Part 4: Meet some M/WBEs
Don’t just take our word for it.
In today’s post, two M/WBE-certified design vendors — 3x3 and Blenderbox — tell us what it’s like to work with the City. 3x3 is an innovation consultancy specializing in human-centered design for organizational and community development. Blenderbox is a design firm specializing in creating digital experiences for mission-driven organizations, cultural institutions, and nonprofits. Their areas of expertise, service design and digital design respectively, continue to be in high demand as city agencies improve service delivery.
We asked both vendors to speak to the M/WBE process, and to offer any advice they have to those currently applying:
How did you hear about M/WBE certification? Why did you decide to apply?
3x3: Different states have different M/WBE programs, so depending on the geography you’re working in, it plays to your advantage to have an M/WBE certification. We were going after a lot of RFPs and certain RFPs have mandates for M/WBE participation, so we quickly realized we should probably apply. People were also telling us, “You should get your MWBE. It’s really great,” so the word-of-mouth reinforced its importance.
Blenderbox: We first learned about M/WBE certification when we were putting together a proposal for the Port Authority of New York and New Jersey back in 2008. In reviewing the RFP, we noticed that there were special provisions for M/WBEs, which prompted us to start looking into the program, whether we qualified, and how to go about obtaining a certificate — and this in turn led us to the NYC M/WBE program.
What was the certification process like?
3x3: It took a few months for us to first get our paperwork in order. At the time you had to be two years old to be eligible for M/WBE certification, and we were pulling paperwork we didn’t know we needed. It took us a while to put the application together, but because NYC Small Business Services (SBS) managed the process well, and had a pretty responsive hotline, they helped make the process smoother.
It then took a month or two to hear back. Luckily, we didn’t have any work that was contingent on the certification. When you’re a small firm and there’s so much on your plate that feels urgent, the M/WBE process can take a backseat. The amount of time it takes to procure some of the documents adds up.
Blenderbox: Overall, the process was fairly straightforward. For our original application, back in January 2009, we requested the NYC M/WBE application from the NYC Vendor Enrollment department website, which was mailed to us. We then spent about a month reviewing and compiling all of the necessary documentation, getting it notarized, and then submitted it by March 2009. That was a while ago now, so I don’t recall if there were follow-up questions, or any back-and-forth, but we ultimately received our certification in November 2009. The fact that we had already gone through the process with the Port Authority helped as well, since we were familiar with the type of documentation that would be required.
By the time we needed to renew our NYC M/WBE certification in 2012, the entire process had been moved online, which was great! We simply had to set up an account, complete the questionnaire, and upload all the necessary forms and documentation. For the renewal, there was a bit of back-and-forth for follow-up documents and clarifications, but we eventually got the renewal without issue. For the renewal, we worked with a consultant because, at that time, we were also navigating a New York State M/WBE application and they helped us to clarify some of the questions and prepare our documentation.
What work have you done with the City?
3x3: We work with various City agencies to engage their stakeholders using human-centered design. One exemplary project is a three-month accelerator program we developed with SBS to help small businesses in Media and Entertainment scale and elevate their brands, Accelerator for Media Pros (AMP NYC). The project was an opportunity to lead an agency through a full-scale human-centered design process. We started with qualitative research, proceeded to co-design and pilot the program, and set up a framework to evaluate the program’s implementation and impacts. SBS worked with us as though they were a part of our core team and we learned from each other — it was great to see capacity being built on their end to not just practice human-centered design, but also evaluate the program. Nowadays, this type of approach is becoming more in demand and notable as a desirable process in procurement.
We also recently formed a joint-venture with another organization that is becoming M/WBE certified. Many city agencies are looking to sign long-term, on-call service agreements with design vendors, so we were interested in how we could partner with smaller entities to respond. Since we are an M/WBE, we don’t always need to have M/WBE partners, but when we look for partners, we do try to find other M/WBEs to work with. We appreciate diversity, and it’s a small community.
Blenderbox: We’ve worked with numerous City agencies including the Mayor’s Office, the New York City Economic Development Corporation, the Department of Finance, the Department of Small Business Services, and the New York City Department of Education. The projects have ranged from strictly strategy and design, to marketing and communications websites, such as we.nyc, to complete, complex business applications, such as weteachnyc.org and myschools.nyc.
Any tips for other vendors going through the process?
3x3: If you are a newer business and know you want to get certified, check your paperwork in advance to ensure it’s in place and organized in the way SBS requests it.
Also, it’s important to know that you can always come back and edit those documents. The need to be perfect the first time around can be a huge barrier for people, so know that you can come back and correct them. SBS will contact you to request missing documents, so it’s better to go ahead and submit, even if you’re worried about mistakes. It’s an ongoing conversation after you apply.
I think it’s also a great time now to get certified; the City just pushed forth new mandates for M/WBE utilization and raised budget caps for micropurchases. These revised procurement requirements open the door for M/WBEs to meet new agencies, and respond to new projects. We’re excited to see how the M/WBE landscape changes in the coming years.
Blenderbox: I would recommend that vendors take advantage of the M/WBE certification workshops that are held by the City periodically, and to also take any opportunity to meet with City personnel to review the process, and any questions you might have, before attempting to prepare an application alone. It was helpful, for example, for us to know that the purpose of the documentation was to demonstrate my control and involvement in the day-to-day operations of our business. Even though my partner (a minority shareholder) is an authorized signer on our bank accounts and contracts, and I had delegated the preparation and execution of our statement of work agreements to him, I learned that it was important that it be my signature on company documents such as those and other contracts, as well as on insurance policies, leases, loans, and other pertinent business documents. So we changed our internal process to reflect that, and I took over the execution of contracts.
We hope hearing seasoned M/WBE veterans talk about how they navigated the certification process, and how they have benefited from the program, will encourage you to get started on your own application! Preparing it can be daunting, but the City wants to see you get certified, and we will help you get there.
We’d like to give a special shoutout to Kate, Megan and Priyanka at 3x3, and Sarah at Blenderbox for taking the time to chat with us about all things M/WBE!
If you enjoyed this article on the ins and outs of M/WBE certification, check out our other posts in this five-part series:
Part 1: New Year, New M/WBE
Part 2: Earning your M/WBE Badge
Part 3: The Art of the Profile
Part 5: More M/WBE Resources
If you have any unanswered questions about the M/WBE process, or want to get in touch, contact us at design@nycopportunity.nyc.gov.
