§ 324-39. 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 MBEs and WBEs. Program effectiveness measurements will also include efforts by the city's contracting agencies to provide prime contracting opportunities for MBEs and WBEs. At the end of each contract, after receipt of the information required by subsection (b) of this section, the department will prepare a report on the utilization of firms in the MBE and WBE program. Data in this report will include information on the gross income size of the firms participating on each contract, the race and gender of each contractor and subcontractor performing work under the contract, and the total payments made to each contractor and subcontractor performing work under the contract.

(b)

At the end of a contract, the director shall require the prime contractor to report to the department the identity of each MBE and/or WBE to which the contractor awarded a subcontract for the purchase of non-professional services, professional services, and supplies, and the total payments made to each MBE and/or WBE.

(c)

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

(1)

Awards to MBEs and WBEs, including names of contractors and subcontractors, nature of the work and services performed, and the percentage of MBE and WBE participation per contract. The department will obtain regular reports from prime contractors on their progress in meeting contractual MBE and WBE commitments;

(2)

Specific efforts to identify and award contracts to MBEs and WBEs;

(3)

Copies of direct mailings to MBEs and WBEs;

(4)

Pre-bid conference information;

(5)

Requests for assistance from the MBEs and WBEs interested in bidding or proposing on city contracts and subcontracts;

(6)

Workshops, seminars and training programs conducted for MBEs and WBEs;

(7)

Efforts to assist MBEs and WBEs in acquiring bonding and insurance; and

(8)

Contracts for which a waiver of MBE or WBE participation has been obtained.

(d)

The director will prepare quarterly MBE and WBE development reports for submission to city council. These reports shall be disaggregated by minority group as defined in Section 324-1-M1 and shall include:

(1)

The number of contracts awarded to MBEs and WBEs;

(2)

A description of the general categories of contracts awarded to MBEs and WBEs;

(3)

The dollar value of contracts awarded to MBEs and WBEs;

(4)

The percentage of the dollar value of all contracts awarded to MBEs and WBEs during the preceding year;

(5)

The actual dollar amount paid to MBE, WBE and non-M/WBE vendors as prime or subcontractors; and

(6)

The percentage of the dollar amount paid to MBEs and WBEs compared to the total amount paid under the contracts.

(Ordained by Ord. No. 308-2015, § 1, eff. Jan. 1, 2016)