Sam Houston State University
Historically Underutilized Businesses (HUB) Program
Goal/Mission – It is the goal of Sam Houston State University HUB Program to increase the participation of Historically Underutilized Businesses (HUBs) in University procurement opportunities by providing leadership and excellence in developing and growing positive HUB vendor relationships with the University through advocacy, education, knowledge, and development.
Objective – Sam Houston State University will make a good faith effort to assist Historically Underutilized Businesses to receive opportunities for awards on purchase of construction, professional services, supplies, materials, equipment, and services, including those relating to the issuance of bonds. Sam Houston State University will develop a written HUB Advocacy Program (HUBAP) to carry out these commitments.
Strategy – The University will have a full-time HUB Coordinator who will have the responsibility for monitoring, providing assistance to departments, and administering all HUB related activities at the University.
The HUB Coordinator will:
- Keep the President and all division heads informed of the latest developments with the HUB Program.
- Update the University HUBAP as necessary.
- Develop models of education for in-reach and outreach activities for use by the University in the administration of the HUB program.
- Share successful methods of increasing the participation of HUBs with departments and other agencies.
- Serve as liaison between the University’s Information Resources Department to ensure accuracy and timely availability of data.
- Review all HUB related reports generated by the University’s financial system.
- Develop and update policy statements.
- Monitor the University's goals and objectives.
- Document and submit good faith efforts to the President.
- Maintain reports on HUB activity for future reference.
- Develop new strategies to increase HUB participation.
Strategy – The University HUB Coordinator will coordinate all construction related HUB activities with Physical Plant staff on construction projects.
The HUB Coordinator will:
- Monitor good faith efforts in the field of construction.
- Serve as liaison between the Physical Plant and The Texas State University System HUB Coordinator.
- Administer record-keeping systems (monthly updates to the President and division heads) that will measure the effectiveness of this program and report the progress on Good Faith Efforts.
- Keep administrators of the University informed of the latest developments in the area of construction relating to HUBs.
- Review and approve HUB subcontracting plans related to construction projects through The Texas State University System.
- Hold pre-proposal conferences in which the HUB Subcontracting Plan will be addressed for all University construction projects.
Strategy – In order to implement the University HUBAP, the component HUB program shall include, to the greatest extent possible, the following good faith efforts.
- Ensure that the CMBL provided by The Texas Procurement and Support Services (TPASS) is accessible to all employees and encourage use of the directory in procurement activities.
- Provide access to procurement policies and procedures to HUBs in an effective manner so as to encourage participation by HUBs.
- Develop and participate in educational outreach activities, such as:
- Staging periodic trade fairs to HUBs to demonstrate their products and services to potential buyers.
- Actively working with the Small Business Development Center (SBDC) to encourage potential HUBs
to go through the HUB Certification Program under the SBDC Certification Program.
- Invite other agencies to HUB Vendor Forums increasing potential opportunities for HUB vendors.
- Participate in programs that consolidate information. (Example: The Walker County Alliance website) about upcoming contracting opportunities and allow potential bidders to seek upcoming opportunities.
- Actively encourage potential contractors to use HUB subcontractors through wording in bid and proposal documents and through information given at pre-bid conferences and meetings.
Strategy – Compliance with state law; current state law requires that all purchases, except as specifically provided, be based whenever possible on competitive bids.
Strategy – Reporting requirements; a copy of the goals, objectives, and strategies will be included in the University Strategic Plan as required by Texas Government Code, Sec. 2161.123.
The plan must include:
- A policy or mission statement relating to increasing the use of Historically Underutilized Businesses by the state agency;
- Goals to be met by the agency in carrying out the policy or mission; and
- Specific programs to be conducted by the agency to meet the goals stated in the plan, including a specific program to encourage contractors to use Historically Underutilized Businesses as partners and subcontractors.
Strategy – System Office shall file a report related to bond issuance and items financed by bonds, as required by Section 55.03 Texas Education Code. The report shall contain the following information:
- The total number of contracts relating to the issuance of bonds by the board under this chapter and to the items to be financed by those bonds.
