 Well, good morning, everyone, the hours upon us, so let's go ahead and get started. Thank you for joining us today. I'm very excited to see this so well attended. Looking through, I know many of your names and it's a great opportunity to get together and somewhat see your face and connect. We understand that meetings like this take away from all the things that you're doing throughout the day. And so we want to be respectful of that. We promise to be quick and concise and respectful of your time. My name is Shannon. I am the I have the proud privilege of serving as the director of procurement and contracts and the city's purchasing agent. And our team has been working over the last several months on some tasks and initiatives that we want to make you aware of and explain how these updates impact you and your company. The topics for discussion today include the 2022 disparity study, CDBE program updates as well as some others. The revised procurement process for CDBE program projects and our new invitation for bid document, which we really want you to become familiar with. And with us today is another city department, which is no stranger to the construction community, the office of business opportunities, which is led by Aisha triggers. And we love every opportunity that we get to work alongside that outstanding group. In addition, we have several members from our city's Columbia water team with us today, which is led by assistant city manager Clint Shealy. Thank you so much for your support being here as well today. So I shall hand it over to you. Good morning, everyone. Thank you for joining us today. We will briefly go over some of the updates and just kind of the discussion about how we came to the decision to make some changes that we hope we will find will streamline the process and make it easier for you to participate in the procurement opportunities. In addition to me, I have Sandra Fletcher on the call that will go over a couple of items that are specific to some of our programs. Next slide. So regarding our disparity study a couple of years ago, we consulted with keen consulting to complete the study and they provided nine recommendations for us. We are evaluating ways to implement those recommendations and some of them you will hear about today. They are a direct result of some of the feedback we received from the consulting group on how we can better make our program be more efficient and more effective for our not only the city, but also the contractors that work on our projects. We're always open for feedback on how we can be more efficient and effective and we'll continue to monitor our programming to see how we can ensure that we have a good program that's available for our contractors to participate in our city project. So as a result of that study, we are making updates to our compliance program. And then in addition to that we're going to be working very closely with procurement as we always do to look at ways that we can have more targeted outreach for our smaller purchases. We hear our small businesses say they really want to have more opportunities to participate in procurement opportunities. We're going to look to see if maybe there's some changes we can make to thresholds or other ways that we can continue to encourage the utilization of our small minority women and veteran owned businesses. So just continue to be on lookout for changes that may occur there and we'll definitely share that with you as those changes are finalized. One of the recommendations from the disparity study that you will see us talk about today is program enhancement. So specifically with our CDB program. They said that we should consider combining the two step process procurement process so you'll hear about that today. You will be happy that we are going to go to back to our one step process. So hopefully that'll streamline it we understand there were some concerns about making sure that you had all of your quotes from your subcontractors. So we're hoping that going back to the one step process we'll see some benefits from that that will be helpful for you as you respond to solicitations that come out of the city. Also, the recommendation was that we narrowly tailor their program to a single geographic area. Again, Cassandra is going to talk about this specifically, but really we had a three tier structure. And we're going to go just to the one single geographic area, which is the eight county CSA. So instead of allowing it to be a statewide option to meet your CDB requirements. So that is another focus of ours is to make sure that, you know, our local vendors have the opportunity to participate in the procurement opportunities. They are a priority to us. Of course, we know that there are some specialized areas where we might not have local vendors that can provide those resources. So that is necessary for us to expand our outreach, but definitely there's a priority for our local firms. And now Cassandra going to talk about some of those program changes specifically. And I think at the end of Cassandra's we may be able to stop and ask if there are any specific questions on those before we move on to the procurement updates. All right. Thank you, Aisha. Good morning. Again, my name is Cassandra Fletcher. I'm the compliance administrator with the Office of Business Opportunities. And we greatly appreciate you all taking out the time to be in attendance today as well. And by all means, like Aisha indicated, once I cover the information, we would entertain any questions that you have at that time. I'm going to start off, which is pretty much is going over the purpose of the CDBE program, which is to ensure that CDBs have an equitable opportunity to compete for subcontracts with the city of Columbia. So that's very important to us in the Office of Business Opportunities as well as the city of Columbia. Next slide. The CDBE, pretty much I'm just going to define what a CDBE is, which is a certified socially and or economically disadvantaged business enterprise, DBE, that has an office located within the Columbia, Orangeburg, Newbury combined statistical area, CSA, at a minimum of one year. And the counties that actually include our CSA is Saluda, Kershaw, Calton, Orangeburg, Fairfield, Richland, Lexington, as well as Newbury County. And by all means, if you are interested in becoming a CDBE or if you know someone who's interested in becoming a CDBE, please, please, please reach out to us. You can pretty much give us a call at 803-545-3950 or you can just send us an email at obocompliance at columbias.gov. And also our CDBE application is located on our website at obo.columbias.gov. Content uploads 2023 07 CDBE application form fillable 0727 2023. Or you can just simply again just send us an email and we are by means of be more than happy just afford that application out to you. So one page application that you would fill out and just just attach the supporting documentation with that application as well. In regards to