HOW TO DO BUSINESS
WITH THE
CITY OF CHARLOTTE
Check Out How Business Works In Charlotte at
http://smallbiz.charmeck.org
City of Charlotte
Small Business Development Program
600 East Fourth Street, Suite 138
Charlotte, NC 28202
704-336-2473
Revised August 2007
GETTING STARTED
Because your business is important to us, we are providing this booklet to assist your business in
promoting and marketing products and services to the City of Charlotte.
Included in this booklet is 1) information to assist you in locating commodity, service and construction
opportunities, 2) an overview of the contracting and purchasing process and 3) various business
development and financial resources. We hope this booklet is helpful. If you have any questions or
comments, please call (704) 336-2473.
TABLE OF CONTENTS
List of City Key Business Units
What the City Buys
How the City Buys
Notification of Bid Opportunities (SBE & MWBE Certification)
Bids & Proposals
Awarded Contracts
Bonding
Responsive Bids/Proposals and Responsible Vendors
Supplies, Equipment & Services
Construction Repair & Maintenance





Qualifications for Prime Subcontractors
Engineering & Property Management
Aviation
Charlotte Mecklenburg Utilities
Neighborhood Development
Operational & Professional Services




Qualifications for Architectural, Engineering or Surveying Svcs.
Operational Services
Professional Services
Qualifications for Landscaping Services
Marketing Your Firm
Department Liaisons
Business Resources
Financial Assistance Resources
2
3
4
5
6
7
8
9
10
11
12
12
13
14
15
16
17
17
18, 19
17
19
20
21, 22
23
24
KEY BUSINESS UNITS
The City of Charlotte (The City) provides services to its citizens through 14 Key Business Units (KBUs). Ten of
these KBUs are “Service Units” and provide services directly to citizens. The other four “Support Units” provide
business and administrative support to the “Service Units”.
The 14 KBUs include:
1. Aviation (ask about DBE Certification1)
2. Budget & Evaluation *
3. Business Support Services *
4. Charlotte-Mecklenburg Planning
5. Charlotte-Mecklenburg Police
6. Charlotte-Mecklenburg Utilities
7. Engineering & Property Management
8. Finance *
9. Fire
10. Human Resources *
11. Neighborhood Development
12. Solid Waste Services
13. Charlotte Area Transit System (ask about DBE Certification)
14. Transportation
* Indicates Support Units
The City’s Manager’s Office is not a KBU.
It is organized as follows with 5 Divisions:
City Manager’s Office:
1. Community Relations
2. Corporate Communications
3. 311 Call Center / Customer Service
4. Economic Development Office (Small Business Development Program is here)
5. Internal Audit
1Firms
interested in participating in the Disadvantage Business Enterprise (DBE) Program may certify as a DBE through the City of Charlotte’s
Aviation or Charlotte Area Transit System. (See page 19 for contacts).
3
WHAT THE CITY BUYS
A complete listing of City purchases would be too lengthy to include here, however, the following are some
examples of products and services commonly purchased by the City.
Supplies, Equipment and Services
Chemicals
Printing & publishing
Catering
Uniforms
Oils & lubricants
Office supplies, furniture, equipment
Motor vehicles & vehicle parts
Hand & power tools
Technological equipment
Temporary personnel services
Construction, Repair, and Maintenance
Building & road work
Paving & concrete work
Related trade industries (HVAC repair & maintenance, plumbing, electrical services,
demolition, hauling, sound insulation)
Curbs, gutter, sidewalk
Operational and Professional Services
Architectural
Engineering
Legal
Surveying
Landscape & mowing
Janitorial
Grounds keeping
Pest control
4
HOW THE CITY BUYS
The Procurement Services Division (PSD) of the Business Support Services KBU is the City‟s central buying
office responsible for making general purchases of products and services. The PSD is also responsible for
establishing citywide contracts through which all KBU‟s are able to buy commonly used products or services.
In addition to the purchases made by the PSD, products and services are also purchased directly from vendors
by each of the KBU‟s.
The City starts the process of purchasing a product or service by soliciting offers from prospective vendors.
Solicitation for offers is the City‟s way of formally announcing to the public the method it plans to use to
purchase a certain product or service.
