M/WBE Utilization Tracker: An Overview

The M/WBE Utilization Tracker allows vendors and agencies to monitor progress towards the contracts M/WBE goals in real-time.

A new M/WBE Utilization Tracker button is available in two places:

1. In the M/WBE Goals section of the Contract’s Header tab.
   The M/WBE goals table reflects the Group and Current Participation Goal %.
   The new ‘M/WBE Utilization Tracker’ button is above the table header.
2. In the Vendor Information section of the Manage Subcontractor window.
   The new ‘M/WBE Utilization Tracker’ button allows users to view the tracker without exiting the Subcontractor Object.

M/WBE Utilization Tracker – Columns and Definitions

• Group – Displays the type of M/WBE Certification. 6 groups are identified in the tracker: Unspecified, Black American, Native American, Hispanic American, Asian American, and Women.
• Current Participation Goal (%) – Displays the percent of the total contract amount that should go towards the M/WBE goal.
• M/WBE Total Contract Amount ($) – Displays the amount of the contract allocated to all subcontractors whose M/WBE certification is counted towards the contract’s M/WBE goal.
• Projected Utilization (%) – Displays the percentage of the total contract amount projected to go towards the M/WBE goal.
• Paid Amount ($) – Displays the current amount paid to the prime vendor (if their M/WBE certification is being counted towards the M/WBE goal) and/or the subcontractor(s). The amount is calculated as vendor invoices and subcontractor payments are recorded.
• Actual Completion (%) – Displays the percentage of the M/WBE goal that has been met so far based on the Paid Amount.

Note: The Actual Completion (%) will never show 100%. If the current participation goal is 10% and the subcontract meets that goal, the Actual Completion field will display 10%.

How it works:

The following is an example of how the M/WBE Utilization Tracker takes information from the contract and the subcontract and uses that data to calculate the projected utilization and actual completion percentage in real-time.

Total Original Contract Amount: $300,000

Contract’s M/WBE Goals: 10% Black American
This fills in the Group and Current Participation Goal (%) fields.

Subcontractor: Black American Certified.

Approved Subcontract Amount: $30,000
This fills in the M/WBE Total Contract Amount ($) field.

Projected Utilization: M/WBE Total Contract Amount ÷ Total Original Contract Amount × 100

Projected Utilization: $30,000 ÷ $300,000 (×100) = 10%

Once payment is submitted to the subcontractor and validated in PASSPort, users can see the Actual Completion.

Actual Completion: Paid Amount ÷ Total Original Contract Amount × 100

Actual Completion: $20,000 ÷ $300,000 (×100) = 6.7%

Once the current participation goal is met, the Actual Completion will display 10%.

M/WBE Utilization Calculation Scenarios

Prime Vendor meets the M/WBE goal.

• The Prime Vendor has a certification that matches M/WBE Goal requirement.
• The Prime Vendor does not need subcontractors to meet the goal.

Prime Vendor with Subcontractors meets the M/WBE goal.

• The Prime Vendor may or may not have a certification that matches the M/WBE Goal requirement.
• A subcontractor is needed to meet the goal.

Joint Venture meets the M/WBE goal.

• Joint ventures (JV) have ownership splits for all participating owning entities. If the sum of the ownership percentage of all entities with M/WBE certifications is 25% or more, the certified entities can contribute towards M/WBE utilization.
• The owning entities within the JV have the M/WBE certification needed to meet the M/WBE Goals.

Joint Venture with Subcontractors meets the M/WBE goal.

• Joint ventures have ownership splits. If the sum of the ownership percentage of all entities with M/WBE certifications is 25% or more, the certified entities can contribute towards M/WBE utilization.
• Total subcontract amount must be subtracted from Original Contract Amount to determine what percentage is going to the Joint Venture entities.

Factors Impacting the M/WBE Calculation

Tier	Subcontractors must be 1st tier subcontractor to be included in M/WBE calculations.
Status	Subcontractors must have an approved status (Approved, Revoked, or Pending Final Approval).
Vendor Type	M/WBE utilization calculations include four major scenarios: See M/WBE Utilization Calculation Scenarios. Within a Joint Venture, to qualify for M/WBE Utilization calculations the sum of the M/WBE certified owning entity ownerships percentage must be 25% or more. Prime Vendors can use all their certifications to meet multiple specified goals, while subcontractors / joint venture entities can only use one certification. If both the Prime Vendor and Subcontractor have the same certification for a specified goal, the goal will only be met through the Prime Vendor certification.
Procurement Method	For non-innovative procurement methods, Prime vendors’ M/WBE certifications are valid for utilization if they start before the ‘Contract Initiation’ step is completed and expire after this step. For innovative procurement methods, a Prime vendors' M/WBE certifications are valid if they start before the 'ACCO Manager Queue' step is completed and expire after this step.
Contract Amount	M/WBE utilization calculation is always based off the Original Contract Amount.