the upcoming changes in regards to the CDBE program guidelines. The first thing is the CDBE goal affidavit. It was previously known as a CDBE letter of CDBE commitment. And on this particular form you're going to outline the intention as far as whether or not as far as the offer whether or not you're going to exceed or meet the CDBE goal percentage or whether or not you're going to secure 50% or more of the CDBE goal percentage. Or if you're going to secure less than the CDBE goal percentage at this point you would actually have to submit submit good faith documentation as well along with your CDBE goal affidavit. And the second portion is that by all means we definitely want to ensure that the CDBE or the DBE is going to perform at least 50% of their portion a minimum of 50% of the portion on this particular project as well. And this is a picture of the CDBE goal affidavit. And this is just indicating what I just previously just covered in regards to you actually in regards to the intention of you actually meeting the CDBE goal meeting at least 50% of the CDBE goal or meeting less than 50%. And if you're going to be meeting less than 50% of the CDBE goal, then good faith effort documentation is required at that time as well. And also the subcontractor has to self-perform a minimum of 50% of the portion of the project as well. This particular area I'm believing that you all will be very excited about based upon the feedback that we've actually received and by all means like Aisha indicated we do appreciate all the feedback that we receive and we do hear your feedback and I know that's how we're going to be able to actually improve our programs based upon the feedback that we receive from you all. So we greatly do appreciate the feedback and based upon your feedback we actually made one of the upcoming changes to the guidelines. But the first thing is a CDBE goal percentage can only be met by using CDBEs and DBE subcontractors located in the CSA to combine statistical area. And also an offeror who is a CDBE or DBE will count 20% towards the overall CDBE goal requirement placed on the project. Now this change actually took place due to the feedback that we actually received from you all. So if you're a prime contractor that's actually working on a CDBE project 20% can actually be counted towards the prime contractor that's a CDBE that's on that project. And also Aisha mentioned earlier due to the disparity study based upon the recommendation that we received from the disparity study who will no longer be utilizing a three tier approach for utilization of CDBEs or DBEs. What we're actually just wanting to ensure that you're all actually looking for DBEs as well as CDBEs as located in the combined statistical area. And also I just wanted to point out the importance of the form 100 and what our role is in regards to the form 100 as far as OBO. And what we actually do is we're going to monitor that pay application throughout the entire contract to ensure that the CDBE goal is maintained during the duration of the contract. And the offer must attach a monthly subcontractor report using the form 100 with all pay applications submitted with the city of Columbia. And when we're looking at the form 100 as far as looking at the information on it, what we actually look is to see whether or not the name of the subcontractors are working on the project listed on that form 100. Also, we're looking to see if the vendor number is listed, the subcontractor amount, email address, race as well as gender and the amount paid to the subcontractor. It's very important that that information is listed on the form 100 because we actually compare what's on the form 100 to the BRR to ensure that the amount that's been approved for those subcontractors is actually being paid to the subcontractors. And we can't actually sign off on it until we actually see that those form 100s is actually correct based upon the amount that's been approved to be paid to that subcontractor. So that's the reason why we look at it very heavily so we can ensure that our subcontractors are being paid based upon the amount that's actually been approved that they've indicated as far as the prime contract on that BRR. Next slide. This is the form 100. This is the form that I just briefly just went over just letting you know what information has to be on that form 100 in order for us to be able to sign off on it. And at this point we will entertain any questions that you all have regarding the information that I just covered. My name is Ebony Sullivan. I'm a Cassie Electric. We're a subcontractor, but we're headquartered down in the Greenville area. For this certification and those counties that you mentioned, if I don't live or have an office in any of those areas, I don't need to complete this application for CDBE. Right with with the CDBE, you would actually have to be located within those counties that I pretty much just indicated. Gotcha. But I will add that does not mean you can't participate on procurement opportunities that come out of the city. So there's definitely still opportunities for you, but just as it applies to the CDBE, that's for those in the eight counties. Okay, thank you. And I did see there was a question about putting some of those links in the chat and those have been added to the chat. In addition, we will also have a copy of the presentation on our website. And then once the recording is ready, we'll also add that to our website and that link will be at the end of the presentation. So you will have access to this information after our meeting today. Were there any other questions for Cassandra before our procurement begins? I'm sorry if you were breaking up. I'm just asking if there were any additional questions for me. Good morning. Good morning. I should listen to how are you. Great. Thank you. Quick question. Once we like it's time for me to renew my applications, my certifications. What's typically the turnaround on time like once we submit our, you know, the applications how long is it taking out to get us an approval. Three business days. Oh wow that's that's great. Okay, and hey Cassandra. I'm doing great. Thank you and that's for all those certifications not just the CB CDBE but also the LB as well. Yes. Okay. Okay, that's wonderful. Okay, thank you. You're welcome. I do have a question this is Casey Davis connect staffing agency. I filled my application out a while back, July thing last year. Who do I contact about my application. You can give me a call or send me an email. Are you do you have a pen and piece of paper Andy so you can take I do. Yes, ma'am. It's 803-545-4185. Okay, thank you. Right well definitely if you think of any additional questions will have another opportunity for you to ask those after procurement shares their information. Well, I guess that brings up me. First, let me introduce myself. My name is Gary fourth I know many of the people on the call. See names anyhow and a few faces. Those of you that don't