A purchase is initiated by one of three types of solicitations:
RFQ (Request for Quote)
ITB (Invitation to Bid)
RFP (Request for Proposal)
The type of product or service being solicited determines the method we use and the method of solicitation
determines what type of response a vendor should submit. We use the following criteria:
RFQ
ITB
RFP
(Request for Quote)
is used when:
(Invitation to Bid)
is used when:
(Request for Proposal)
is used when:
Purchases of products or
services are likely but more
information on price, delivery
and market conditions is
needed
Specifications for proposed
service and commodity
purchases are nonnegotiable, complete, clear
and can be described in
exact terms
Specifications for service and
commodity purchases can not
be easily described in
concrete terms and/or factors
other than price need to be
considered
Alternate terms and conditions
for project completion or
service delivery may be
suggested by vendors
The City is committed to promoting equal opportunity for all and to eliminating prohibited discrimination in all forms. Prohibited
discrimination means discrimination against any person, business or other entity in contracting or purchasing practices on the
basis of race, color, sex, or national origin. City certified SBE firms may receive solicitations from prime contractors/service
providers to bid on subcontract/sub-consulting opportunities.
5
NOTIFICATION OF BID OPPORTUNITIES
Public Advertisement
Contracts and purchases $100,000 and over are advertised in local newspapers including The Charlotte
Observer, The Charlotte Post, La Noticia, the North Carolina Interactive Purchasing System website
(www.ips.state.nc.us), on the City‟s website (www.charmeck.org) and via postcard, fax, or email notification.
Advertisements are not required for purchases whose value is less than $100,000 or any service contracts.
THE LIST- Vendor List for Commodities and Services
The City maintains a list of all potential vendors grouped by products and services. Vendors included on the
City‟s vendor list may receive solicitations for oral quotes or written responses on a needed product or service.
Please be advised that this does not automatically guarantee you will be informed or included in all bid
requests. It is still your responsibility to learn of upcoming opportunities. Vendors that are on THE
LIST have increased exposure and opportunity for notification. There are two ways to get your business on
THE LIST - SBE/MWBE Certification or Vendor Registration.
Small Business Enterprise (SBE) Certification
A small business enterprise (SBE) interested in doing business with the City is encouraged to complete the
City‟s SBE certification application. (Certification is not required for bid activity or contract awards) but is
recommended for participation in the Small Business Development Program. For more information on the
SBDP, visit our website at http://smallbiz.charmeck.org. The SBE certification process verifies that your
company meets the size standards established by the City. Interested firms may also apply for MWBE
Certification for Minority or Woman-Owned firms using the SBE certification application.
Certified firms are added to THE LIST automatically and receive periodic notification of upcoming
procurement, services and construction opportunities.1
Vendor Registration
If a vendor doesn‟t meet certification criteria or does not wish to become certified, they can complete and
submit a Vendor Registration Form to be added to the vendor list. Forms are available online at
www.charmeck.org under the Procurement Services Division Department. Vendors should describe all of their
products and services on the application.
Do not complete the Vendor Registration form if you are interested in SBE or MWBE certification. You
may download a certification application from the SBDP website or call 704-336-2473 to request an
application.
1A vendor who receives a solicitation from the City but chooses not to submit a bid or proposal is encouraged to respond to us in
wish to continue receiving solicitations from us in the future.
6
writing that you still
BIDS and PROPOSALS
Bids and Proposals are submitted by vendors in response to solicitations from the City. Prospective
vendors submit bids (competitively priced offers) in response to. Prospective vendors submit written
proposals in response to RFPs.