- The total dollar amount the board of regents must pay under each contract described by Subdivision (1) of this subsection; and
- The total number of businesses submitting bids or proposals relating to the issuance of bonds by the board under this chapter and to the items to be financed by those bonds.
Strategy – Historically Underutilized Businesses (HUBs) Advocacy Program; Sam Houston State University is a residential state supported institution, providing both undergraduate and graduate education through six doctoral programs. The University is organized into six colleges: College of Fine Arts and Mass Communication (COFAMC), College of Sciences (COS), College of Business Administration (COBA), College of Education (COE), College of Criminal Justice (CJ), College of Humanities and Social Sciences (CHSS) and College of Sciences (COS). The University offers seventy-nine bachelors, fifty-four masters, and six doctoral programs.
Procurement opportunities include supplies, materials, services, equipment, construction contracting, and professional services. Sam Houston State University is committed to both in “the letter and spirit” to make a Good Faith Effort to assist HUBs in the procurement process in accordance Government Code 2161.003 (Agency Rules) and the goals and rules established in Texas Administrative Code Title 34, Part 1, Chapter 20, Subchapter B (HUB Program-Rules).
Strategy – Procurement Procedures: The rules that govern Sam Houston State University procurement can be located on the following website under Procurement and Business Services policies:
Strategy – HUB Strategic Plan Progress Report.
Goal = Strategic Plan HUB Goal
Actual = % Spent with HUBs from HUB Report
Heavy construction other than building contracts
Building construction, including general contractors andoperative builders contracts
Special trade construction contracts
Professional services contract
Other services contract
HUB Advocacy Plan
Intention FY 2013
Mission - It is the intention of Sam Houston State University to develop and expand a HUB Program that will assist small, minority, and woman-owned businesses to do business with the State of Texas. Employees within the University are educated on the State HUB Program through the Procurement and Business Services Department. Every two years a comprehensive training class is provided to each procurement representative/s within the faculty and staff departments. The training class reviews all procurement policies and procedures. The HUB Program is also covered, in detail, within the training class. At the end of the training class all representatives sign an acknowledgement form indicating they clearly understand the HUB/Procurement and Business Services policies and procedures. Upon successful completion of the training class a certificate is given to each representative.
The University is totally supportive of Texas Government Code, Chapter 2161 that establishes the HUB program. The University will comply with both "the letter and the spirit" of the law and looks forward to the opportunities and challenges set forth.
University's Action Plan
Sam Houston State University has established an "Action Plan" for its HUB Program which is updated at the beginning of each fiscal year. The Action Plan consists of both internal and external objectives to foster growth in the University's HUB Program. The plan consists of on-going objectives as well as new objectives for the up-coming
- Advertise bids on the Walker County HUB Alliance webpage. The University has established a webpage to assist HUBs in obtaining bid proposals through a simple website format.
- Encourage local agencies to solicit bids from local certified HUB vendors and advertise their bids on the Walker County Alliance Association webpage. The webpage also allows other local governmental entities in Walker County to advertise their bid opportunities by way of the Internet.
- Assist the Small Business Development Center in reaching minority and women-owned businesses in the community and encouraging them to become HUB certified through the Small Business Development Center (SBDC). The SBDC has been a very effective tool in walking potential certified HUBs through the process of becoming HUB certified. The SBDC holds evening classes to discuss many of the advantages of potential HUBs becoming HUB certified.
- Provide training bi-annually (minimum) to departments concerning the University’s HUB requirements and goals (internal workshop), as well as the purchasing policies and procedures. This training program has proven to be very successful. The training covers a checklist of topics and each trainee is required to sign a written acknowledgement upon completion that they understand their duties and responsibilities in ensuring a “Good Faith Effort” is made with HUBs.
- Include training of the Centralized Master Bidders List (CMBL) and accessing HUB vendors. This allows departments to identify HUB vendors who can supply needed products or services.
- Offer one HUB Vendor Fair per year. Our Annual Vendors Fair is put on cooperatively with the Small Business Development Center, Texas Department of Criminal Justice, Walker County, and the City of Huntsville. Our fair has been effective from its inception by providing multiple avenues for HUBs to market their products. There have been several years our booths (over eighty) have been sold out one month prior to the vendor fair date.