know me I'm the construction procurement manager for the city of Columbia. And I will be happy to one thing I just realized we don't have contact information in the slides but I'll be happy to share my contact information with anyone. I'll be able to fill my colleagues would as well. And maybe we can put it in the chat so if anyone needs to has a question I'll ask for questions when I finish my short presentation. And then if anyone has any other questions or needs to contact me but certainly email me or give me a phone call. But I'll give you that when we finish up and try to maybe see if we can get everyone's contact information and, at least from the different departments we have here to kill it. I want to talk a little bit. I first off let me say thank you all for joining us this morning. I know this is taking time out of your day and we really really apologize for that but we felt we're really excited about these changes. And I and Cassandra have just mentioned about the changes we've got coming to the CDB process and going to a one step CDB bid process. And that can take a lot of headaches out of it as I see it and I think and hoping that you contractors will feel the same way. Here before in the last several years what we've been doing is you have to submit your CSP CDB affidavit indicating which, you know what part of the goal you're going to meet. And then a month later you put your bid in well a lot can happen in a month as you bitters know. I mean, you know, I know, because I've been there when you're putting a bid together. And it's taken the morning at the biz to at 10 o'clock at 930 you still trying to get prices from subcontractors and and this is something that you would have had to indicate a month before you know who those subcontractors going to be and you don't know because they won't give you their prices up until right to the before the time of the bid and many times, many of those subs are giving prices to multiple prime so this is going to really. I think take a lot of headaches out of it for you all, you're going to get, you know, be able to submit everything at one time I'm going to show you a little bit about how we plan to do that will be some changes from how we did it before but I think it's good and I'm excited about it and I hope you all will be too. And the next slide. This is just an overview of the one step CDB process and the three items that I'm more concerned about talking to you all about again. If you see someone is a CDB goals established you all have nothing to do with that that's done through a formula and a methodology that our office have been as opportunities users to go through and establish what the goal for the project will be. The situation where the bid is in put together in an issue on eBay online bidding website. And that includes what the goal is and then the next three steps and if you go to the next slide we kind of got those highlighted in red. These are the ones that I think concern you all most the pre bid meeting as hell once the bid is issued we've got the date for the pre bid meeting, and then we'll have a questions deadline. And then once the question deadline passes and I think you all know this won't change, we get all the questions in and the question deadline passes will then get the answers to those questions. We'll formulate those into an addendum and then we'll post that addendum back onto the website for the benefit of all who might be interested in the product. So we want to make sure we've got everything as clear as we can and everybody's got access to all that all that information. Once those question and answers are posted and be another short period, at least we give at least three days and I like to you know generally we schedule a week or two after that, when the bid opening will actually occur to give you time to incorporate any of those answers, or questions or ask and then incorporate those answers into your, your process of going through getting your prices ready to give us a bit. Once the bid opening is held, and this is the new way of the CDBE. This is the changes but again and I see them as very positive and I hope you all will join me in and welcome in this as well. We're going to ask you to separate into three separate files of things that you submit electronically on bid day. And the first file is going to be your CDBE program information that's going to be your CDBE goal affidavit that Cassandra talked about earlier. This is the same document basically that went into two step process that we're currently using. We call it a CDBE CSB. We stands for compliance submittal period goal affidavit and you basically going to indicate on that goal affidavit. If you have three things you're either going to meet the goal, let's just say the goal is 10%, you indicate you're going to meet the goal, you're either going to meet at least half of the goal, which would be 5% or more. Or you're going to meet less than half of the goal, which in this case would be 4.99% or less. If you indicate that third category that you're going to meet less than half of the goal, you will be required to submit good faith efforts along with your bid. If you're going to meet at least half of the goal or meet the goal, good faith efforts are not required to be submitted. However, and I get Cassandra, I should correct me on this if I'm wrong. My understanding is that you still have to do good faith efforts unless you're going to meet the goal, you just don't have to turn them in. If you're going to indicate that you're going to meet at least half of the goal, but you have to keep those good faith efforts on file for a period of three years and they're subject to being called by the city. So that's to make sure that you do the good faith efforts and an effort to try to meet that goal. Again, CDB goal after David and a good faith efforts, if applicable, again, if you're going to meet less than half of the goal, that's one file. The second file will be your procurement information. And we initially had the bid form included with the procurement information, but we're working on some changes that I'll tell you a little bit more about and can't can elaborate a little more on when he tells you about our new IFB template. And we're trying to make the bid form a little bit more easy for you all where we basically want to make it our goal is to make it where we can do it like an Excel with fillable areas that you can fill it in and it will automatically compute because we'll have the formulas in it. So that's why we separated that into our third file, but the second file. Human information is everything else besides the CDB affidavit and good faith efforts if required. And then the procurement information again the bid amount your bid bond your business information record form your and all that information along with the bitter acknowledgement prime business information statement non collusion affidavit, your LB qualifications if applicable affirmative action utilization