§ 2-9A-11. DUTIES OF THE FINANCIAL AND ADMINISTRATIVE SERVICES DEPARTMENT.

The Purchasing Office of the Financial and Administrative Services Department shall have the following duties and responsibilities with regard to the Program:

(1)

Maintaining records of:

(a)

the dollar amounts of awards of prime Contracts to MBEs, WBEs, and DBEs;

(b)

the actual dollar amounts paid under subcontracts awarded to MBEs, WBEs, and DBEs compared to total dollars paid on Contracts. These payments shall be measured against projected payments or Goals;

(c)

the total annual expenditures to MBEs, WBEs, and DBEs as a percentage of the total expenditures on all Contracts awarded by the City;

(d)

quarterly reports for all procurements valued in excess of $5,000, which shall include, at a minimum:

(i)

the number of Contracts and subcontracts awarded to MBEs, WBEs, and DBEs;

(ii)

the total dollar value of Contracts and subcontracts;

(iii)

the percentage of the dollar value of all Contracts and subcontracts awarded during this period that were awarded to MBEs, WBEs, and DBEs;

(iv)

an indication of whether, and the extent to which, the percentage of Contracts and subcontracts awarded met the Annual Participation Goals, if any have been established;

(v)

upon request, the number and identities of MBEs, WBEs, and DBEs awarded Contracts or subcontracts; and

(vi)

department-by-department awards to MBEs, WBEs, and DBEs and expenditures, in comparison to total procurements of each department and the total for the City.

(e)

For all procurements valued at less than $5,000, a monthly report which shall include:

(i)

the number of Contracts awarded to MBEs, WBEs and DBEs;

(ii)

the dollar value of Contracts so awarded;

(iii)

the percentage of the dollar value of all Contracts awarded during this period which were awarded to MBEs, WBEs, and DBEs;

(iv)

an indication of whether, and the extent to which, the percentage of Contracts awarded met the Annual Participation Goals; and

(v)

upon request, the number and identities of MBEs, WBEs, and DBEs awarded Contracts.

(2)

Assisting in the record-keeping functions by obtaining monthly reports from the Public Works Department and other Construction project management departments on the status of Construction Contract MBE, WBE, and DBE obligations.

(3)

Compiling an annual report of the last fiscal year's MBE, WBE, and DBE participation in contracting activity by department and for the City as a whole.

(4)

Compiling and reporting to city council after the end of each fiscal year, the utilization of MBEs and WBEs for that year based on awards of Contracts.

(5)

Operating, maintaining and enhancing the information systems necessary to assist SMBR with implementation, administration and enforcement of this chapter.

Source: Ord. 20060608-058; Ord. 20081211-060.