attend. Registration is required.
For more information or to register, call the city’s Equal Opportunity Department at 602-262-7486/voice or 602-534-1557/TTY. Follow us on Twitter @phxequalopprty.
Media Contact:
Alejandro Montiel 602-534-3443
April is celebrated nationwide as National Fair Housing Month. The Fair Housing Act prohibits discrimination in the sale, rental and financing of dwellings, and in other housing-related transactions, based on race, color, religion, sex, national origin, disability, familial status or sexual orientation.
To learn about fair housing practices, the city offers a series of free fair housing workshops throughout the year at the Calvin C. Goode Municipal Building, 251 W. Washington St., 10th floor, room CCG West.
- 1 to 4 p.m. – Wednesday, April 23
- 9 a.m. to noon – Tuesday, May 20
- 9 a.m. to noon – Tuesday, June 24
The workshops are presented in partnership with the Southwest Fair Housing Council and offer ADRE-authorized fair housing REALTOR® re-licensing credit.
Housing providers, including landlords, leasing agents, realtors and property managers, are encouraged to attend. Registration is required.
For more information or to register, call the city’s Equal Opportunity Department at 602-262-7486/voice or 602-534-1557/TTY. Follow us on Twitter @phxequalopprty.
Media Contact:
Alejandro Montiel 602-534-3443
Public Service in EOD
The mission of the Equal Opportunity Department is "to improve the quality of life in Phoenix by promoting equal opportunity, embracing diversity and eliminating discrimination".
The department does this in three ways:
1. Through the Business Relations Division, programs for small and socio-economically disadvantaged businesses ensure that owners have an equal opportunity to subcontract on locally and federally funded contracts
2. The Compliance and Enforcement Division investigates complaints of discrimination in employment and housing on the basis of race, color, sex, age, national origin, religion, familial status, sexual orientation, disability or gender identity or expression. The Division also serves as an advocate in fair housing and fair employment education and outreach
3. The ADA Compliance program ensures that all City facilities, programs and activities are accessible for people with disabilities in compliance with Title II of the Americans with Disabilities Act, Section 504 of the 1973 Rehabilitation Ace and the Arizonans with Disabilities Act.
The EOD also demonstrates public service by offering outreach and education events to the public as well as City customer departments.
The department does this in three ways:
1. Through the Business Relations Division, programs for small and socio-economically disadvantaged businesses ensure that owners have an equal opportunity to subcontract on locally and federally funded contracts
2. The Compliance and Enforcement Division investigates complaints of discrimination in employment and housing on the basis of race, color, sex, age, national origin, religion, familial status, sexual orientation, disability or gender identity or expression. The Division also serves as an advocate in fair housing and fair employment education and outreach
3. The ADA Compliance program ensures that all City facilities, programs and activities are accessible for people with disabilities in compliance with Title II of the Americans with Disabilities Act, Section 504 of the 1973 Rehabilitation Ace and the Arizonans with Disabilities Act.
The EOD also demonstrates public service by offering outreach and education events to the public as well as City customer departments.
Thursday, March 20, 2014
EO Program Coordinator
My supervisor is Lee. He has been with the City of Phoenix for the last 25 years! He began his career in the Neighborhood Services Department as an Inspector, ensuring that those properties that were being rehabilitated were following permit requirements.
While Lee does not hold a college degree, he has a lifetime of knowledge and 25 years of experience. He came to the Equal Opportunity Department as an investigator of employment and housing discrimination complaints. Fortunately, the City provides excellent training and employee development programs and in his tenure, Lee took full advantage of any training opportunity available, and worked his way up with hard work and dedication to EO Program Coordinator.
AS EOPC, Lee oversees BOTH the Certification and Contract Compliance Monitoring teams, conducting secondary reviews of certification application determinations (approved/denied) and assigning newly awarded contracts to staff for monitoring (ensuring SBE/DBE utilization and participation goals are being met). He wears many other hats and wears them very professionally.
When asked about what advice he would give to someone interested in this type of work, Lee stressed that the hiring practices are very different than they were 25 years ago. Today, the City is only looking for the best and brightest and that means having at least a bachelor's degree or better. He then suggested that a potential EOD employee first work in an internship! This job requires extensive knowledge of local, state and federal regulation and Civil Rights law. The person would have to have top-notch interpersonal skills and be able to manage multiple, conflicting priorities.
