§ 323-27. City Maintained Records and Reports.

(a)

The effectiveness of this program will be measured by a review of data indicating prime and subcontract awards to SBEs, SLBEs, and ELBEs. Program effectiveness measurements will also include efforts by the city to provide prime contracting opportunities for SBEs, SLBEs, and ELBEs. At the end of each contract, the department will prepare a report on the utilization of firms in the SBE, SLBE, and ELBE programs. Data in this report will include information on the gross income size of the firms participating on each contract. Each project manager and the procurement staff will continuously maintain, and compile monthly, information relating to the departments' use of SBEs, SLBEs, and ELBEs, including information regarding subcontractors and efforts toward SBE program participation.

(b)

At the end of a contract, the director shall require a contractor to report to the department the identity of each SBE, SLBE, and ELBE to whom the contractor has awarded a subcontract for the purchase of services, professional services, supplies, materials, and equipment.

(c)

The director shall prepare quarterly a consolidated report based on a compilation and analysis of the reports submitted by each project manager and the procurement staff, information provided by the finance department, and the reports submitted by prime contractors. This record-keeping system will identify and assess SBE, SLBE, and ELBE contract awards, prime contractors' progress in achieving SBE, SLBE and ELBE subcontract participation, and other SBE, SLBE and ELBE development and contracting efforts. Specifically, the department in conjunction with all city agencies will maintain records showing:

(1)

Awards to SBEs, SLBEs and ELBEs including names of contractors and subcontractors, nature of the work and services performed, and the percentage of SBE, SLBE and ELBE participation per contract. The city of Cincinnati will obtain regular reports from prime contractors on their progress in meeting contractual SBE, SLBE and ELBE commitments;

(2)

Specific efforts to identify and award contracts to SBEs, SLBEs and ELBEs;

(3)

Copies of direct mailings to SBEs, SLBEs and ELBEs;

(4)

Pre-bid conference information as it relates to the SBE, SLBE and ELBE programs;

(5)

Requests for assistance from the SBEs, SLBEs and ELBEs interested in bidding or proposing on city of Cincinnati contracts and subcontracts;

(6)

Workshops, seminars and training programs conducted for SBEs, SLBEs and ELBEs;

(7)

Efforts to assist SBEs, SLBEs and ELBEs in acquiring bonding and insurance; and

(8)

Contracts for which a full or partial waiver of SLBE or ELBE participation was granted pursuant to Section 323-17 of this chapter.

(d)

The director will submit quarterly SBE, SLBE and ELBE development reports to city council. These reports shall include:

(1)

The number of contracts awarded to SBEs, SLBEs and ELBEs;

(2)

A description of the general categories of contracts awarded to SBEs, SLBEs and ELBEs;

(3)

The dollar value of contracts awarded to SBEs, SLBEs and ELBEs; and

(4)

(A)

The percentage of the dollar value of all contracts awarded to SBEs, SLBEs and ELBEs during the preceding year;

(B)

The actual dollar amount paid to SBE, SLBE, ELBE and all other vendors as prime or subcontractors; and

(C)

The percentage of dollar amount paid to SBEs, SLBEs and ELBEs compared to the total.

The city of Cincinnati does not discriminate against any company or group of companies in its contracting and procurement activities on the basis of race, color, age, religion, sex, national origin, handicap/disability or veteran status. The SBE, SLBE and ELBE opportunity does not propose any numeric goals determined by the rate of program participation by minorities or women, but will require this information at the end of city contracts. The program is designed to include all segments of the region's business community by increasing the competitiveness and profitability of all small businesses as defined within this program.

(Ordained by Ord. No. 307-2015, § 4, eff. Jan. 1, 2016)