goals, labor surplus utilization plan conflict of interest statement and your contractors license. And then again, those will be submitted and they won't be they won't be open they won't be unsealed and today a bit open that and your bid form the third file which is going to be a bid form which has the line items and all your extended prices and then your sum which is your total bid amount. Those will not be unsealed at the time of bid opening. What we'll do is we'll open the bid, and we'll look at first the CDB information. And in the past, one of the problems we have with the two step because you submitted the CSB CDB affidavit a month before your bid opening. You might indicate that you're going to meet at least half of the goal let's just say us again 10% is a CDB goal and let's just say you indicated on that CSB affidavit you're going to meet half of the goal, which is 5%. It comes around to bid day a month later when you're trying to secure prices from those subcontractors. And one of the subcontractors that you were counting on or maybe two or three or more is suddenly decided and they've got some other work and they can't give you they can't commit to you they can't do what they had committed to you earlier. And, and participate in this project. So you scrambling around trying to find other DB ease and or CDB ease going through the three tiered approach which those of you went through it knows that's an effort in itself, trying to achieve your goal. And bottom line is you can't find enough to achieve that 5% that you said you're going to do. So you submit your business information record and all that stuff with your bid, and you only indicating 3% CDB participation. That, again, was a problem and we have to go through that and try to see what we can do to rectify with the new one step process you're going to be submitting your CSB affidavit. And with your bid your be awful all at the same time. So there's no reason to know should match you know, you know what contractors you've got what subcontractors you know whether they're CDB is DB ease or whatever. And you can indicate that amount in your, your CDB affidavit. And then you're also going to indicate that same amount and your be awful. So, again, you're submitting it all at the same time so it makes it a lot easier to make sure they match. And once we get the again the bids open let's just say it opens at 10 o'clock on February the fifth. When we open the bids and we're going to also go to opening bids we've been doing them by conference call we're going to move to the modern world. We're going to start opening bids by zoom so you all will be able to participate and we'll also can share our screen. And you can see the bid tabulation is posted when we do that. But let me back up. If it's a CDB project, we're not going to put prices out there because we're not going to know those at the time we open the bid. We'll get the CDB affidavit and any supporting good faith efforts documentation will submit those to our office have been as opportunities. And thereby we'll be holding on to the all the other information which would be the second file in the third file your bid form, and all of your procurement information we won't open any of that we won't unseal it until we receive word back from office have been as opportunities that one or two things. If you've indicated you're going to meet the goal or meet at least half of the goal. I think it's pretty well received that office have been as opportunities going to go ahead and say yes, you can open bids from those billers. If you've indicated you're going to meet less than half of the goal, and you submitted good faith efforts, OBO is going to then have to go through the good faith efforts, convene a good faith efforts committee and determine whether or not you have done sufficient good faith efforts to grant basically and we used to call it a waiver to go ahead and move forward in the bidding process, and we will have to wait on that information, and OBO is pledged to us that they're going to do it as quickly as possible when that bid is opening so hopefully by that same day, hopefully within an hour or two, or if we close the business on the day of the bid opening, we will then be able to post to bid tabulation. Again, we will open all of the bids are submitted at that time we receive word from office of business opportunities that the bidder has either been deemed compliant. I'm using the proper terminology Aisha Cassandra you can correct me on that, or if a bidder who submitted good faith efforts has submitted sufficient good faith efforts to be granted a waiver to move them forward and then we'll open the bid. A better chance a bidder is indicated they're going to submit or they're going to achieve less than half of the goal, and they submitted good faith efforts, and, and, oh, I've been as opportunities determines that the good faith efforts that are submitted are not sufficient. I didn't do everything that they were as a checklist that you can go through you all are probably familiar with that. If not, we can help you with that. Aisha knows can help you with it. Make sure that you've done everything you can to try to secure CDBs and our DBEs from the eight counties CSA. And then, if they determine that you have not done sufficient efforts to do that then they will rule you nine comply and then we will not unseal your bid we will determine you non responsive. We will not unseal your actual bid information. So that pretty well sums it up but again, I and my staff we're very very excited about this new process and I really feel like it's going to be well received in the bidding community to it. I can't imagine it not being it's going to be a much simpler process. It's going to make things move much quicker. All back, as I see it is, you know, when you when you put a bid in on a project, when bids are open if it's 10am or 9am or 11am. When bids are open, you want to know what your bid is you want to know where you stand you know was I low, because as you well know in government bidding this is where it's low bid wins. You won't be able to see that with the immediacy that we want, but it's going to be very very quick and as quick as we can possibly make it as soon as OBO can get through that, waiting through the CDB information to submit it. And like I said, we're pledging to do it within the hour or two or at least by the close of business on that day to post the bid tabulation for all of you to see. We'll also entertain any questions before we move on to Kent. He's going to tell you a little bit more about our new bid form template that's really IP template, excuse me, we're really really excited about that too. I'm probably is just excited if not more excited about that, as I am about the one step CDB process. And I think you all will be as well it's really exciting I think we'll finally moving forward into some taking advantage of some of the technology that we've been afforded and I think it's going to