Personally, this is my current career. I have worked full-time with the City of Phoenix for the last 10 years and I chose my degree program because I am working in the public sector (BS Public Service and Public Policy).
While Lee does not hold a college degree, he has a lifetime of knowledge and 25 years of experience. He came to the Equal Opportunity Department as an investigator of employment and housing discrimination complaints. Fortunately, the City provides excellent training and employee development programs and in his tenure, Lee took full advantage of any training opportunity available, and worked his way up with hard work and dedication to EO Program Coordinator.
AS EOPC, Lee oversees BOTH the Certification and Contract Compliance Monitoring teams, conducting secondary reviews of certification application determinations (approved/denied) and assigning newly awarded contracts to staff for monitoring (ensuring SBE/DBE utilization and participation goals are being met). He wears many other hats and wears them very professionally.
When asked about what advice he would give to someone interested in this type of work, Lee stressed that the hiring practices are very different than they were 25 years ago. Today, the City is only looking for the best and brightest and that means having at least a bachelor's degree or better. He then suggested that a potential EOD employee first work in an internship! This job requires extensive knowledge of local, state and federal regulation and Civil Rights law. The person would have to have top-notch interpersonal skills and be able to manage multiple, conflicting priorities.
Personally, this is my current career. I have worked full-time with the City of Phoenix for the last 10 years and I chose my degree program because I am working in the public sector (BS Public Service and Public Policy).
Leadership in EOD
My job definitely requires strong leadership skills. I took a leadership course as part of my degree program and was inspired by what I learned. The first key to successful leadership is to truly care about the mission and goals of your organization. My division is committed to helping small businesses in our local community grow and become successful. It is with pleasure that I conduct outreach to these socioeconomically small business owners and teach them everything I know about becoming SBE/DBE certified by the City and how they can network and connect with our prime contractors for subcontracting opportunities.
Leadership is also about trust. It took a long time before I was as knowledgeable about our program as I am today. When I speak to a group of small business owners or a conference room full of City Contract Specialists, Project Manager's and Engineers, I bring with me a wealth of knowledge that exudes strong credibility. I get phone calls and emails daily from different people asking me questions about the EOD business program and contract compliance. I feel like my ability to speak comprehensively and educatedly about these things is how I demonstrate leadership.
Having a forward-thinking ability and being able to come up with new, more efficient and innovative ways of doing the work we do is also demonstrative of leadership. I suggested a couple of years ago that instead of trying to get individuals to physically attend EOD meetings, that we use 'Go To Meeting' to facilitate online meetings. I also changed the format of the presentations I give to make them less technical and more replaceable to the target audiences.
While I do not have anyone that I supervise, I still look to leadership staff, including co-workers for direction and advice. My EO Specialists have been in this department, some for over 20 years! These are the people I would go to for historical information - "How did we do this before, etc.", "Has this ever happened before and what did we do?", etc.
My direct supervisor is fairly new and while I do look to him for leadership and he is a great leader - we look to each other for leadership as well. This creates a collaborative relationship and it's been nice being student and teacher, simultaneously!
Leadership is also about trust. It took a long time before I was as knowledgeable about our program as I am today. When I speak to a group of small business owners or a conference room full of City Contract Specialists, Project Manager's and Engineers, I bring with me a wealth of knowledge that exudes strong credibility. I get phone calls and emails daily from different people asking me questions about the EOD business program and contract compliance. I feel like my ability to speak comprehensively and educatedly about these things is how I demonstrate leadership.
Having a forward-thinking ability and being able to come up with new, more efficient and innovative ways of doing the work we do is also demonstrative of leadership. I suggested a couple of years ago that instead of trying to get individuals to physically attend EOD meetings, that we use 'Go To Meeting' to facilitate online meetings. I also changed the format of the presentations I give to make them less technical and more replaceable to the target audiences.
While I do not have anyone that I supervise, I still look to leadership staff, including co-workers for direction and advice. My EO Specialists have been in this department, some for over 20 years! These are the people I would go to for historical information - "How did we do this before, etc.", "Has this ever happened before and what did we do?", etc.
