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Letter from DOT to Oversight Committee (November 17, 2016)

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Letter from DOT to Oversight Committee (November 17, 2016) Accountability Question: Are any agency vehicles equipped with global positioning system devices? If yes, please provide summary of how or if, these devices are utilized as an accountability measure? If no, has the agency considered using these devices as an accountability measure? Response: Currently, SCDOT does not systematically have GPS tracking devices installed on agency vehicles. However, from time to time, SCDOT does place tracking devices on vehicles during investigations of employee behavior. The potential use of GPS devices systematically on our vehicle fleet has been an item of interest for the agency primarily from a cost savings perspective. As such, SCDOT has reviewed the technology currently available and estimates a potential of $350,000 in fuel savings. As part of our due diligence, SCDOT has also researched the use of GPS systems by other state agencies in South Carolina, as well as numerous transportation agencies in other states. We believe that transportation agencies in other states have been able to realize savings. However, the South Carolina state agencies we polled did not have data to show savings yet because the systems were recently implemented. We expect to continue to review the subject once actual cost savings data from our sister state agencies is available. Question: Are there proper internal investigations to combat corruption? If yes, please provide a summary of internal agency activities with help combat corruption. Response: SCDOT takes fraudulent and unethical behavior very seriously and has had a formal process in place to address complaints for many years, but recently strengthened it by developing a process that links Internal Audits, Human Resources, and Legal to vet, review, track/log, and note disposition of complaints. Please see Attachment 2. This new process was enabled by some of the reforms that Act 275 of the 2016 legislative session delivered regarding SCDOT governance. The Director of Internal Audits now reports to the Office of the State Auditor rather than the Commission. The State Auditor has embraced the new function and, as such, has revamped SCDOT’s internal audit function. The agency will continue to utilize the State Inspector General’s fraud hotline and engage the Federal Office of Inspector General as well as the State Law Enforcement Division as required. Implementation of Legislative Audit Council Recommendations Question: Please provide the committee with an update on the agency’s implementation of Legislative Audit Council recommendations. Response: Progress continues to be made with implementing the items associated with the LAC review. Attachment 3 is the agency’s most recent update, including target dates. 1 Minority and Small Business Affairs Question: Please provide the committee with an update on the activities of the Office of Minority and Small Business Affairs activities. As a part of this update, please include statistical information on (1) those entities which have made application and received certification in compliance with federal and state requirements as a disadvantaged business enterprise including the date of application, date of certification, reason for social and economic disadvantage noting any applicable presumptive group (2) number of contacts since the date of certification to which those entities qualified, and (3) value of contracts and subcontracts awarded to those entities certified as a disadvantaged business enterprise. Response: The mission of the SCDOT Division of Minority and Small Business Affairs is to enhance equal opportunities through small business development, contracting, monitoring, and workforce development. Several programs are implemented in this division to ensure compliance with State and Federal regulations. They are as follows: Disadvantaged Business Enterprises (DBE) External Equal Opportunity (EO) External On-the-Job Training (OJT) Title VI Affirmative Action The majority of the Division’s efforts are spent with the DBE Program. A unit within the Division strategically works to build and maintain relationships that facilitate the development of socially and economically disadvantaged businesses and individuals. SCDOT's DBE program and the Small Business Enterprise (SBE), which is an element of the DBE program, assist prime contractors in their efforts to identify and utilize small businesses that are participating in the Agency’s DBE Program. Certification is granted through the Division as verification that a business is bona-fide in its claim to be a disadvantaged/small business enterprise. Certified firms are used to meet goals on federally assisted projects and certain state contracts. The activity updates in this document will focus on three areas: Certification - Approximately 800 firms are currently certified through the South Carolina Unified Certification Program (SCUCP). The program is implemented in accordance with Federal Regulations 49 CFR 26 regarding disadvantaged status, control, ownership, personal net worth, and business size. Federal guidelines require that decisions on applications for certification are handled within 90 days of receiving all information required from the applicant firm. However, SCDOT estimates that we have averaged 45 days of processing time from the receipt of a complete application. Statistical information for firms certified through SCDOT is found in Attachment 4. The chart includes the company name, date of completed application, date of certification, and reason for socially and economically disadvantaged. In accordance with Federal regulations, the groups presumed to be socially disadvantaged are citizens of the United States (or lawfully admitted permanent residents) who are women, Black Americans, Hispanic Americans, Native Americans, Asian-Pacific American, subcontinent Asian Americans, or other minorities found to be disadvantaged by the SBA. 2 The acronyms listed in Attachment 4 are defined as follows: DBE – Disadvantaged Business Enterprise ACDBE – Airport Concession Disadvantaged Business Enterprise DWBE – Disadvantaged Woman Business Enterprise Business Development Center – The Business Development Center (BDC) at SCDOT is an important part of the Division. The BDC provides programs and services to the DBE business community, as well as other small businesses that have been certified through the SCUCP. This task is accomplished through the various services available for firms seeking to participate in SCDOT pre-construction and construction related projects, as well as other procurement opportunities. Examples of supportive services include: Education and Training - An average of thirty workshops, seminars, and certification programs are offered throughout the year. Financial Management/Bookkeeping Assistance - Firms are introduced to various bookkeeping methods and provided information on the numerous traditional and non- traditional funding resources. Note: SCDOT has partnered with the Financial Management Partners reflected below: SC Community Loan Fund Celtic Bank Carolina Collegiate Federal Credit Union Congaree State Bank Marketing Assistance - Staff assists with the development of brochures, business cards, stationery, flyers, and capability statements. Networking - Opportunities for primes and subcontractors to engage in dialogue are zealously sought and exercised. On-Site Technical Project Assistance - Certified firms winning contracts through SCDOT or prime contractors are offered support through every phase. Mentor Protégé Program Alliances - This program is designed to partner certified DBE firms with successful general contractors or professional service providers who contract with SCDOT on highway design, engineering or construction projects. These relationships should foster a more effective and diverse pool of contractors capable of bidding on future SCDOT projects. Certified DBE firms successful in winning construction and professional services contracts directly with SCDOT and prime contractors are found in Attachments 5 and 6. This data is from 2010 forward. If you desire data prior to 2010, please advise and we will manually pull the information. Affirmative Action – Below is a list of Affirmative Action initiatives accomplished by the Division. Developed and implemented an Affirmative Action training curriculum for all hiring managers, supervisors, and Human Resources Coordinators in support of the Agency’s underutilization, equal employment opportunity, and affirmative action efforts. 3 Implemented a new Underutilization of Justification format to be utilized by all managers and supervisors to submit for processing when justifying hiring from a group that is not underrepresented in a particular unit. Increased outreach efforts and attended hiring events in efforts to increase SCDOT’s applicant pools with more qualified and suitable candidates to be considered for employment. Maintenance Question: What is the schedule for grass cutting off I-95 near the rest area coming into Florence (mile marker 139)? Response: Currently, we have 4 mowing cycles on our interstates. For I-95 in Sumter County the mowing cycles for 2016 were on May 9, June 27, Aug 20 and Oct 24. All mowing on I-95 in Sumter County has been completed for this year. Question: What is the schedule for maintenance of the Welcome to South Carolina signs on I-95 at the Georgia/South Carolina line? Is there a projected date as to when the sign will be replaced? Response: There are two types of signs at this location. There is the standard “Smiling Faces,
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