City of Chicago Procurement Services Certification Program

1. Welcome to the City of Chicago Department of Procurement Services Bid & Bond Room Rahm Emanuel, Mayor Jamie Rhee, Chief Procurement Officer

2. Welcome to the Department of Procurement Services City of Chicago Certification Program Minority Business Enterprise Women Business Enterprise Business Enterprise for People with Disabilities

3. MBE/WBE/BEPD Certification • Department Overview: • Who We Are: • Department of Procurement Services • Contracting authority for the procurement of goods and services for the City of Chicago. We work together as a team and with our customers to guarantee an open, fair, and timely process by establishing, communicating and enforcing superior business practices.

4. MBE/WBE/BEPD Certification What we Do: • Contract for over $2 billion of goods and services annually for the City of Chicago. • Accept New Applications for certification • Accept annual recertification “No Change Affidavits” • Accept Five Year Recertification Applications or Continuing Eligibility Affidavits

5. MBE/WBE/BEPD Certification • What We Do: • Contract Compliance with negotiated contractual M/W/DBE participation goals • Set standards for contract participation for M/WBE’s as well as DBE and ACDBEs • Assist vendors through our websites www.cityofchicago.org/procurement and www.chicago.mwdbe.com

6. MBE/WBE/BEPD Certification • Five Certification Programs • MBE - Minority-owned Business Enterprise • WBE - Women-owned Business Enterprise • BEPD - Businesses owned by people with disabilities • DBE - Disadvantaged Business Enterprise • ACDBE- Airport Concessions Disadvantaged Business Enterprise

7. MBE/WBE/BEPD Certification Benefits of Certification • Provides visibility - once certified your firm is listed in a directory which is accessible to the general public. • There are minority, women, and disadvantaged person goals on City of Chicago projects as well as projects offered by sister agencies in which a City of Chicago certification is recognized by these agencies and private firms.

8. MBE/WBE/BEPD Certification Benefits of Certification The City of Chicago has a target market program which provides exclusive bidding to certified minority and women owned business enterprises. This allows certified businesses to take 100% of the pie because there are no subcontractor goals associated with the project.

9. MBE/WBE/BEPD Certification Do You Qualify? • Qualifying Groups: • African-American • Hispanic • Asian • Native American • Women • Persons with Disabilities • Other individuals who can prove social and economic disadvantage

10. MBE/WBE/BEPD Certification Do You Qualify? • Local Business: principal place of business and majority of full-time work force located in the counties of Cook, DuPage, Kane, Lake, McHenry or Will • (DBE/ACDBE – Any where in Illinois)

11. MBE/WBE/BEPD Certification Do You Qualify? • 51% owned, controlled and managed by a minority, woman, person(s) with a disability or socially or economically disadvantaged individual

12. MBE/WBE/BEPD Certification Do You Qualify? • MBE/WBE: Must not be an “established business” - - gross receipts must not exceed $37.3M averaged over three years for non-construction firms. Construction firms subject to SBA size standards. • DBE: not to exceed $22.4M or SBA size limit for firm’s primary line of business. • ACDBE: not to exceed $52.47M for most firms – some exceptions do exist.

13. MBE/WBE/BEPD Certification Application Process • Submit hardcopy or electronic application. • Electronic application located at www.mwdbe.com . • Submit $250.00 fee (money order or cashier’s check). No fee for DBE, ACDBE, or BEPD. • Submit all supporting documentation.

14. MBE/WBE/BEPD Certification What We Need From You • Contact Information • Type of Certification You Are Seeking • MBE/WBE/DBE/ACDBE/BEPD • BEPD requires Schedule G Form • Ownership Information • Employee Information • Facility Information • Financial Information • Licenses (for applicant and business) What We Need From You

15. MBE/WBE/BEPD Certification What We Need From You • Experience • Resumes • Professional Associations • Listing of Equipment • Leases • Contract Information • Pending • Past Year (Two Years) • Invoices/Purchase Orders

16. MBE/WBE/BEPD Certification Ownership Information • Sole Proprietor – Typically owned by only one person, has no legal existence apart from the person him/herself • Must submit Assumed Name Certificate • General Partnership – Two or more people go into business together without any formalities. • Partnership Agreement