My direct supervisor is fairly new and while I do look to him for leadership and he is a great leader - we look to each other for leadership as well. This creates a collaborative relationship and it's been nice being student and teacher, simultaneously!
Dissapointing Day
I had mentioned in a previous post that I am responsible for attending pre-submittal meetings and communicating with bidders on their submittal requirements to the Equal Opportunity Department. This step in the process of awarding a contract to a potential contractor is vital to ensuring SBE/DBE subcontractor participation on the project. This is especially true on federally-funded (FHWA = Federal Highway Administration) projects that have strict mandates for utilizing DBE-certified firms. If these rules are not followed precisely, future funding could be heavily impacted, leaving much needed infrastructure projects in a stale-mate.
On Monday I received a request for Bid Verification document review, for the EOD required documents portion of the bid submittal. This means that I have three days to respond to the customer department (in this case, Street Transportation) on the "responsiveness" of those bidders who have submitted the EOD documentation with their qualifications packet to Streets. It doesn't always take the full three days, but in this case I had about 50 pages of documents to review and I took my time to make sure it was done right.
Out of the six bidders, NOT ONE was deemed "responsive". Every single submittal was missing some required criteria. I was sweating. The reason is - I've never had this happen. When every bidder is deemed non-responsive, the customer department is required to START ALL OVER in the selection process. I have no idea how much time, resources and MONEY this is going to cost, but I would imagine A LOT.
I look over the documents again and again and AGAIN and even called the contract specialist working on the contract to see if maybe, by some miracle of God, there would be some piece of information she left out (there wasn't). I went to my Deputy Director and we went over the DBE Clause together, to see if maybe some instruction may have been to vague. Nope. Crystal clear. Black and white. There was no disputing what EOD required and what the bidder was required to submit.
At the end of the day, I had to send the memo to Streets with the bad news. I felt responsible somehow. So, I looked to see who attended the Pre-Submittal meeting. Only TWO of the SIX bidders attended the meeting where I practically draw a picture and spell out word-for-word what they need to submit to EOD.
And THAT, ladies and gentlemen, is why it is so important for these potential contractors to attend my meetings! Sheesh...
On Monday I received a request for Bid Verification document review, for the EOD required documents portion of the bid submittal. This means that I have three days to respond to the customer department (in this case, Street Transportation) on the "responsiveness" of those bidders who have submitted the EOD documentation with their qualifications packet to Streets. It doesn't always take the full three days, but in this case I had about 50 pages of documents to review and I took my time to make sure it was done right.
Out of the six bidders, NOT ONE was deemed "responsive". Every single submittal was missing some required criteria. I was sweating. The reason is - I've never had this happen. When every bidder is deemed non-responsive, the customer department is required to START ALL OVER in the selection process. I have no idea how much time, resources and MONEY this is going to cost, but I would imagine A LOT.
I look over the documents again and again and AGAIN and even called the contract specialist working on the contract to see if maybe, by some miracle of God, there would be some piece of information she left out (there wasn't). I went to my Deputy Director and we went over the DBE Clause together, to see if maybe some instruction may have been to vague. Nope. Crystal clear. Black and white. There was no disputing what EOD required and what the bidder was required to submit.
At the end of the day, I had to send the memo to Streets with the bad news. I felt responsible somehow. So, I looked to see who attended the Pre-Submittal meeting. Only TWO of the SIX bidders attended the meeting where I practically draw a picture and spell out word-for-word what they need to submit to EOD.
And THAT, ladies and gentlemen, is why it is so important for these potential contractors to attend my meetings! Sheesh...
Thursday, February 27, 2014
Pre-Submittal Meetings - more compliance matters
Next Thursday, I am slated to present to interested contractors that will be submitting qualification documents and bids to the Streets Department on an upcoming contract.
My job is to communicate better than clearly to these folks what their obligations are as they pertain to the DBE outreach efforts and commitments. As I mentioned in my last post - any project that is funded by the federal government MUST utilize DBE firms on subcontracting opportunities where there is an availability of certified firms to perform some scope of work.
This is how EOD does their due diligence in communicating with bid submitters on projects so that they are NOT deemed non-responsive. After my delivery of information, I also have a one-page summary of the requirements, along with my direct contact information, should there be any question as to the instructions I've just provided.
All of this communication and, unfortunately, I almost inevitably will receive documentation that will be deemed non-responsive.
