DARS Mentor ProtÉgÉ Program

DARS Mentor Protégé

Department of Assistive and Rehabilitative Services (DARS) Mentor Protégé Program The intent of the DARS Mentor Protégé Program is to build effective working relationships between leaders of mature established companies, such as DARS primary contract vendors, and emerging minority and women owned companies which allow HUB companies to benefit from the knowledge and experience of the established firms.

Mission

The mission of the DARS Mentor Protégé Program has three components:

  • 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

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

Responsible Agency Personnel

DARS HUB Staff is responsible for administration of the DARS HUB Program which includes:

  • Program outreach, education, compliance, and reporting; and
  • Maintaining application documents, program information materials, Mentor Protégé Application files, Mentor Protégé Agreements.

Mentor Protégé Relationship

Working together in regularly scheduled meetings, mentors and protégé's will focus on implementing the actions necessary to obtain the results reflected in their Mentor Protégé Agreement. 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.

Mentor Application and Selection

Prospective mentor companies will submit a completed DARS Mentor Protégé Application for consideration as a DARS sponsored mentor. The application is designed to collect information for staff to ascertain if the mentor:

  • is a registered bidder on the Texas Comptroller of Public Accounts (CPA) Centralized Master Bidder's List (CMBL);
  • has extensive work experience and can provide developmental guidance in areas that meet the needs of the protégé.
  • This could include, but is 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;
  • is in "good standing" with the State of Texas and is not in violation of any state statutes, rules or governing policies;
  • has mentoring experience; and
  • has a successful work history with government entities including city, county, state, and national entities.

When the DARS Mentor Protégé Application is completed and submitted, DARS HUB staff will review the application for the information as listed above. Once approved as a potential mentor company, HUB staff will then notify the mentor applicant of their acceptance by DARS as a mentor firm. Once accepted, the mentor company will be forward copies of applications received by protégés that meet the proposed mentor's criteria for selection of a protégé. It will be the responsibility of selected mentors to interview prospective protégés and draft a mutually agreed to Mentor Protégé Agreement.

Protégé Application and Selection

Prospective protégé companies will submit a completed DARS Mentor Protégé Application for consideration as a DARS sponsored protégé to the DARS HUB office. The application is designed to collect information for staff to ascertain if the protégé:

  • is certified as a HUB;
  • business has been operational for at least one year;
  • is willing to participate with a mentoring firm and has identified the type of guidance that is needed for its development;
  • is in "good standing with the State of Texas and is not in violation of any state statutes, rules or governing policies; and
  • is involved in a mentoring relationship with another contractor/vendor.

Once the protégé application is completed and submitted to DARS, the application will be reviewed by HUB staff for the information listed above. Once approved as a protégé company, HUB staff will forward copies of applications that match the proposed mentor's criteria for selection of a protégé. It will be the responsibility of selected mentors to interview prospective protégés.

Mentor Protégé Agreement

The Mentor Protégé Agreement is a document drawn between the mentor and protégé that details the nature of the relationship for the purpose of DARS sponsorship. Clearly defined mentoring expectations lead to an effective relationship.

It is the responsibility of the selected mentors to:

  • Interview prospective protégés to determine the probability of establishing a Mentor Protégé Agreement; and
  • Work with protégés to draft an agreement for submission to the DARS HUB office.

It is the responsibility of the selected protégés to:

  • Make contact with the potential mentor partner to establish the probability of entering into a Mentor Protégé Agreement; and
  • Work together with the prospective mentor to draft an agreement for submission to the DARS HUB office.

The mentor and protégé should agree on the nature of their involvement under the agency's Mentor Protégé initiative. The Mentor Protégé Agreement may include, but is not limited to, the following:

  • Identification of the developmental areas in which the protégé needs guidance;
  • The time period in which the developmental guidance will be provided by the mentor;
  • Name, address, phone number and fax numbers, and the points of contact that will oversee the agreement of the mentor and protégé;
  • Procedure for a mentor firm to notify the protégé in advance if it intends to voluntarily withdraw from the program or terminate the Mentor Protégé relationship;
  • Procedure for a protégé firm to notify the mentor in advance if it intends to terminate the Mentor Protégé relationship;
  • A mutually agreed upon timeline of the agreement and reporting requirements; and
  • The agreement must state that participation in the Mentor Protégé is voluntary and include written documentation that participation in the DARS 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.

The initial DARS Mentor Protégé Agreement sponsorship will be for a period of at least twenty four (24) months commencing from the date the Mentor Protégé agreement is signed by all parties, unless the agreement includes potential subcontracting opportunities that exceed this time period. The agreement may be extended by the mentor and protégé for any period thereafter.

The draft agreement will be submitted to the DARS HUB office for review and approval. Once the Mentor Protégé Agreement is approved by the DARS HUB office, three (3) copies of the agreement shall be drawn. One is to be retained by the mentor, one is to be retained by the protégé, and one is to be retained by the DARS HUB office.

Mentor Protégé Orientation Session

HUB staff will conduct a Mentor Protégé Orientation Session for selected mentors and protégés. The purpose of the orientation session is to help mentors and protégés understand their respective roles in the Mentor Protégé relationship. HUB staff will also detail their roles as well as the role of other agency personnel who are considered part of the program resource team. The orientation session will be held prior to the finalization of any Mentor Protégé Agreements sponsored by DARS. Attendance at an orientation session is a prerequisite for Mentor Protégé Agreement sponsorship by DARS.

Reporting Mentor Protégé Activities

It will be the responsibility of the mentor to submit a Mentor Protégé Program Monthly Report to the DARS HUB office, which outlines monthly meetings and activities between the mentor and protégé. The report should include a summary of key progress made by protégés relative to their respective agreements.

Mentor Protégé Program Reporting

On an annual basis, DARS HUB staff will compile reports submitted by mentors and protégés that document any progress made as a result of the agreements. Annual program evaluation information will be collected and prepared for submission with the agencies supplemental letter as a component of its annual HUB reporting materials.