Bids
Proposals
W
H
E
N
Are submitted in the bidding process
Are submitted in the proposal process
W
H
E
R
E
Are opened in public and read out
loud at a specified time and date
Are opened at a specified time and date
Determine prospective vendors,
prices, available items and methods
of delivery, usually for a specific
commodity
Are used when methods of accomplishing
a task are desired
Are used to develop contract terms and
conditions
W
H
Y
When putting together a bid or proposal a vendor should:
Make time to review and carefully study all of the written specifications
Attend pre-bid or pre-proposal conferences (especially when mandatory) to ask questions,
make suggestions and request clarification on any of the proposed specifications or
requirements
Have the ability to meet all of the contract requirements
Adhere to all written instructions, including any requirements for submitting properly sealed
and labeled packages, providing supplemental information, and meeting due dates and
times
Review all official written addenda of requirement changes resulting from the pre-bid or
pre-proposal conference
Account for all conditions of purchase, delivery and payment
Include accurate costs and estimates of material, labor, overhead, packaging, and
transportation
Consider market conditions, i.e., price changes in raw materials, labor, whether a price
adjustment clause is needed in the contract
Include insurance certificates (when specified in the solicitation)
Include bid security (when specified in the solicitation)
Ask for clarification
Note:
Completed responses must be submitted and received by the contracting office before the date and time
specified in the solicitation. Vendor responses that are received after the specified date and time may
be rejected and returned to the vendor unopened.
7
AWARDED CONTRACTS
Awarded contracts become binding when a purchase order or contract document has been executed. The
vendor is bound to perform in accordance with contract specifications or may be held liable by the City for
breach of contract. Once a purchase order or contract has been issued, changes to the terms and conditions
of the accepted proposal are not allowed except by written, formal action.
The City issues purchase orders and/or contracts either through informal or formal procurement processes:
Informal (under $100,000) Purchase
Process & Contract Award
1.
Formal (over $100,000) Purchase
Process & Contract Award
City solicits quotes by phone, mail or fax
1.
City solicits written responses to RFPs or
ITBs through advertisement or vendor notification.1
(Advertisement of contract opportunities is NOT
required)
(Advertisement of contract opportunities IS required)
2.
2.
Vendors submit oral, written or faxed
quotes by specified date and time
3.
City awards contract to selected vendor
3.
4.
Purchase order (or contract) is issued to
vendor
4.
1Refer
Vendors attend pre-bid or pre-proposal
conference (Question-Answer session)
Vendors submit completed, sealed
response packages by the specified date
and time
to Notification of Bid Opportunities Information on page 6.
8
City Council awards contract
BONDING
Bonding is generally, required only when mandated by statute or policy. The types of bonds that we may
require include:
Bid Bond
W
H
O
W
H
Y
W
H
E
N
Performance Bond
Payment Bond
A prospective vendor
A successful vendor
A successful vendor
Assures that a vendor will not
withdraw the bid within the period
specified for acceptance
Assures that a vendor will
execute a written contract (or
honor the written acceptance of
the bid/proposal as executed by
the purchasing agency)
Assures that a vendor will furnish
such performance and payment
bonds, insurance certification,
etc., which may be required by
the project
Assures that a vendor
will complete the project
or deliver goods/services
within the terms of the
contract.
Assures that a prime
vendor/contractor will
pay all suppliers and
subcontractors used on
a particular project.
Is submitted with a bid unless a
cash deposit, cashier‟s check or
a certified
Is submitted when the
contract is awarded and
returned when the
contract is executed
Is submitted when the
contract is awarded and
returned when the
contract is executed
9
RESPONSIVE BIDS/PROPOSALS
AND RESPONSIBLE VENDORS
Responsive bids/proposals and responsible vendors are what the City looks for when making a decision to
purchase a product or service. City contracts are awarded to responsible vendors who have submitted
responsive bids or proposals. Guidelines to determine the responsibility of vendors are established by State
procurement regulations to ensure a vendor‟s ability to fulfill all contract requirements.
To ensure a vendor‟s responsibility, we may request evidence of:
a vendor‟s financial resources
a vendor‟s performance record on previous contracts
a vendor‟s plant and testing facilities
a vendor‟s production capability
a vendor‟s ability to comply with the delivery or performance schedule
To ensure a responsive bid or proposal, we may evaluate and/or ensure:
that the solicitation requirements are met
that the offer is advantageous to the City with respect to the quality, performance
and time criteria specified in the solicitation
A responsive bid/proposal:
Is submitted on deadline
Is prepared according to specifications and
instructions
Is submitted with a bid/security deposit (if
required)
A non-responsive bid/proposal:
Bids submitted after deadline
Includes substitutions that are not allowed
Includes a notice that a product is subject to
prior sale or that prices are subject to
change
Does not meet the specifications nor
delivery schedule
May not include definite prices
May include a notice that a product is
subject to prior sale or that prices are
subject to change
Note:
To withdraw a submitted bid (or proposal), a vendor must send written notification to the
Contracting Office before the scheduled opening. If a response that has already been submitted is
found to include an honest mistake, the vendor must contact the contract administrator listed in the
instructions before it is opened so that written corrections can be submitted. Any corrections must
clearly be stated as “a modification to the bid/proposal” and must be received no later than the
exact specified due date and time.