Back to the communication drawing board....
My job is to communicate better than clearly to these folks what their obligations are as they pertain to the DBE outreach efforts and commitments. As I mentioned in my last post - any project that is funded by the federal government MUST utilize DBE firms on subcontracting opportunities where there is an availability of certified firms to perform some scope of work.
This is how EOD does their due diligence in communicating with bid submitters on projects so that they are NOT deemed non-responsive. After my delivery of information, I also have a one-page summary of the requirements, along with my direct contact information, should there be any question as to the instructions I've just provided.
All of this communication and, unfortunately, I almost inevitably will receive documentation that will be deemed non-responsive.
Back to the communication drawing board....
Bid Verifications & FHWA Mandates
Another duty of mine is ensuring that our customer departments (Water Services, Street Transportation, etch.) are in compliance with federal mandates as they pertain to the Disadvantaged Business Enterprise program.
If a project is funded with federal dollars, sub recipients like the City of Phoenix are mandated to find DBE certified firms to participate in available subcontracting work, provided there are firms available within the project's scope of work (i.e., asphalt, paving, landscaping, etc.).
A part of this requirement involves paperwork. Paperwork, paperwork, paperwork!!! I DROWN in paperwork on some days. Okay, it's not really physical PAPER, but today for example, Streets sent me a bid verification submittal that was 132 pages long!!
I got the email, which basically included the qualifications submittal of four contractors responding to this bid. They have to provide the EOD with documents that tell us: 1) WHO of the pool of DBE subcontractors they solicited to participate on the contract IF they are awarded the job; 2) HOW they communicated the scopes of work and project details; 3) the outcome of this outreach (no response, received a Letter of Intent to perform with cost breakdown; and finally 4) WHAT percentage of the work they are committing to DBE firms.
So, I have to read through 132 pages and make a determination of EACH submitter's "responsiveness" to the DBE portion of the qualifications submittal. This is HUGE. Let's say, a contractor bid the lowest price and has the most experience of four submitters. If they do not include ALL of the required information for the DBE portion - NON-RESPONSIVE! Boom! They're out of the running.
It's a pretty big deal.
If a project is funded with federal dollars, sub recipients like the City of Phoenix are mandated to find DBE certified firms to participate in available subcontracting work, provided there are firms available within the project's scope of work (i.e., asphalt, paving, landscaping, etc.).
A part of this requirement involves paperwork. Paperwork, paperwork, paperwork!!! I DROWN in paperwork on some days. Okay, it's not really physical PAPER, but today for example, Streets sent me a bid verification submittal that was 132 pages long!!
I got the email, which basically included the qualifications submittal of four contractors responding to this bid. They have to provide the EOD with documents that tell us: 1) WHO of the pool of DBE subcontractors they solicited to participate on the contract IF they are awarded the job; 2) HOW they communicated the scopes of work and project details; 3) the outcome of this outreach (no response, received a Letter of Intent to perform with cost breakdown; and finally 4) WHAT percentage of the work they are committing to DBE firms.
So, I have to read through 132 pages and make a determination of EACH submitter's "responsiveness" to the DBE portion of the qualifications submittal. This is HUGE. Let's say, a contractor bid the lowest price and has the most experience of four submitters. If they do not include ALL of the required information for the DBE portion - NON-RESPONSIVE! Boom! They're out of the running.
It's a pretty big deal.
SBE/DBE Certified Firms and Annual Updates
The Equal Opportunity Department administers the SBE/DBE program, including certification and contract compliance matters. There are nearly 700 certified firms and once every year, the owners are required to submit information to EOD so that we may ensure continued eligibility. Because of budget cuts, staff movement and shortages - only one person performs the initial audit of this information - me.
So, every morning, when I start up my PC and open my email account and the Certification and Compliance System program, I have about 20 emails and about 15 new Annual Update or 5-Year Renewal applications to review. Each application takes about 10 minutes to conduct a preliminary review and ensure all of the required items have been received.
I know, this probably sounds like the most burning post EVER, but this is my job. I conduct preliminary reviews of applications electronically submitted by our (nearly 700) certified firms. THEN, if the application is incomplete, which nine times out of ten - IT IS, I have to draft an email to the applicant requesting all of the items that are missing. I give them FIVE business days and, nine times out of ten - THEY DON'T RESPOND within five days. THEN, I have to make a phone call and give them MORE time to get in the information - this is all very frustrating.