- During SHSU's Annual HUB Vendor Fair, the HUB Coordinator will facilitate discussion between University departmental purchasing staff and HUB businesses to include helping businesses understand the University's procurement processes, explanation of the CMBL, benefits of HUB certification, and providing a "How to Do Business with SHSU" document.
- Attend HUB forums within our region and provide an opportunity for spot purchases to the vendors attending the HUB forums. Several awards have been issued through Spot Bid Fairs.
- Develop competition between the six executive divisions within the University on their monthly HUB percentages and “Good Faith Effort” with HUBs. This is an ongoing initiative that has been very instrumental in keeping all divisions updated on their progress and where they stand with their peers.
- Schedule a minimum of six in-house HUB vendor forums annually with the purchasing department and departments that may have an interest in their products or services. Several of these forums are scheduled throughout the year. This has been a good educational tool for both the purchasers and the departments.
- Maintain membership with the Texas Universities HUB Coordinators Alliance (TUHCA) and attend quarterly meetings.
- Through the University’s association with TUHCA continue a HUB advertising campaign in the Houston Minority Business Council’s Quarterly Newsletter and a yearly ad in the D-Mar’s BlackPages Magazine.
- Expand the University's HUB forums by inviting other neighboring agencies to attend and respond likewise to their HUB forums. In visiting with the HUB Coordinator at the Texas Department of Criminal Justice we concurred it would be beneficial to both agencies to attend each other's HUB forums given by an individual vendor.
- Develop a program to encourage contractors to use HUB vendors as business partners. At each pre-proposal conference where there are opportunities for subcontracting, an allotted time will be set aside to inform and encourage contractors to employ certified HUB subcontractors whenever possible.
- Develop and foster Mentor-Protégé relationships. The University has sponsored the following
• Office Depot / PDME
• Steelcase, Inc./ HBI, Inc.
• WW Grainger / The Burgoon Company
• Vaughn Construction / McCaffety Electric
The University has developed in-house forums in which Historically Underutilized Businesses (HUBs) are invited to Sam Houston State University to deliver technical and business presentationUniversity Program for HUB Forums
Attending these forums may include:
- Procurement personnel and department representatives who may use the products or services.
- Representatives from local governmental state, city, and county offices.
- Contractors/vendors currently contracting with the University who may be subcontracting for goods and services of a type supplied by HUBs.
The forums are organized in the following format:
- The forums will sponsor presentations by HUBs on the University campus.
- The HUB Coordinator shall identify and invite HUBs to make marketing
presentations on the types of goods and services they provide.
- Other neighboring governmental entities will be invited to the forums.
- The University may also elect to co-sponsor a forum with another state agency.
- The HUB Coordinator will direct HUBs to key staff within the agency.
- The HUB Coordinator will inform HUBs about potential contract opportunities and future awards.
- Both the forums and in-house marketing forums will be documented annually for each fiscal year.
HUB Subcontracting Plan (HSP)
In accordance with Texas Government Code §2161.252 and Texas Administrative Code Title 34, Part 1, Chapter 20, Subchapter B, Rule §20.14, each state agency (including institutions of higher education) that considers entering into a contract with an expected value of $100,000 or more shall, before the agency solicits bids, proposals, offers, or other applicable expressions of interest, determine whether subcontracting opportunities are probable under the contract. If subcontracting opportunities are probable, each state agency's invitation for bids or other purchase solicitation documents for construction, professional services, other services, and commodities with an expected value of $100,000 or more shall state that probability and require a HUB Subcontracting Plan (HSP).
In an effort to improve vendor compliance when completing the HUB Subcontracting Plan, TPASS has created and posted an audio file that explains, in a step by step method, how to accurately complete the HUB Subcontracting Plan (HSP). The following links have been provided as useful tools in the event the University has no pre-bid or pre-proposal conference for a particular solicitation requiring an HSP:
Links to Certified HUBs:
Centralized Master Bidders List (CMBL)
Walker County Alliance
Electronic State Business Daily (ESBD)
John C. Hitzeman
Associate Vice President for Business Services
Director of Procurement and Business Services