make it a much simpler process so I'll hush and ask if anybody's got any questions. Yeah, good morning, Gary. Thank you for that this is listen to Lewis Ellis with LLE construction group. I was just curious to, as far as the scope of work, when it comes to the construction projects that'll be listed. We all also consider facility based projects, like any. I do see you have some renovation stuff out there which is great. Will you also start having other facility type projects. Is that something that the city will do in house. And listen, I'm not sure if I understand your question when you say for other facility based projects. Like, um, like upgrades to like say for instance you have a city ran building, and you want to go in and get rid of all your T at 12 bubs and put in LEDs, and you do a whole building wide upgrade or or maybe HVAC replacement projects or anything that's considered more maintenance facility type instead of renovations. We also start having more of those type projects. I'm just curious. And a great question and I don't know if I can fully answer that but I you know when I think I realize the distinction you're talking about now more maintenance type stuff than actual renovations and I think that's probably what you're asking. I really can't say that we would and in city has a support services division as you probably well know most of you do, who handles a lot of our maintenance now we do have maintenance projects that are outside of their abilities I guess we would maybe short staff, and I think the city certainly can bid any of that kind of work out now. It's the whether or not you see more of that coming out to the bidding community I really can't answer that that's going to be the case or not. But we do do, obviously, and you mentioned renovations we do a lot of that already. Well we take a building and repurpose it if you will we actually doing some renovations now we're building that 1401 Main Street project is ongoing right now. The city is working on so. Yeah, and can you listen to can you send us a copy of your capability statement with the list of the type of work that you do and we can share that support services. Okay, there's something we're not aware of that they handle internally just on their level, and we can give your contact information and there might be some opportunities where they can reach out to you directly depending on the size of their. Okay. Oh, that's perfect. Okay, I'll do that. Thank you, Asia. Thank you, Gary. Thank you, listen to anybody else have any other questions. Mr Gary we also have a question and I'll chat from Mr. Bill Edmonds. Okay. I'm looking in the chat here now let's see if I can see it. I saw Miss Ammons only earlier. I said, let me see if I can read the question. Brown contract we would like to work with CDB organization shortly prior to the bidding phase. This would assist us in developing CDB partnerships and scopes of work to meet the goals. Is it possible to do a workshop prior to the bidding phase with CDB ease and review drawings so CDB subcontract opportunities are known. CDB partnerships can be developed. I'll talk a little bit about that. We currently, as you all probably those of you bid on our CDB projects. What we generally do we have a pre bid meeting on that same day. Office of business opportunities has what they call an outreach event and it's generally scheduled like an hour after our pre bid meeting. Again, I'll depend lean on Aisha and Cassandra and we're trying you know is to help me along but I would assumptions as my wife told me know they get you in trouble, but I would assume that we're going to probably continue to do that same thing. And have an outreach event on the same day that we have the pre bid meeting. Now, if there's something different if something I'm missing Aisha Cassandra if y'all would let me know. But I can hear, I kind of detect in Mr. Edmunds question, if we could do more. And I'm all for that and I know Aisha and Cassandra knows would be more than willing. I think the problem, at least this is my observation is, we have those outreach events and I say we have them as the Office of business opportunities conducts those events. And they're usually not very well attended and Aisha and Cassandra y'all correct me if I'm wrong. We would love to have more CDBs and more primes to attend those events to try to try to facilitate those relationships I think that you know Mr. Edmunds you're talking about there. That's, that's exactly what we're trying to hit on. And I'll use this opportunity. You know, CDBs MPP's all those things and local business preference programs and things that were city has, you know, we're all in this together and we are a public entity. And we're just trying to fulfill council city council's mission of involving these these disadvantaged business enterprises and work that we do to give them our opportunity and that really benefits us all and we can help to grow those businesses into ideally just like the MPP program mentor protege program is designed to bring those mentors protege is to bring on a new young upcoming contractor. And I've heard it said before from mentors that you mean I'm training my competition and they kind of laugh and you know really that's what they're doing. But we all know and if you sit back and reflect competition is good for us good for a contractor is good for any I don't care what kind of business it is. It's not competition, it makes you do a better job because you know, no, no, no longer can charge what you want because somebody's nipping at your heels, making you make sure that you got all your eyes dotted your T's cross, and that you're doing a good job. So we're trying to promote that competition we're also trying to fulfill. You know, you know, a pretty good song to get that diversity study done, and use it, you know, the resources we have with King, and they came in and told us so you know where we were lacking. And that's one of the things we're trying to do and what they found and I should know scrapped me if I'm wrong is that we're really lacking in, you know, providing opportunities for women old businesses, and African American old businesses and that's what we want to try because we feel like that when we do that, provide these opportunities and can share the spread the wealth if you will, it's only help those businesses grow. When we get those businesses grow, it provides additional tax revenues for us as they get out and do more work and get bigger and all that, and it's just a cycle that continues to grow. And that's why we're excited about all this and we just we won't we want to be positive about we want you all to get on board with us and be a partner with us and that's that's really one of our big goals today is to and we really feel good about our contract community and we want to continue the relationships that we have, and we want to grow those relationships so hope I answered your question but I should hope we will continue to do those