Mentor-Protégé Program

Mentor-Protégé Program
The ultimate goal of the program is to provide developmental assistance to HUBs that will potentially increase their ability to contract directly with the state and/or to obtain subcontract opportunities under a state contract. Through the Mentor-Protégé Program, the Texas Parks and Wildlife Department (TPWD) will consider the cost effectiveness in broadening the pool to develop contract relationships between a mentor and protégé.

Mission of the TPWD Mentor-Protégé Program

To implement a Mentor-Protégé Program to assist in fostering long-term relationships between prime contractors and Historically Underutilized Businesses (HUBs). The program's three key components are:

• foster long-term relationships between prime contractors and HUBs;

• increase the ability and capacity of HUBs to be awarded contracts by the State of Texas; and,

• increase the overall participation of HUBs in subcontracting.

Purpose and Objective

To identify and overcome barriers that may inhibit or restrict the success of a HUB business by encouraging relationships with primary contractors/businesses, and to produce a broad base of high quality, competitive and profitable HUB companies through incremental improvement in their respective business practices.

Program Goals

• Develop Protégé Company’s competency in areas of identified need

• Increase Protégé Company’s long-term stability in their industry

• Increase the mentor company’s ability to identify potential firms that may be used as subcontractors for future contracts and increase its good faith efforts to utilize HUBs

Mentor-Protégé Relationship

Working together in regularly scheduled meetings, Mentors and Protégés will focus on implementing the actions necessary to obtain the results reflected in their Mentor-Protégé Agreement. The TPWD HUB Program Office staff will also attend regularly scheduled meetings with the team. Three Mentors will assist selected Protégés in developing implementation plans that identify the needs, actions and results required for the Protégé to be a successful businessperson and contractor.

Eligibility

To be eligible, both Mentors and Protégés must complete a TPWD Mentor Protégé Application form and be willing to comply with the reporting requirements reflected in the Mentor Protégé Agreement.

Protégé Application and Selection

Prospective Protégé Companies will submit a completed State of Texas Mentor Protégé Application for consideration as a TPWD sponsored Protégé to the TPWD HUB Program Office. The Protégé application is designed to collect information to determine eligibility and selection as listed below.
In determining the eligibility and selection of HUB Protégés, the following criteria will be used:

• (REQUIRED) Whether the Protégé is eligible and willing to become certified as a HUB; or is a currently certified HUB business;
• (REQUIRED) Whether the Protégé is willing to participate with a mentoring firm and has identified the type of guidance that is needed for its development;
• (REQUIRED) Whether the Protégé is in "good standing" with the State of Texas and is not in violation of any state statutes, rules or governing policies; and
• (DESIRED) Whether the Protégé is not involved in a mentoring relationship with another contractor / vendor.

In addition, the Protégé must meet two or more of the following criteria:

• New start up HUBs or HUBs qualified company with less than one year in operation;
• Currently certified HUB company in an eligible certification category which reflects under-utilization greater than other ethnicity/gender categories in the same industry;
• Currently certified HUB that offers goods or services in a commodity code in the top 10 spending categories as reflected in the Annual TPWD HUB Report (Comptroller's Object Code).
• HUBs or HUB qualified firms committed to participate in accordance with program rules, guidelines and processes for incremental growth and business success.

When the Protégé Application is completed and submitted, the application will be reviewed for evaluation against the basic eligibility criteria. Once a Mentor-Protégé match is made, a final agreement will be signed by representatives of the Mentor, the Protégé and TPWD.

Mentor Application and Selection

Prospective mentor companies will submit a completed State of Texas Mentor Protégé Application for consideration as a TPWD sponsored mentor. The TPWD Mentor Protégé Application is designed to collect information for staff to determine eligibility of the following.

• (REQUIRED) Whether the Mentor is a registered bidder on the Texas Building and Procurement Commission's Centralized Master Bidders List (CMBL);
• (DESIRED) Whether the Mentor has extensive work experience and can provide developmental guidance in areas that meet the needs of the Protégé, including but not limited to, business, financial, and personnel management; technical matters such as production, inventory control and quality assurance; marketing; insurance; equipment and facilities; and/or other related resources;
• (REQUIRED) Whether the Mentor is in "good standing" with the State of Texas and is not in violation of any state statutes, rules or governing policies;
• (DESIRED) Whether the Mentor has mentoring experience; and
• (REQUIRED) Whether the Mentor can demonstrate a successful work history with government entities including city, county state or national entities.

When the Mentor Application is completed and submitted to the TPWD HUB Program, the application will be reviewed for the basic eligibility criteria as listed above. If the selection criterion does not conflict with criteria stated in the TPWD Mentor-Protégé Program policy, the mentor applicant will be notified on their acceptance as a mentor firm. Once a Mentor-Protégé match is made, a final agreement will be signed by representatives of the mentor, the Protégé and TPWD.

