Specifications include, but are not limited to: A. Designate an individual as the “DBE Liaison” who will monitor the Contractor’s DBE participation as well as document and maintain records of “Good Faith Efforts” with DBE subcontractors/suppliers (“DBE Entities”). B. Execute written contracts with DBE Entities that meet the applicable DBE goals. 1. The Contractor shall provide the DBE Compliance Officer (“DBECO”) with copies of said contracts within thirty (30) days from the date the Agreement is fully executed between the City and the Contractor. a. The Contractor shall agree to promptly pay subcontractors, including DBE Entities, in accordance with law. C. Establish and maintain the following records for review upon request by the OSD: 1. Copies of written contracts with DBE Entities and purchase orders; 2. Documentation of payments and other transactions with DBE Entities; 3. Appropriate explanations of any changes or replacements of DBE Entities, which may include a record of “Post-Award Good Faith Efforts” for each certified firm that the Contractor does not use in accordance with the approved DBE participation submission; 4. Any other records required by the OSD. The Contractor is required to maintain such records for three (3) years after completion or closeout of the Agreement. Such records are necessary to determine compliance with their DBE obligations. D. Post monthly payments and submit regular reports to the DBECO as required via the online “Contract Compliance Monitoring System” or other means approved by the OSD. 1. The Contractor shall submit the initial report outlining DBE participation within thirty (30) days from the date of notice to proceed (or equivalent document) issued by the City to the Contractor. Thereafter, “DBE Utilization” reports shall be due on or before the fifteenth (15th) day of each month until all DBE subcontracting work is completed. 2. Reports are required even when no activity has occurred in a monthly period. 3. If the established percentage is not being met, the monthly report shall include a narrative description of the progress being made in DBE participation. 4. The Contractor may also be required to attach or upload copies of canceled checks or bank statements that identify payer, payee and amount of transfer to verify payment information as indicated on the form. E. Conform to the established percentage as approved by the OSD. 1. The total dollar amount of the Agreement shall include approved change orders and amendments. For a requirements contract, the total dollar amount shall be based in actual quantities ordered. 2. No changes to the established percentage and DBE Entities submitted on DBE Compliance Form-1 shall be allowed without approval by the OSD. 3. The City will not adjust the contract for any increase in cost due to replacement of DBE Entities.