I understand that there are business owners who are older and aren't as internet-savvy as others, but if that's the case, they should delegate any work that requires them to navigate systems like ours.
At first I thought it was just a matter of communicating more clearly, but there were about FIVE training sessions held when the system was initially implemented a couple of years ago, and it just seems like small business owners may not have the time or resources to learn how to use it. This I understand, and so it seems I must go back to the drawing board and figure out a more efficient way of getting these applicants to do it right the first time.
So, every morning, when I start up my PC and open my email account and the Certification and Compliance System program, I have about 20 emails and about 15 new Annual Update or 5-Year Renewal applications to review. Each application takes about 10 minutes to conduct a preliminary review and ensure all of the required items have been received.
I know, this probably sounds like the most burning post EVER, but this is my job. I conduct preliminary reviews of applications electronically submitted by our (nearly 700) certified firms. THEN, if the application is incomplete, which nine times out of ten - IT IS, I have to draft an email to the applicant requesting all of the items that are missing. I give them FIVE business days and, nine times out of ten - THEY DON'T RESPOND within five days. THEN, I have to make a phone call and give them MORE time to get in the information - this is all very frustrating.
I understand that there are business owners who are older and aren't as internet-savvy as others, but if that's the case, they should delegate any work that requires them to navigate systems like ours.
At first I thought it was just a matter of communicating more clearly, but there were about FIVE training sessions held when the system was initially implemented a couple of years ago, and it just seems like small business owners may not have the time or resources to learn how to use it. This I understand, and so it seems I must go back to the drawing board and figure out a more efficient way of getting these applicants to do it right the first time.
Thursday, February 13, 2014
SBE Certification Workshops
Yesterday was the first of four quarterly SBE Certification Workshops that are held by the Equal Opportunity Department. This is my responsibility at the moment, I've been doing it since last November, and I absolutely love presenting! It's a two-hour workshop that basically covers the purpose and the benefits of the City's SBE Program.
My husband laughs because he works for a self-enterprise department and any presentations given are "set-up" by the User Techs, who get the equipment, projector, power point ready for the presenter. Well, I do this job IN ADDITION to presenting. I arrive about thirty minutes early, set up my laptop, projector, plug in my USB flash drive and I'm ready to go!
Business people begin to arrive early and I spark up a conversation about what they do and how it may benefit the City for them to get certified. I love interacting with new people and getting to know people.
After my presentation, it feels good to have given information that is valuable and useful to these small business owners. To see the light of hope in their eyes that this program could mean the success of their venture, feels so rewarding.
If you know anyone who owns a small business in Maricopa County, please have them call me at (602) 262-6790 for information on the application process.
My husband laughs because he works for a self-enterprise department and any presentations given are "set-up" by the User Techs, who get the equipment, projector, power point ready for the presenter. Well, I do this job IN ADDITION to presenting. I arrive about thirty minutes early, set up my laptop, projector, plug in my USB flash drive and I'm ready to go!
Business people begin to arrive early and I spark up a conversation about what they do and how it may benefit the City for them to get certified. I love interacting with new people and getting to know people.
After my presentation, it feels good to have given information that is valuable and useful to these small business owners. To see the light of hope in their eyes that this program could mean the success of their venture, feels so rewarding.
If you know anyone who owns a small business in Maricopa County, please have them call me at (602) 262-6790 for information on the application process.
A Day in the Life of an EOPA
Each morning I begin my day (Monday thru Friday) at 8:00. I have my own office because the information that I work with is highly sensitive, containing personal financial as well as pre-award contract information (bid submittals, proposals, etc.). The first thing I do is check my email for any new assignments or customer service concerns.
My customers are my supervisor (EO Program Coordinator), the EO Deputy Director, EO Management Assistant II, four EO Specialists, any one of the City's 34 customer departments, SBE/DBE subcontractors and prime contractors working on current projects that have SBE/DBE subcontractor participation goals.
