(A) The Commuter Rail Division will take steps to ensure that minority and female entrepreneurs are kept informed of CRD’s procurement needs on a timely basis. As a first step toward the development of an effective communications system with minority and female entrepreneurs, the CRD, through its Disadvantaged Business Enterprise office, will conduct seminars and workshops on a periodic basis for the purpose of acquainting the DBE community with the nature, requirements and scope of CRD’s procurement activities.
(B) Written material will be developed and made available to the minority business community covering the following aspects of CRD’s procurement procedures:
(1) Specific steps on how to bid;
(2) Prerequisites for bidding on contracts;
(3) Information on where to obtain information on proposed procurements;
(4) Information on how plans and specifications can be obtained;
(5) Names of persons to contact concerning questions on bid documents;
(6) Names of procurement officers and office hours;
(7) Examples of responsive bids;
(8) Types of supplies and services needed; and
(9) Explanation of standard contract implementation procedures and requirements, concerning such matters as timely performance of work, contract changes and payment schedules.
(C) The Commuter Rail Division will make every effort to inform DBEs of bid notices and specifications related to their respective areas of expertise. At a minimum, bid notices will be placed in major area newspapers, DBE trade association newsletters and minority newspapers. Bid specifications will be made available to DBE contractor associations and technical assistance agencies. Efforts will also be made to have a lead time of 30 to 45 days from the publication of a bid notice to the receipt of bids to allow DBEs both the time to develop complete bid packages and to negotiate arrangements with any majority prime contractor.
(D) The Commuter Rail Division recognizes that DBE trade associations and technical assistance agencies are important resources for its DBE program and that CRD’s DBE office personnel will need to establish extensive contact with these organizations. In addition to the establishment of this linkage between CRD and DBE institutions, CRD’s DBE personnel will also make an extensive outreach effort to encourage DBEs to discuss their capabilities with DBE office staff. Such open door type contact will lead to increased CRD knowledge of DBE capabilities.
(Ord. CRB 84-42, passed 9-14-1984)