outreach events I'm sure and when we have a CDV project is that correct. Yes, that's correct and it did say Bill did say his audio isn't working but that was a correct interpretation of what he was asking and we'll continue to try to look for opportunities to kind of bring in the different contractors and network together and share their offerings with each other. So thank you for suggesting that. And then Karen also had a suggestion that we'll probably have to take offline. Gary and Shannon to look at how we do the bid openings and to see if there's an opportunity to schedule them about two hours apart so that contractors really could see what their pricing is. So, so Karen, we'll look at that and see what opportunities exist for something like that. Thank you guys and I do see the question from Karen too so we'll look at that too. Any other questions. If not, I'm going to put my contact information I'm going to put it in the chat right quick and if anybody else from given contracts wants to do that I hope you can do that as well. I just thought I bet it because I told you I was going to give you my contact if anybody's got any questions after the fact. Most of you are those of you know me you know got my number and stuff and I'll take a call anytime or you can email me but I'll put my phone number and email address in the chat. All right. Thank you all. Well good morning all and my name is Kent Davis I'm a procurement manager for the professional services. We have a lot of things here at the city and our procurement contracts, and we have taken on trying to make our templates all around more concise and similar throughout the different teams that we have here. We've got a new template that we are working on that will be coming out very shortly we're wrapping up some additional documentation that's going to go with it so that as we, as we unleash it, it's going to all look very consistent and very much the same and we but we're excited for what these updates will look like. The big key is that we're trying to make it more concise and easier for you all to find information as well as the information that you send back to us when you submit your bids. So at a glance you can see here we've worked to eliminate some of the duplication of information that we had previously with our, our old template. The bid opening now as Gary indicated is going to be held virtually via zoom. We are incorporating hyperlinks were for the pertinent information so that you always have access to the most updated information and forms wherever that may be. We are also including checkboxes for specific areas which apply so the solicitation will always look the same and then it'll just be a matter of identifying the checkbox for which category would apply. The OBO compliance and funding programs we've changed that to be labeled as a procurement or programmatic provisions. Also we are going to insert some new requirements on a very short basis but we're going to include some qualifications and past performances within your response. At times we may request financial responsibility and then we've added appendices and exhibits we're going to walk through some of these. All of these areas a little bit to just show you what they might look like or what we're trying to do what we're trying to accomplish and then hopefully in the very near future, we can roll this out to you and it'll be a much more concise program for him. We're going to start with a sneak peek on the template here. So one of the things you'll notice is at the very front end of the document, we're going to have the schedule events all listed upfront, and it's only going to be listed in this table. And so throughout the solicitation we won't include any dates. We're going to only say as noted within either schedule events or as noted. So you can see the key dates here. If it's not going to be within the application, the solicitation will just have a non applicable. And so we'll have that non mandatory pre bid meetings the man non mandatory site visit, the old bill outreach meeting there, and then the last day submit questions and the bid opening date. So as I noted that there's going to be some the programmatic provisions is a new piece that is going to determine which will be all compliance programs apply to the solicitation. More than one box maybe check so as you look through this we've got a statement saying that whatever boxes are checked those are the ones which apply. And right here we're showing the LBE and the MPP and the CDBE. And so you'll see that the check box will indicate if that program is included within the solicitation. And then we also are including the hyperlink so if there are required forms that are going to be needed to be submitted. So we'll need to go ahead and get those from, in this case, OBO's website and those all be listed in those specific programs on their website. So should be very slick and easy for you to find the information you need. And when you see down there in the CDBE we also will indicate what the goal is we've got it highlighted there. So you'll look through there and see what that goal is going to be for that. I have that bid. We also are updating the scope of scope of work that's going to be how that looks in the document. And one of the areas that we're updating and it's going to be very concise and all in one area is the bonding and liquidated damages section. Each, each one that applies again will have that checkbox and then the percentage that is going to be applicable to this to that specific bid will also apply. So the things we are working on, we'll talk a bit a little bit later is breaking out the payment and performance bond to two separate bonds. And so we'll talk to discuss that just a bit at the end. And then under the liquidated damages, you're going to also see what the liquidated damages if they apply what that amount is on a per day basis. Next, we talked I spoke a little bit earlier about adding a few requirements that are going to be going. This is something that's a little different for you all for the city at least. Other entities you utilize this as well. We're going to include some mentor requirements being experiencing qualifications and the technical competence. So you want to make sure you're reading through this and identify what we're looking for in terms of past experience or your qualifications and then also past performance. We're going to be including a reference question, a reference document for you to provide references for a specific number of references for a specific number of years. So you want to make sure you have that included in your upload as well, which we're going to walk through at the end is when we look at the appendices. Financial stability. So this is something that we will incorporate either we're going to request. Once again, you get the checkbox, you're going to have either we're going to request that you submit your finances, audit finances for a specific period, generally