Once I answer any outstanding voice mails or emails, I start by processing any incoming new SBE/DBE certification applications or Annual Update applications. Applications are submitted via an electronic we portal, the Certification and Compliance System (https://phoenix.diversitycompliance.com/Default.asp?), where information is typed into application fields and documents must be electronically uploaded. New applications take considerably more time than Annual Updates because all of the information about the applicant firm must be reviewed for the first time. Annual Update applications are submitted by certified firms once a year, to ensure that the firm is still eligible to participate in the program. I devote about two hours of my day to this task
At about 10:00 I take a 15-minute break, run to Starbucks for some coffee (or some MORE coffee) and come back to my office.
If I don't have any meetings scheduled or presentations to facilitate, I get started on Contract Compliance work. This work consists of entering new contracts into the system and monitoring contracts for prime contractor payments to SBE/DBE subcontractors. The money that the City pays to prime contractors should be filtered down to SBE/DBE subs, and the system automatically tracks the progress and status of this contract activity. Only when a sub hasn't been paid or hasn't confirmed payment do I get involved to facilitate communication between parties. I also oversee preliminary documents on contracts and projects pre-award. This entails attending pre-bid, pre-construction or pre-submittal meetings to communicate with everyone involved on the project what EOD's expectations are to avoid sanctions and penalties.
I take an hour lunch, sometime between 12:00 and 1:00p.m., and then it's back to work.
Sometimes EOD will get requests from customer departments, like Streets or Water, for example, for bid verification and this entails my review of the documents that were turned into the customer department from all of the submitters who are interested in being the prime contractor for a project. This documentation basically tells EOD which small businesses the submitter has reached out to for subcontracting opportunities and what percentage of dollars the prime is committing to spend on those businesses selected to do the work.
That pretty much sums up a typical day that ends at 5:00p.m., but no day truly typical in my line of work.
My customers are my supervisor (EO Program Coordinator), the EO Deputy Director, EO Management Assistant II, four EO Specialists, any one of the City's 34 customer departments, SBE/DBE subcontractors and prime contractors working on current projects that have SBE/DBE subcontractor participation goals.
Once I answer any outstanding voice mails or emails, I start by processing any incoming new SBE/DBE certification applications or Annual Update applications. Applications are submitted via an electronic we portal, the Certification and Compliance System (https://phoenix.diversitycompliance.com/Default.asp?), where information is typed into application fields and documents must be electronically uploaded. New applications take considerably more time than Annual Updates because all of the information about the applicant firm must be reviewed for the first time. Annual Update applications are submitted by certified firms once a year, to ensure that the firm is still eligible to participate in the program. I devote about two hours of my day to this task
At about 10:00 I take a 15-minute break, run to Starbucks for some coffee (or some MORE coffee) and come back to my office.
If I don't have any meetings scheduled or presentations to facilitate, I get started on Contract Compliance work. This work consists of entering new contracts into the system and monitoring contracts for prime contractor payments to SBE/DBE subcontractors. The money that the City pays to prime contractors should be filtered down to SBE/DBE subs, and the system automatically tracks the progress and status of this contract activity. Only when a sub hasn't been paid or hasn't confirmed payment do I get involved to facilitate communication between parties. I also oversee preliminary documents on contracts and projects pre-award. This entails attending pre-bid, pre-construction or pre-submittal meetings to communicate with everyone involved on the project what EOD's expectations are to avoid sanctions and penalties.
I take an hour lunch, sometime between 12:00 and 1:00p.m., and then it's back to work.
Sometimes EOD will get requests from customer departments, like Streets or Water, for example, for bid verification and this entails my review of the documents that were turned into the customer department from all of the submitters who are interested in being the prime contractor for a project. This documentation basically tells EOD which small businesses the submitter has reached out to for subcontracting opportunities and what percentage of dollars the prime is committing to spend on those businesses selected to do the work.
That pretty much sums up a typical day that ends at 5:00p.m., but no day truly typical in my line of work.
City of Phoenix, Equal Opportunity Department
I work for the City of Phoenix in the EO Deptarment. There are only two Divisions of the department, each made up of two Sections. I am currently the Programs Assistant to TWO Sections of the Business Relations Division: the Contracts Compliance Section and the SBE/DBE Certification Section. The other Division, Compliance and Enforcement, is made up of the Fair Housing and Equal Employment Sections.
