§ 2-1455. Outreach and assistance to subcontractors by the office of contract compliance.

To ensure that opportunities to participate on city contracts are available to the widest feasible universe of interested, available and qualified businesses, the office of contract compliance shall develop and implement a written comprehensive outreach program aimed at increasing business participation in the city's contracting and procurement process. This program may include, without limitation, any or all of the following:

(1)

The office of contract compliance may disseminate at community events, trade shows, and other appropriate business functions, and publish at regular intervals, in print and in electronic media (including publications or electronic media targeted to MFBEs and small businesses) information describing the equal business opportunity program, the small business opportunity program, and the functions of the office of contract compliance. In addition, the office of contract compliance may disseminate information in print and/or electronic form, may provide individualized counseling, and/or may conduct seminars regarding the certification process.

(2)

The office of contract compliance may establish a procedure to engage in continuous recruitment and outreach efforts directed at business assistance organizations to increase the pool of businesses available to do business with the city. The office of contract compliance may identify suppliers through business development organizations and participation at various trade shows, supplier diversity groups and work with various national and local supplier development counsels and organizations.

(3)

The office of contract compliance may disseminate at community events, trade shows, and other appropriate business functions, and publish at regular intervals, in print and in electronic media information identifying ongoing contracting opportunities with the city, and providing contact information by which businesses may obtain additional information from the office of contract compliance. OCC will provide this information in languages other than English, where appropriate. To the extent feasible, the office of contract compliance may enter into arrangements to share data regarding upcoming city projects, and subcontracting opportunities on the projects, with other businesses and agencies or jurisdictions in the Atlanta Region.

(4)

The office of contract compliance may assist businesses in submitting bids for contracts by disseminating information in print or electronic form, by providing individualized counseling, and/or by conducting seminars regarding the process for submitting a bid on a city project. The office of contract compliance may sponsor "How to do business with the City of Atlanta" seminars and invite a wide array of businesses.

(5)

The office of contract compliance may actively encourage businesses to attend the pre-bid conferences, providing face-to-face and one-on-one meeting opportunities with employees of the city within the divisions and departments that are involved with the contracting and procurement process. OCC may establish and implement training and awareness programs with the employees of the city's user departments to educate them with regard to increasing utilization of a wide array of businesses.

(6)

The office of contract compliance may provide information and advice to the department of procurement regarding the effectiveness of current bidding procedures in facilitating bidding on contracts by the widest feasible universe of interested businesses. This information may include suggestions regarding how to arrange solicitations, times for the presentation of bids, quantities, specifications, and delivery schedules in ways that facilitate the participation of all interested businesses. In this regard, the office of contract compliance may provide and encourage feedback from contractors and subcontractors regarding every aspect of the city's procurement process and may establish a system to allow for anonymous comments to be sent through the mail.

(7)

The office of contract compliance may create workshops for businesses located within the city on how to compete in the private sector, including advice on marketing, soliciting, and preparing a bid. OCC may establish a program which will incorporate business and entrepreneurial training and assistance mentoring, matchmaking, individual consulting and regular training workshops and seminars. To accomplish the same, OCC may reach out to and collaborate with regional higher educational institutions.

(8)

The office of contract compliance may develop communications and other written materials that are meant to encourage and provide information to contractors to increase their utilization of subcontractors. In addition, OCC may sponsor networking events that allow businesses to meet each other and that create an opportunity for contractors to discuss with subcontractors upcoming needs.

(9)

The office of contract compliance may develop a resource directory to be provided to interested businesses, with information regarding assistance in bonding and financing, financial management, accounting, construction management and technical assistance.

(10)

The office of contract compliance may establish policies to prohibit discrimination in the provision of credit or bonding regarding City of Atlanta contracts.

(11)

The OCC may work with existing service providers in the Atlanta Region: a) Develop a technical assistance program to prepare small businesses to compete for specific contracts; b) Implement and monitor a supportive services program to develop and improve immediate and long term business management, record keeping and financial and accounting capability for businesses; c) Develop and provide services to help businesses improve their long term development, increase their opportunities to participate in a variety of kinds of work, handle increasingly significant projects, and achieve self sufficiency; d) Establish a program to assist new, start-up or emerging businesses; and e) Assist businesses in developing their capability to utilize emerging technology and conduct business through electronic media.

(12)

The office of contract compliance may create and maintain records on all subcontractor participation on city projects. The office may perform investigations regarding the actual utilization of subcontractors during the term of the contract as compared with the anticipated use of subcontractors at the time of bid submittal. Subcontractors shall report the amount of work they anticipate performing on the contract and will report the actual work performed and the amount billed. The office of contract compliance will allow subcontractors to confirm the status of their subcontracts and the payments received thereunder.

(13)

The office of contract compliance may continue to develop its website to provide general information on doing business with the city, on the bid process, on how to get certified, to provide a calendar of events, bid lists, bid status reports, to post solicitation notices, and to provide downloadable forms and other appropriate information, in addition, contractors that have been awarded city contracts may be posted on the website to allow businesses to target their marketing efforts to contractors that have worked or are working with the city,

(14)

The office of contract compliance shall establish a mechanism by which a business can file an administrative complaint with the city if it believes a prime contractor or the city is discriminating in the award of contracts or subcontracts.

(15)

The office of contract compliance is authorized to develop and implement such other and further outreach activities and programs as the director may from time to time recommend. From time to time an overall evaluation of the effectiveness of the program with regard to non-discrimination in contracting shall be conducted. Appropriate changes to the measures and programs based on the results of the evaluations will be implemented.

(Ord. No. 2009-78(09-O-1876), § 12, 12-15-09)