10
SUPPLIES, EQUIPMENT & SERVICES
Steps to Doing Business....
1. Complete the Vendor Registration Form or SBE/MWBE Certification Application
2. Include on the Vendor Application an accurate description of your products and services
3. Submit the completed application and attach any brochures or other information that may further describe
your business
4. Make an appointment to meet with a Purchasing Agent to explore potential business opportunities with the
City
Market your business to your Purchasing Agent or division SBO Liaison listed at the end of this booklet
on page 22.
Ask about upcoming purchasing opportunities
5. Maintain ongoing, periodic contact with your Purchasing Agent or Liaison.
Genetta
Carothers
704-336-5195
Airport Requirements
Appliances
Athletic Equip & Gear
Automotive Parts
Concrete Pipe
Demolition
Construction Equip
Earth Moving Equip.
Electrical Supplies
Electronic
Supplies
Fitness Equipment
Generators, Electrical
Horticultural Supplies
Lab Supplies
Salt (Ice Control)
Aubrey Miller
704-336-5669
Mehl Renner
704-336-5667
Catch Basins, Frames &
Grates
CDOT Requirements
Computer Hardware
Computer Software
Engineering Equip
Fire Hydrants
Police Tactical Equip
MRO Supplies
P-Cards
Technology Products
Traffic Operations
Uniforms
Utilities
Water Chemicals
Water Meters, Valves
Asphalt
Audio/Visual Equip
Automobiles
Automotive Accessories
Batteries (Auto &
Truck)
Buses & Bus Parts
Fire Trucks & Equip
Mail Room Equip
Office Equipment
Pavement Marking
Radio Equipment
Tires
Tractors, Trucks and
Truck Bodies
Telephone Equipment
Debbie Simmons
704-336-8786
Furniture
Janitorial Supplies
Medical Supplies
Office Supplies
Paper Products
Photographic Supplies
Printing Services
Printing Supplies
Stone, Gravel, & Sand
Trophies, Awards
If you are unsure who to contact from the above list, please contact our Procurement Services Division at 704-3362256.
It is important to note that the City‟s purchasing process is decentralized and all purchases do not have to go
through Procurement. Therefore, it is important to market your firm to City departments that may utilize your
products/services. A list of Citywide SBO Liaisons is on page 22 of this booklet.
11
CONSTRUCTION, REPAIR & MAINTENANCE
City Engineering & Property Management (EPM), Aviation, Charlotte-Mecklenburg Utilities (CMU), and
Neighborhood Development administer contracts for major construction and repair services. Construction
contracts are bid and awarded in accordance with NC State statutes that regulate the letting of public
contracts. Prime bidders are subject to licensing and bonding as required by NC State statute.
Qualifications for Prime Contractors in Construction
On projects where costs exceed $30,000, firms submitting bids as prospective prime contractors must be
licensed as a North Carolina General Contractor. Firms interested in becoming licensed should contact:
North Carolina Licensing Board for General Contractors
Post Office Box 17187
Raleigh, North Carolina 27619
(919) 571-4183
On projects requiring heating, ventilation, air conditioning, plumbing or electrical wiring services,
contractors must be licensed in their respective trades.
12
CONSTRUCTION:
ENGINEERING AND PROPERTY MANAGEMENT (EPM)
The City‟s EPM Department awards contracts related to the improvement, maintenance, and construction of
the City‟s roads, highways, intersections, sidewalks, buildings, neighborhoods and storm water facilities.