The mission of the EOD is to ensure equal opportunity in housing, employment, accessibility and accommodation, and economic opportunity for small and disadvantaged businesses in Phoenix. The Compliance and Enforcement team takes complaints of discrimination in housing and employment, as well as ADA issues like accessibility and disability discrimination. EO Specialists are assigned to investigate complaints of discrimination and act as mediators between landlord and tenant or employee and employer. They also act as mediator to the disabled community. In Business Relations, EO Specialists process applications from small business owners seeking Small and/or Disadvantaged Business Enterprise Certification. This certification enables business owners to participate in contracts where a percentage of funding for the project is dedicated to them. The EOS determines eligibility and attends appeal hearings on application denials or certificate removals. The EOS in Contract Compliance ensure that the participants (prime contractor and SBE/DBE subcontractor) are meeting their contractual obligations as they pertain to the EO Department's SBE/DBE requirements.
My job as EOPA is to support the EO Specialists and Program Coordinator in processing applications and facilitating the process of ensuring contract compliance with local and federal regulations. I report to the BRD Program Coordinator and this person is responsible for delegating and reviewing my work. It is rewarding work, knowing that what I do is helping small businesses in the community to grow and expand their business.
The mission of the EOD is to ensure equal opportunity in housing, employment, accessibility and accommodation, and economic opportunity for small and disadvantaged businesses in Phoenix. The Compliance and Enforcement team takes complaints of discrimination in housing and employment, as well as ADA issues like accessibility and disability discrimination. EO Specialists are assigned to investigate complaints of discrimination and act as mediators between landlord and tenant or employee and employer. They also act as mediator to the disabled community. In Business Relations, EO Specialists process applications from small business owners seeking Small and/or Disadvantaged Business Enterprise Certification. This certification enables business owners to participate in contracts where a percentage of funding for the project is dedicated to them. The EOS determines eligibility and attends appeal hearings on application denials or certificate removals. The EOS in Contract Compliance ensure that the participants (prime contractor and SBE/DBE subcontractor) are meeting their contractual obligations as they pertain to the EO Department's SBE/DBE requirements.
My job as EOPA is to support the EO Specialists and Program Coordinator in processing applications and facilitating the process of ensuring contract compliance with local and federal regulations. I report to the BRD Program Coordinator and this person is responsible for delegating and reviewing my work. It is rewarding work, knowing that what I do is helping small businesses in the community to grow and expand their business.
Thursday, January 23, 2014
Introduction
Hello, my name is Margene Usher, but I prefer to be called "Genie". For this internship, I am fortunate to be allowed the opportunity to earn credit for my full-time job as an Equal Opportunity Program Assistant in the City of Phoenix's Equal Opportunity Department. I have been working for the City of Phoenix for what will be TEN years this coming April. I am married to a super-smart computer geek and we have a four year-old daughter who attends ASU Preparatory Academy - she's a Sun Devil like her mommy!
Through this internship I would like to facilitate more outreach events and get the opportunity to network and explore career options or promotions within my organization. The City Council recently approved a change to the City's Pension Plan that could affect over 4,000 employees and may even cause them to retire early. This could mean thousands of new vacancies within the City and new opportunities for those of us who are still a long way from retirement. I would also like to gain new knowledge that will give my resume a boost if there is ever an opening in my department for an Equal Opportunity Specialist, which is very similar to a lawyer, considering all of the Federal laws they must recite, administer and are mandated by on a daily basis. Lastly, this internship will allow me to apply the knowledge that I've gained in my degree program, Public Service and Public Policy.
I am looking forward to meeting all of my classmates and learning more about all of YOUR internships!
"Genie"
Through this internship I would like to facilitate more outreach events and get the opportunity to network and explore career options or promotions within my organization. The City Council recently approved a change to the City's Pension Plan that could affect over 4,000 employees and may even cause them to retire early. This could mean thousands of new vacancies within the City and new opportunities for those of us who are still a long way from retirement. I would also like to gain new knowledge that will give my resume a boost if there is ever an opening in my department for an Equal Opportunity Specialist, which is very similar to a lawyer, considering all of the Federal laws they must recite, administer and are mandated by on a daily basis. Lastly, this internship will allow me to apply the knowledge that I've gained in my degree program, Public Service and Public Policy.
I am looking forward to meeting all of my classmates and learning more about all of YOUR internships!
"Genie"
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