speaking, we use three years. And if we do require that we're going to also ask you to name the file specifically there as stated under the in that red text and the highlight. We're going to name the file and that would actually be uploaded separately specifically and noted that it's confidential. Or we're going to have a second box that notes that there aren't going to be any financial statements required however the city does have the ability to request those anytime if we should need to the upload. So we're transitioning how things are uploaded and how the document looks so you're going to have several attachments within the up the actual bid that we post. And what you'll see here is you've got appendices and exhibits and you will just look which ones are checked so that's going to apply to that IFB or that that bid document. The appendices are the documents that you're going to need to complete and return so you will complete your qualifications your references what have you. You're going to put all that together as a packet and you're going to send that as one attachment. You can see here we've listed some of the appendices, we have gone through and are adjusting what we require in terms of documents coming back and we've tried to consolidate some of the forms that you previously used to submit. We've got a few new forms that you will find one of them being the reference form one of them also being the litigation claim in history. Our goal is to make sure that those forms are very quick and easy to complete and attach and send back so while we're adding a form we got rid of more than we added let's look at it that way. And then the exhibits these are just going to be incorporated as items that you're going to need. We're going to attach the actual IP document itself. So when it is uploaded you're going to see three attachments from the city you'll see the actual bid document you're going to see the appendices separate, and then you'll see the bid form as well. So some of the contract document updates, we're also working on consolidating and making our contract documents concise as well. And what you might find is that we're considering incorporation of the. EJCDC because the other ones are mouthful cost their standard contract and standardizing that to the city, as well as I indicated we're breaking out the payment and performance bond to be separate so they will be 100% payment 100% performance bond, or whatever that percentage is noted, and those are also documents that we are looking to utilize from EJCDC. The miscellaneous updates. I walked through a little bit about the document and the bid upload and you'll you'll see it. The document should be shorter. I'll get more concise and then we'll have the instructions for that upload. One new thing is part of what's come out of the disparity study as well as we are going to require all subcontractors have a city vendor number. And then there is no cost to do that. And so when you submit that business information record for your subcontractors, you're going to make sure you're going to have to include that vendor number it will be required at award, we may hold the award if that's not not accomplished when we when we go to award the bid. So you want to make sure that's all in place is a very easy process to get the vendor number. So you want to make sure your subcontractors have done that when you submit your response. And no bid surveys. We're going to move to find out we want to find out how we can make sure we're we're attracting the most opportunities for our contracting community. So those who attend the bid or the pre bid. If you don't submit a response we're going to ask you to just give us a quick survey as to why you didn't submit a response. We just want to make sure we're make doing everything we can on our end to make the city a place a choice of destination. So we've got a question here is there a database spreadsheet of current vendor numbers that will have to get back to you. So we can look them up individually I don't know if there's a data. I'm sure we can pull some kind of report as well. So, we don't currently have a spreadsheet listed like on a website or anything at that point for now but if you do call us if you're working with a sub and you want to make sure they're included on your business report and you just really don't know if there's already a vendor number set up. Please call us because we may have that information already before just asking them to go ahead and submit their paperwork for W9 and the new vendor form. Great question. Thank you. And another good question how do you apply for vendor numbers so simply we have a new vendor registration form we're going to ask for a copy of their the most recent W9. You will submit that to the procurements and contracts department we will get that loaded and then they'll our data analysts will send that back to the subcontractor with their vendor number. Our vendor numbers required for material suppliers also that would be a yes. So this is definitely a little bit of a change. And so, you know, as we said it's stem from the disparity study it's going to allow the city to continue to understand and analyze and see what kind of subcontracting participation we're having. And so we appreciate everybody's assistance on on helping us work through that. Those are the only those are the updates we have for the new document. As we said we're excited to see it. When we roll this out that it should be a little bit more concise and the information we're only asked for the information once and in one place and like I said it'll look a little different so take some time getting used to that first one. And I think you'll see throughout all of our teams that moving forward going on with that you'll start to see some similarities between whether it be a bid or an RFP request for qualifications but we're transitioning to that to a consistent look throughout the team in the department. In Jewell Buff the data analysts for the department has also provided her contact information as well. And I can do that as well here at the end here I'll put my contact information in the chat. Do we have any other questions. Well we thank you for your time on and allow me to walk you through that and I'm going to turn it back over to Shannon. Great. Well thanks everyone I know this. This really has kind of incorporated several elements of the things we do on a daily basis here. We want to make sure that it is streamlined and as easy, simple. There's a process to where it's just not as much time necessary on your end to get those bids in so we really want to encourage all the bidding possible. We really want to encourage teaming wherever possible, and definitely supporting the efforts that we need for our 2022 disparity studies so thank you for letting us lead you through that. And I'll just pause I guess for one more moment if there's any other questions that someone's burning to ask. If not you do have the information down