Subcontract opportunities may include
Painting
Tiling
Plumbing
Electrical and wiring
HVAC
Contract
Value
Sheetrock installation
Drywall and ceilings
Flooring
Hauling
Landscaping
Minimum # of
solicitations
Below
$100,000
Possible forms of
Solicitation
·
·
·
3
Advertisement
·
ITB
1-3
$100,000
and
above
Paving
Boring, drilling, tunneling
Concrete work
Grading, clearing, excavating
None required but may be included in:
www.epmcontracts.charmeck.org
SBDP Contracting Opportunities List
Charlotte Observer
Charlotte Post
La Noticia
May be included in:
Charlotte Observer
Charlotte Post
La Noticia
SBDP Contracting Opportunities List
Dodge Report
Association of General Contractors (AGC)
Weekly
Construction Market Data
ITB
Point of Contact
Plan Location(s)
Gary King 704-336-2047
To purchase** and/or review plans:
EPM Office
Charlotte Mecklenburg Government Ctr.
600 E. 4th St; 14th Floor
Dee Hoover 704-336-3634
Roadways, Intersection Improvement Projects,
Neighborhood Improvement Projects, Storm Water,
Sidewalks
Susana Vang 704-353-0997
Buildings
Derrick Brown 704-336-6739
Landscaping
Dodge Room
AGC Office
** Contractors interested in bidding as a Prime must purchase a set of plans and drawings from the
administering Contracting Office. Price of plans is project-based.
13
CONSTRUCTION: AVIATION
The Aviation Department awards contracts related to the improvement, maintenance and construction of
airport storm water facilities, airfield projects, terminal facilities and air cargo facilities.
In compliance with federal regulations, the Aviation Department maximizes participation of Disadvantaged
Business Enterprises (DBEs) in its administration of contracts for professional services, construction,
equipment and supplies. Included among disadvantaged business enterprises are firms owned by women and
minorities.
Subcontract opportunities may include
Painting
Tiling
Plumbing
Electrical and wiring
HVAC
Contract
Value
Sheetrock installation
Drywall and ceilings
Flooring
Hauling
Landscaping
Minimum # of
solicitations
Paving
Boring, drilling, tunneling
Concrete work
Grading, clearing, excavating
Possible forms of
Solicitation
Advertisement
None required but may be included in:
Below
$100,000
·
ITB
3
·
·
·
SBDP Contracting Opportunities List
Charlotte Observer
Charlotte Post
May be included in:
$100,000
and
above
3
ITB
Charlotte Observer
Charlotte Post
SBDP Contracting Opportunities List
Dodge Report
Association of General Contractors (AGC)
Weekly
Construction Market Data
Point of Contact
Plan location(s)
Donna Hughes
(704) 359-4000
To purchase** and/or review plans:
Charlotte-Douglas International Airport
Dodge Room
AGC Office
* DBE certification is not required for bid activity
or contract award but is required for participation
in Aviation’s DBE Program
** Contractors interested in bidding as a Prime must purchase a set of plans and drawings from the
administering Contracting Office. Price of plans is project-based.
14
CONSTRUCTION:
CHARLOTTE-MECKLENBURG UTILITIES (CMU)
CMU awards contracts related to improvement, maintenance and construction of the City‟s water and
sewer main systems and facilities.
Subcontract opportunities may include
Painting
Tiling
Plumbing
Electrical and wiring
HVAC
Sheetrock installation
Drywall and ceilings
Flooring
Hauling
Landscaping
Paving and asphalt laying
Boring, drilling, tunneling
Concrete work
Grading, clearing, excavating
Information about CMU Construction Projects and Opportunities
Contract
Value
Minimum # of
solicitations
Possible forms of
Solicitation
Advertisement
None required but may be included in:
Below
$100,000
·
RFP
3
·
·
·
SBDP Contracting Opportunities List
Charlotte Observer
Charlotte Post
May be included in:
$100,000
and
above
3
ITB
Charlotte Observer
Charlotte Post
SBDP Contracting Opportunities List
Dodge Report
Association of General Contractors (AGC)
Weekly
Construction Market Data
Point of Contact
Plan Location(s)
Frederica Love
(704) 391-5104
To purchase and/or review plans:
CMU - 5100 Brookshire Blvd.
Dodge Room
AGC Office
** Contractors interested in bidding as a Prime must purchase a set of plans and drawing from the
administering Contracting Office. Price of plans is project-based.
