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
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