(A) (1) CRD will employ various procedures to ensure that known MBEs will have an equitable opportunity to compete for contracts and sub-contracts.
(2) Some of the procedures which will be utilized to ensure maximum opportunity for DBE participation in CRD procurement activities are as follows:
(a) Arranging solicitations, time for the presentation of bids, quantities, specifications and delivery schedules so as to facilitate the participation of DBEs;
(b) Providing referred assistance to DBEs in overcoming barriers such as the inability to obtain bonding, financing or technical assistance;
(c) Carrying out information and communications programs on contracting procedures and specific contracting opportunities in a timely manner, with such programs being bilingual where appropriate;
(d) An internal system whereby the Purchasing Manager and Insurance Manager will forward a copy of all solicitation documents to the Disadvantaged Business Enterprise office along with a listing of the firms being solicited as soon as each solicitation is prepared. The DBE staff will review the offering to determine if there are any additional qualified minority or female vendors available who should be solicited. The DBE office will respond not later than two working days following receipt of the documents;
(e) The provision of timely notice of each proposed contract (RFQ, RFP and the like) and the opportunity to bid thereon to DBEs through the use of mailing lists and advertisements in minority oriented media. To ensure the widest possible DBE solicitation, bid packages will also be mailed to minority business development agencies as soon as possible after preparation;
(f) The use of the least complicated bid forms appropriate for each procurement solicitation;
(g) The development of bid packages and RFPs so as to increase DBE participation. CRD will consider breaking contracts into manageable parts, prorating payment and delivery schedules and using stage bonding (which is bonding carried over from one project stage to another) whenever possible;
(h) Encouragement of the use of DBEs in construction management projects;
(i) The encouragement of the formation of joint ventures among DBEs and between majority and minority firms for performing CRD contracts;
(j) The establishment of prorated payment and delivery schedules for MBEs so as to minimize the cash flow problems faced by small business firms;
(k) The utilization of pre-bid and pre-construction conferences to emphasize MBE requirements and explain the forms that must be submitted with the bid regarding:
1. DBE participation;
2. Required documentation outlining efforts to obtain minority sub-contractors or joint venture partners; and
3. The use and availability of the DBE directory.
(l) Consideration shall be given, where appropriate and practicable, to the purchase of supplies and/or lease equipment required for jobs to allow for contracting only for the expertise required to perform the work.
(B) (1) In addition, CRD will offer assistance through the DBE office to minority and female entrepreneurs who have tradition ally been unable to overcome barriers to program participation.
(2) Such assistance shall include:
(a) Instructions in bid preparation, procurement policy and general bid requirements;
(b) Information on specific reasons for unsuccessful bids, when requested;
(c) Information on projected procurement opportunities with the CRD;
(d) Referral of DBEs to other agencies for financial management, personnel management and technical assistance; and
(e) Maintaining an adequate data base on the services rendered by agencies such as the Small Business Administration, the Minority Business Development Administration, Minority Business Opportunity Committee, Chicago Economic Development Corporation and other such agencies for dissemination to minority and female entrepreneurs.
(C) In order to eliminate additional barriers to DBE participation, the CRD staff will work closely with financial institutions, insurance and bonding companies and prime contractors in an effort to alleviate financial barriers to program participation. Consideration will be given to waiving or reducing bonding and insurance requirements where legally permissible and encouraging prime contractors to provide bonding for their DBE sub-contractors.
(Ord. CRB 84-42, passed 9-14-1984)