Mentor-Protégé Agreement

The written agreement will include, but is not limited to the following:

1. Name, address, phone / fax numbers, and points of contact for both the Mentor and Protégé firms.
2. A mutually agreed timeline of the agreement and reporting requirements.
3. Identification of the developmental areas in which the Protégé needs guidance.
4. The agreement must state that the participation by the Mentor-Protégé is voluntary. The agreement must include written documentation that participation in the agency's Mentor-Protégé Program is neither a guarantee for a contract opportunity nor a promise of business; but the Program's intent is to foster positive long-term business relationships.

Participation by TPWD in the Mentor-Protégé Agreement is limited to a period not to exceed twenty-four (24) months commencing from the date the Mentor-Protégé Agreement is signed by all parties.

Matching Mentors to Protégés

The following criteria will be used when TPWD HUB Program staff is "matching" potential Mentors to potential Protégés. Program staff will make every effort to develop Mentor-Protégé relationships based on either:

• Mentors who share the same major programmatic responsibility as their Protégés;
• Mentors who use the services/products offered by the Protégés in connection with a TPWD contract; and/or
• Mentors who may be willing to allow Protégés to distribute products manufactured by the Mentor.

Geographic proximity of Mentors to Protégés will be considered in making potential matches.

Program staff will conduct Mentor-Protégé Orientations for the purposes of helping selected Mentors and Protégés understand their respective roles in a Mentor-Protégé relationship. The role of TPWD HUB Program staff will also be detailed during orientation sessions. These orientation sessions will be held prior to the finalization of any Mentor-Protégé Agreements. Attendance of the orientations is a prerequisite for inclusion in the TPWD Mentor-Protégé Program.

Mentor-Protégé Program Orientations/Efforts

1. TPWD Orientations
   The TPWD HUB Program Office will conduct Mentor-Protégé Orientations. These orientation sessions will be conducted for the purpose of helping selected Mentors and Protégés understand their respective roles in a Mentor-Protégé relationship. The TPWD HUB Program Office will also detail their role as well as the role of other agency personnel who are considered part of the program resource team. These orientation sessions will be held prior to the finalization of any Mentor-Protégé Agreements sponsored by TPWD. Attendance at an orientation session is a prerequisite for Mentor-Protégé Agreement sponsorship by TPWD.
2. TPWD Mentoring Efforts
   To assist vendors in gaining knowledge regarding TPWD contracts and bid opportunities, the TPWD HUB Program Office will provide quarterly training to interested Protégés, HUBs, and other small businesses regarding TPWD procurement processes. This mentor relationship will provide assistance to potential proposers and bidders in being a responsive vendor
   
   Who Administers the Mentor-Protégé Program?
   The TPWD HUB Program Coordinator and/or designee are responsible for administration of the TPWD program. Procedures for this program are provided in the Mentor-Protégé Program Guidelines maintained by the TPWD HUB Program Coordinator.
   • The HUB staff is responsible for maintaining application documents, program information materials, Mentor and Protégé Application files, Mentor-Protégé Agreements.
   • The HUB staff is responsible for Program outreach, information dissemination and program reporting and evaluation.

REPORTING

1. Reporting Mentor-Protégé Activities
   Quarterly, the TPWD HUB Program Office will compile reports and surveys submitted by Mentors and Protégés that document any progress made as a result of the agreements. This report should include a summary of key progress made by Protégés relative to their respective Agreements. The TPWD HUB Program Office will also coordinate quarterly meetings (or telephonic conferences), facilitated by the TPWD HUB Program Office, to discuss the progress of both the Mentor and Protégé. In addition, annual program evaluation information will be collected and prepared for submission with the agency’s supplemental letter as a component of its annual HUB reporting materials. Case study format reporting will also be considered for the Annual HUB Report. The program efforts and results will also be reported in the agency HUB Strategic Plan.
2. Reporting to the Texas Comptroller of Public Accounts
   In accordance with CPA’s HUB Rules, 34 TAC, Rule 20.298, TPWD will report each sponsored Mentor-Protégé relationship to the CPA upon completion of a signed agreement by both parties. Information regarding the Mentor-Protégé Agreement shall be reported to the CPA in a form prescribed by the CPA within 21 calendar days after the agreement has been signed. The CPA will register all agreements on the approved list of Mentors and Protégés.
   Approved Mentor-Protégé Agreements are valid for all state agencies in determining good faith effort for the particular area of subcontracting to be performed by the Protégé identified in the HUB Subcontracting Plan.
3. HUB Coordinator - Mentor-Protégé Program Reporting
   On an annual basis, the TPWD HUB Program Office will compile reports submitted by Mentors and Protégés that document any progress made as a result of the agreements. This report should include a summary of key progress made by Protégés relative to their respective agreements.
   Annual program evaluation information will be collected and prepared for submission with the agency’s supplemental letter as a component of its annual HUB reporting materials. Case study format reporting will also be considered for the annual HUB report. The program efforts and results will also be included as a part of the agency’s HUB Strategic Plan.