15
CONSTRUCTION:
NEIGHBORHOOD DEVELOPMENT
Neighborhood Development administers contracts related to the construction and demolition of houses.
Contract
Value
Minimum # of
solicitations
Possible forms of
Solicitation
Advertisement
None required but may be included in:
RFP
Below
$100,000
3
·
·
·
SBDP Contracting Opportunities List
Charlotte Observer
Charlotte Post
May be included in:
$100,000
and
above
3
ITB
Charlotte Observer
Charlotte Post
SBDP Contracting Opportunities List
Dodge Report
Association of General Contractors (AGC)
Weekly
Construction Market Data
Project Type
Housing Construction
Point of Contact
Diane Adams, (704) 336-2911
Housing Demolition
Vacant, Procurement Services Division
(704) 336-8084
Lead Based Paint
Abatement/Inspections
Diane Adams, (704) 336-2911
16
ARCHITECTURAL, ENGINEERING,
or SURVEYING SERVICES
Major architectural, engineering and surveying services contracts are managed by the City„s EPM
Department. Selection of a firm to provide these services is based on the qualifications of the firm and
individuals to perform the desired services in accordance with North Carolina General Statute 143-64.
Qualifications for Architectural, Engineering or Surveying Services
A firm must be registered to practice architecture, engineering, or surveying as required by the State of
North Carolina. Firms interested in becoming licensed should contact:
Business License Information Office
North Carolina Department of the Secretary of State
110 South Blount Street
Raleigh, NC 27601
(919) 733-0641 or toll free (800) 228-8443
Firms interested in the qualification process should call:
City Engineering & Property Management: Mene Roming (704) 336-4254
LaNelle McDowall (704) 336-4121
The City of Charlotte’s Vendor Registration Policy requires all firms that are interested in or currently doing business with
the City to be on the City’s central vendor list. Please contact Procurement Services Division at 704-336-2256 to
complete the vendor registration form. All certified (SBE, MWBE) vendors are automatically added to the City’s vendor list
and DO NOT need to complete the vendor registration form. You may also download the Vendor Registration Form from
the City’s website at http://smallbiz.charmeck.org.
17
OPERATIONAL SERVICES
Operational services contracts are administered by the City/County Purchasing Department, City Engineering
and Property Management, Charlotte-Mecklenburg Utilities and Aviation. These services may include:
mowing, landscape, janitorial, fountain maintenance, security services, pest control, computer and technology
services, uniform rental, temporary personnel, financial and administrative services, and more.
Firms interested in providing operational services to the City are encouraged to maintain periodic contact with
each Contracting Office.
Contract
Value
Minimum #
of
solicitations
Possible forms of
Solicitation
Below
$100,000
1-3
ITB
RFP
$100,000 and
above
1
ITB
RFP
18
Advertisement
None required but
may be included in:
SBDP Contracting Opportunities List
Charlotte Observer
Charlotte Post
May be included in:
Charlotte Observer
Charlotte Post
SBDP Contracting Opportunities List
OPERATIONAL SERVICES - Continued
Contracting Office & Point of Contact
For Service Contracts Including:
Procurement Division
Kay Elmore
(704) 336-2524
David Elzey
(704) 336-4175
Karen Ruppe
(704) 336-2992
Marcy Mars
(704) 336-2932
Aubrey Miller
(704) 336-5669
Billy Belcher
(704) 336-8084
Mehl Renner
(704) 336-5667
Genetta Carothers
(704) 336-5195
Esezele Payne
(704) 336-7311
Debbie Simmons
(704) 336-8786
Technology and computer services
Temporary Staffing
IT Staffing
Uniform rental
Financial & administrative services
Printing Services
Security Services
Background Investigations
HR Benefits services
Microcomputer Training Services
Janitorial services
Mowing services
Recreational services
DSS services (meals, transportation)
Professional Consulting services
Procurement Card services
Others
Amelia Beonde
(704) 336-3400
Engineering & Property Management
Building Maintenance
Environmental services
Janitorial
Landscaping*
Susana Vang
(704) 353-0994
Derrick Brown
704-336-6739
Charlotte-Mecklenburg Utility Dept.