17. MBE/WBE/BEPD Certification Ownership Information • Limited Partnership – The limited partners are more like stakeholders in a corporation. They are not liable for the debts beyond their own contribution. • Assumed Name Certification or Certificate of Limited Partnership

18. MBE/WBE/BEPD Certification Ownership Information • Corporation – A corporation is treated as an entity completely separate from its shareholders. It allows others to invest in the business without being liable for the debts of that business. • Is the firm in good standing? • Articles of incorporation • Certificate of incorporation • By-laws of corporation • Copies of all stock certificates issued (front & back) • Meeting Minutes

19. MBE/WBE/BEPD Certification Ownership Information Limited Liability Company (LLC) – Partnerships that have a Managing Member/Partner.

20. MBE/WBE/BEPD Certification Suppliers A supplier must be a regular dealer which is a firm that owns, operates or maintains a store, warehouse or other establishment in which materials, supplies, articles or equipment are bought, kept in stock and regularly sold or leased to the public in the usual course of business.

21. MBE/WBE/BEPD Certification Distributors • Firms operating as a distributor are identified as having a direct relationship with a manufacturer to distribute its goods and products within a specified territory, or region. The goods and/or products are not available or sold to the general public

22. MBE/WBE/BEPD Certification Brokers • Firms acting as a broker are not eligible for certification as an MBE or WBE. • A person or entity that fills orders by purchasing or receiving supplies from a third party supplier rather than out of its own existing inventory and provides no substantial service other than acting as a conduit between his or her supplier and his or her customer is a broker

23. MBE/WBE/BEPD Certification After Applications are Submitted • The process can take approximately 60 to 90 days from the day we receive “all” documents. • Your application is checked to make sure we have all documentation. • Documents are thoroughly audited. • You may receive a site visit. • If approved, your certification is valid for five years.

24. MBE/WBE/BEPD Certification Expedited Process – Recognition of Outside Certifications • Women’s Business Development Center (WBDC) 8 South Michigan Ave. • The Chicago Minority Supplier Development Council, Inc. (CMSDC) 105 West Adams

25. MBE/WBE/BEPD Certification Maintaining Certification • All vendors must submit an Annual “No Change Affidavit.” • You must notify the Certification & Compliance Division regarding organizational changes, business name changes, and ownership changes within 10 business days of the change. • All vendors must “recertify” after five years.

26. MBE/WBE/BEPD Certification Expansion of Services • Submit your request on company letterhead • Include added categories from the North American Industry Classification System codes (NAICS). • Include • Required licenses • Copies of future or present contracts • Any needed insurance

27. MBE/WBE/BEPD Certification Sister Agencies

28. MBE/WBE/BEPD Certification Avoid the Top 10 Reasons Applications are Denied • Unsubstantiated or questionable ownership/control. • Unclear description of critical functions and who is responsible. • Company cannot substantiate where start-up funds/expansion capital came from. • Outside secondary employment takes the majority of the MBE/WBE/BEPD/DBE Enterprise’s time each day. • The company is not located in one of the six county regions.

29. MBE/WBE/BEPD Certification Avoid the Top 10 Reasons Applications are Denied • Point of Contact did not respond to requests for information in a timely manner. • Inconsistencies with the Applicant firm name among various documents. • Problems with contracts: missing, incomplete, not signed & executed by qualifying owners, or have no corresponding proof of payments. • Required documents are not attached or no explanation is given as to why the documents are not available. • Three years of tax returns were not submitted (signed) as required.

30. MBE/WBE/BEPD Certification Where to go for help: • Department of Procurement Services • City Hall, 121 North LaSalle, Room 806 • 312-744-4900 • Your Area Assist Agency

31. Thank you for coming! QUESTIONS QUESTIONS QUESTIONS QUESTIONS

32. www.facebook.com/ChicagoDPS / www.twitter.com/ChicagoDP • Will post bid advertisements and addenda, upcoming workshops and events, and new policies and procedures that affect vendor community

33. Department of Procurement Services Thank you for visiting the Department of Procurement Services Bid and Bond Room

34. Department of Procurement Services For more information visit: www.cityofchicago.org/procurement City of ChicagoDepartment of Procurement Services121 North LaSalle Room 806312-744-4900Jamie RheeChief Procurement Officer