Revised City of South Bend Disparity Study Report

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CCS of South Bend Disoarity Study 2020 • Develop contract specifications with an eye towards unbundling projects into less complex scopes and lower dollar values. • Review experience requirements with the goal of reducing them to the lowest level necessary to ensure the bidder has adequate experience, perhaps by recognizing similar though not identical types of work, including work performed for private sector clients. • Review surety bonding and insurance requirements so they are no greater than necessary to protect South Bend's interests. Steps might include reducing or eliminating insurance requirements on smaller contracts and removing the cost of the surety bonds from the calculation of the lowest apparent bidder on appropriate solicitations. Increase Vendor Communication and Outreach to M/WBEs and Small Firms: Conduct more regularly scheduled vendor outreach events to provide minority- and woman -focused organizations with information and address questions regarding upcoming opportunities. Outreach should facilitate "match making' between prime and subcontractors and an annual contracting forecast of larger contracts that will permit vendors to plan their work and form teams. Special outreach for larger projects should be conducted to firms in those industry codes where M/WBEs are receiving few opportunities. This will permit them to make connections with other vendors as subcontractors or joint ven- ture partners. Activities could include targeted emails about future contracts, matchmaking events focusing on those industries, and identification of firms that are not currently certified, but might be eligible for inclusion, to encour- age applications. Offer training and debriefing sessions to develop proficiency in the bidding and proposal process. A process should be disseminated, and bidders encouraged to meet with the City to develop their expertise in submitting bids or proposals and in doing business with the City. In addition to written materials, the City could hold in-person sessions and create training videos that provide informa- tion on all aspects of City contracting. Business owners reported they did not know how to obtain "debriefings" with the City when their firm was not suc- cessful in receiving a contract award and requested training in how to do busi- ness with the City. Consider Partnering with Other Agencies and Local Organizations to Provide Bonding, Financing and Technical Assistance Programs: These include bonding and financing programs to assist small firms in obtaining loans as well as issu- ing surety bonds to certified contractors, with low interest rates. Programs could also provide general banking services on favorable terms to applicant firms. In addition, technical assistance with critical business skills such as esti- 0 2020 Colette Holt & Associates, All Rights Reserved. 13