Building Maintenance
Janitorial
Landscaping
Edward Mobley
(704) 391-5148
Aviation
Donna Hughes
(704) 359-4000
Building Maintenance
Concession, food and gift
Janitorial
Landscaping
* DBE certification is not required for bid activity or
contract award but is required for participation in
Aviation’s DBE Program
Charlotte Area Transit System (CATS)
John Trunk
(704) 432-2560
Transit Management Service
Bus Services
Marketing Services
Printing Services
* DBE certification is not required for bid activity or
contract award but is required for participation in CATS'
DBE Program.
*Qualifications for Landscaping Services
A firm must be certified as a landscape contractor. Firms interested in becoming certified should contact: North
Carolina Landscaper Registration Board - (919) 266-8070
Website: www.nclcrb.state.nc.us
19
20
MARKETING YOUR FIRM
**This is an important part of selling your products and services to the City since neither being on our Vendor List
nor being SBE or MWBE certified is a guarantee of doing business with us. **
Know your customers because generally, people do business with people they know. One way of “getting your foot in the
door” is to establish and maintain contact with City employees who purchase your products and services. Be selective market only to those who buy the product or service your company provides. In your marketing, emphasize what your
business can do for the City. Your objective is to find out if, when, where and to whom you should market your product or
service.
As you market your firm:
Research which department(s) in the City have a need for the products/services you provide and the purchasing
procedures they use
Leave a brochure or other information that describes your company, products/services, area served and any other
helpful information about your business
Ask how often and in what quantity your product or service is used by a department
Ask how much a department spends each year for your product or service; and
Ask which company currently provides your product or service to the City
Ask for a copy of the current contract or purchase order
Focus your marketing efforts on those firms that frequently bid or submit proposals and have been awarded City
contracts. Direct marketing is one way to let firms/potential partners know who you are and what products and services
your business provides.
Building relationships involves:
Calling and sending information (pictures, brochures, references) about your business, what kind of work you can do
and examples of previous work your company has done
Ask about upcoming contract opportunities and possible sub-contracting opportunities; and
Maintaining periodic follow-up contacts by phone, fax or letter once initial contact has been made
Bid as a subcontractor if you are interested in working on part of a specific City project. The contracting office responsible
for the project you want to compete for will have the names of the contractors who are planning to submit a response. You
are encouraged to submit bids directly to those prime contractors/service providers. Attendance at pre-bid conferences is
also a way to meet prime contractors/service providers and identify possible subcontracting/sub-consulting opportunities.
The City is committed to promoting equal opportunity for all and to eliminating prohibited discrimination in all forms.
Prohibited discrimination means discrimination against any person, business or other entity in contracting or purchasing
practices on the basis of race, color, sex, or national origin.
Competition among subcontractors/sub-consultants is common. Firms select subcontractors based on best price but
also on quality of work, past experience, right time, right place, and who you know.
Keeping business options open and developing a working relationship can also benefit you in pursuing subcontracting/
sub-consulting opportunities outside of City projects.
21
BUSINESS DEVELOPMENT RESOURCES
The City partners with several organizations to provide technical assistance to businesses in all stages of their growth cycle
to help them meet today‟s challenges, manage change, and plan for the future. Those businesses that want to
successfully grow their business and/or are unsure of what the next steps are to overcome hurdles are encouraged to take
advantage of these resources. Contact the City at 704-336-5849 for questions about what resource may best fit your need.
Central Piedmont Community College (Institute for Entrepreneurship)
704-330-6658
http://www.cpcc.edu/e-institute
Provides reliable information, solid advice, additional training, one-on-one counseling and business contacts. Will also
assist you in developing marketing and business plans.
BizHub
704-330-OPEN (6736)
www.bizhub.org
The Charlotte Business Hub, Inc. operates as a first-stop regional resource center for everything key to business success.
Its primary focus will be to facilitate, improve and enhance access to: Information, Assistance, Opportunities, and Capital.
Small Business Technology Development Center
704-548-1090
www.sbtdc.org
A business development service of the University of North Carolina system that provides management counseling and
educational services to small and mid-sized businesses. The primary focus is on management counseling, addressing
issues including financing, marketing, human resources, operations, and business planning and feasibility assessment.