at the on this slide that tells you how to get to us. That is our main email address and phone number, but each person is also putting their direct line in the chat as well if that's helpful. Any other comments or questions. Thank you all for hosting this event. We appreciate it. Thank you listen to. I hope that this is just the start of maybe some others to come. We won't try to bombard and have these. We will definitely put something together if we have a fair amount of content to present and get out to the public quickly. That's what we would like to utilize this platform for and we'll try to keep it very short and specific on specific topics. We do have a copy of the presentation a link to that here. We will drop in the chat. Our survey so if you wouldn't mind. Also just answering just a couple of questions for us. Some of which is involves if you're wanting to get in in contact with us one on one where we're certainly open to doing that as well. And I just want to thank everyone for the interaction. It's always helpful when we can get feedback. We know that there's not just one way to accomplish the goals that we have at the city. So we encourage you just to continue to communicate with us and identify areas where there's possible improvements. And if we can implement those we will absolutely do that. But as a fine effective date for these changes is the most recent question. So for for CDBE that'll be within the next couple of weeks. So by mid February and I'm and I'll let procurement answer about the updates. We have a target date of February 15th. So as new IFBs are released in our event system. The new template the IFB template you will see that as of February the 15th. And I want that part of it too. And I would encourage you if you're not a CDBE and you want to go ahead and get that designation go ahead and submit that paperwork to us now although it only takes three days. It's better just to go ahead and get it done before solicitation comes out that has that requirement. Same for vendor numbers even if there's not you don't have an active project you need to just go ahead and request that vendor number ahead of time so that you're not rushing. At the last minute and we're always open to answer questions. We always have to say if it's an active solicitations and those questions to procurement. If it's just a broad question about our programming our office will be happy to help you with that. We work very very closely with procurement and I think that's that's how we'll continue to see success is that it's like we have that partnership together. So someone asked about solicitations I'm sure we can drop in the ion wave link for someone to see active solicitations and I know you don't have to be registered to see them. But to respond you do but procurement. Yes, I can answer that too while we put the actual address in the chat. If you go to our city's website, Columbia C dot gov. There is a dashboard board up at the top, and it has a an opportunity where it says services. Procurement and contracts is one of those choices when you do the drop down and it will take you straight to our E bid Columbia C. E procurement site. So that's a handy way very quick way of getting to where you can view all of that information. And I just write you do not have to have a subscription or account already in there just to view the information of course if you want to submit for one of the solicitation opportunities you do have to be registered. And to register as a blue box I think it says supplier registration views click on that box it'll take you to the registration page for vendor. And again, as Shannon said you can view solicitations without being registered. Here it is right as a supply registration that blue box on right if you click on that and it's a very short registration process where you put in information about your company, and then submit that and then someone from the city will take a look at it and make sure you've got everything in and you'll be notified back usually within that day that you are now registered supplier and you will have a user name and password and be able to log in to things you can't do without being registered you can't ask a question on the solicitation. Can you submit a proposal or bid on the solicitation unless you're registered, you can view them without being registered but you can't submit a question and you can't put a bid in without being registered. Like Shannon said if you thinking about it if you're not registered doesn't cost you anything to register. It's a pretty simple painless process to go through so I urge you to get registered and then what'll happen is once you register based on what you put in as the kind of work or service that your business provides, you will then be notified anytime a solicitation goes out that touches on that kind of service or that kind of goods that you serve that you actually provide. Another thing that's one of the ways that you can be notified about a solicitation when it goes out. I want to say to you, I had before and I like to talk a lot, you know, but those of my colleagues all know that and those of you in the contract community know me I talk way too much. My wife sits by me sometimes and steps on my foot a punch is being the side but I just want to tell you all how much I appreciate you joining us today. I'm going to be very excited if you couldn't tell about these changes that are coming. It's going to be, it's going to be good for us and it's going to be good for you all as well I think you're going to love it. It's going to make it a whole lot less cumbersome to have to put a bid in. It's going to be a whole lot easier. It's going to be a little adjustment to get you know when we get first started to get used to it, but it's really simple. I think it's going to be a little more overall the way things are today. You're going to find it very, very easy to you're going to really like it. And I think it's going to make things better for all of us. I appreciate your time. I know you've got a lot to do. And I really, really appreciate you all joining us today. Call us with any questions. I think we did have another comment about having virtual events and they are virtual. Christina so definitely contact our office so we can make sure you're aware when we hold those virtual outreach meetings. Because you're right. We understand that it's hard for you for you to get away from your job site. So we appreciate that and definitely we utilize the technology we have to have virtual meetings are hybrid. For those that want to be in person that we do offer virtual as an option. So we appreciate that. And I step in real quick here to affirm that the bid document will also include the old wheel meeting and the zoom link for that as well so you'll see that as you once you open up the original the old the document you scroll down and you'll have that information as well. Well thanks everyone. If you have a great rest of your Wednesday. Thank you.