US Small Business Administration (SBA)
704-344-6563
http://www.sba.gov
Maintain and strengthen the nation‟s economy by aiding, counseling, assisting and protecting the interests of small
businesses. The SBA is dedicated to helping small businesses start and succeed. SBA can guarantee loans up to
$750,000. The SBA provides financial assistance through SBA‟s Investment Programs, Business Loan Programs, Disaster
Loan Programs and Lending for Contractors.
.
22
FINANCIAL ASSISTANCE RESOURCES
The City administers several financial assistance programs for small businesses in a targeted geographic area of the city. In
addition, the City partners with Self Help Credit Union to provide access to capital to established small businesses operating
from a broader, seven-county area, (the Charlotte MSA). Additional information about these programs can be found at
http://businessassistance.charmeck.org or by contacting the City at 704-336-5849.
A Self-Assessment Tool has been developed to assist businesses in determining whether or not they are ready to seek
financing to start or expand business operations. The tool can be accessed from the City‟s web site at:
http://businessassistance.charmeck.org.
Small Business Enterprise (SBE) Loan Fund Program
Established in 2003, the SBE Loan Fund Program is an innovative public/private fund established to assist small businesses
with gaining access to capital. Administered by Self-Help Credit Union, the City partners with Self Help, together with various
public and private contributors, to capitalize the $10 million fund. Existing for-profit businesses that are located within the
Charlotte Metropolitan Statistical Area, (excluding York County), that are in need of capital yet considered just below
“bankable” by traditional lenders may apply to be given consideration for the program. For additional information visit
http://businessassistance.charmeck.org. Self Help may be contacted directly at 704-376-6778.
Following programs are targeted to support the City‟s revitalization efforts to and in threatened and fragile neighborhoods and
distressed business districts. A brief description of these programs is below. Additional information, together with a link to the
Program Geography map, can be found at http://businessassistance.charmeck.org.
Business Equity Loan Program
A deferred loan program administered by the City's Economic Development Division that provides necessary equity funds for
eligible expansion and start-up projects located in the program geography, enabling businesses to qualify for their primary
bank financing.
Façade Improvement Grant Program
50% reimbursement up to $10,000 for renovation to a building's facade and/or to bring signage, landscaping or parking lots
into conformance with current codes.
Infrastructure Grant Program
Provides $10,000 maximum reimbursement to businesses for City required infrastructure improvements such as landscaping,
sidewalks, curb & gutter and backflow prevention.
Security Grant Program
Provides 50% reimbursement up to $2,500 for the installation of eligible security improvements.
Brownfield Assessment Grant Program
Provides 50% reimbursement up to $20,000 per site for environmental assessment activities that lead to site redevelopment.
Brownfield Revolving Loan Fund
Provides loan funds to private borrowers for environmental clean up at approved sites.
Business District Organization Program
Provides up to $7,500 in matching funds per year to eligible business district organizations for eligible operating/administrative
expenses.
23
KEY BUSINESS UNIT SBO LIAISONS
To assist you in doing business with the City, the Small Business Development Program (SBDP) has established
Small Business Opportunity (SBO) liaisons for each Key Business Unit (city department). The list of liaisons is on
page 22. Their key roles and responsibilities include:
1. Support the City‟s Small Business Development-Small Business Opportunity Program by promoting
equal opportunities in KBU contracting
2. Be the primary point of contact between the KBU and the SBDP-SBO Division regarding SBE, MBE
and/or DBE policy issues to ensure compliance with local, State and Federal programs and statutes
3. Evaluate and report contract activity including SBE and/or DBE utilization
4. Ensure SBE participation and contract compliance including the review of payment requests by
contractors
5. Integrate the SBDP-SBO Program components into the KBU practices and processes
6. Assist the SBDP-SBO Division in the evaluation of bids received within the KBU including whether
goals and/or good faith efforts have been met
7. Develop and implement strategies to achieve the annual and project participation goals
8. Assist the SBDP-SBO Program in the development of annual participation goals for the KBU
To read the complete Small Business Opportunity (SBO) Policy which includes the goals and good faith efforts,
please visit our website at http://smallbiz.charmeck.org.
24