Draft Appendix A for Hot Mix Asphalt_102126_1.pdf

CITY OF ATLANTA

SUITE 5100

68 MITCHELL ST, SW

ATLANTA, GA 30303

(404) 330-6010 Fax: (404) 658-7359

Internet Home Page: www.atlantaga.gov

Andre Dickens

Mayor

OFFICE OF CONTRACT COMPLIANCE

Rocsean Spencer Director rspencer@atlantaga.gov

M E M O R A N D U M

TO:

Chandra Houston, Chief Procurement Officer

Department of Procurement

FROM:

Rocsean Spencer, Director

Mayor’s Office of Contract Compliance

RE:

Policy Statement Project No.: Hot Mix Asphalt

DATE:

10/15/2026

The City’s Diversity and Inclusion Policy Statement is included with this correspondence for

Project No.: Hot Mix Asphalt. Because the expected value of the above referenced project either falls below the amount ($100,000) that would trigger the application of one of the City’s diversity inclusion programs; or there are few, if any, potentially certified subcontractors who can perform work on this project; or proponents who typically propose on this type of work fully perform all aspects of the project due to its limited scope; then there is no mandatory participation requirement attached to this particular procurement.

However, OCC has provided a policy statement which communicates the City’s desire to actively promote full and equal business opportunities aimed at facilitating the inclusion of small, disadvantaged, minority, and female business enterprises through the City’s SBO and EBO programs, the administration of the federal DBE and ACDBE programs, and through voluntary means in the absence of a mandate. Please note that the enclosed Policy Statement is solely for this project.

If there are questions, please contact me at (404) 330-6010, or Wendy Theodore at (404) 330-

6114.

cc:

Alta Urtarte, DOP, Natalie Heredia, OCC http://www.ci.atlanta.ga.us/

Hot Mix Asphalt

Diversity Inclusion Policy For

The City of Atlanta Diversity Programs

Although the above referenced contracting opportunity has been exempted and is not subject to any of the City’s diversity programs as a mandatory requirement, it is the policy of the City of

Atlanta (COA) to actively promote full and equal business opportunities. As a policy, the City advocates for the inclusion of small, disadvantaged, minority, and female business enterprises through the City’s SBO and EBO programs, as well as the administration of the federal DBE and

ACDBE programs. It is also the policy the City of Atlanta to actively promote equal employment opportunities for disadvantaged, minority and female workers and prohibit discrimination based upon race, religion, color, sex, national origin, marital status, physical handicap upon or sexual orientation through the City’s Equal Employment Opportunity (EEO) Program. The purpose of the COA and federal diversity programs is to mitigate the present and ongoing effects of the past and present discrimination against women, minority, disadvantaged, and small business so that opportunity - regardless of race, gender, or firm size - will become institutionalized in the Atlanta marketplace. It is important to note the City of Atlanta’s Diversity Program requirements at the time of the project bid.

Proponents seeking to submit bids for Hot Mix Asphalt are encouraged make a general statement regarding their intent to address the City of Atlanta’s diversity objectives. For the purpose of this bid solicitation, there will be no mandatory diversity inclusion requirements that must be summited with the actual bids.

Additionally, projects are reviewed on a case-by-case basis to determine if it is necessary to require proponents to make good faith efforts to form joint venture teams compromised of at least one minority and/or female owned firms(s) certified as such by the City of Atlanta’s Office of Contract

Compliance. In the event that such a determination is made at the BID stage, or if proponents so choose to pursue a joint venture arrangement of their own volition, the submitted bid must include an executed copy of the Joint Venture agreement. The Joint Venture agreement should include at a minimum:

• The name of the Joint Venture

• Contact information of designated primary JV contact person

• Identification of all firms participating in the JV

• The initial capital investment of each venture partner

• Terms and conditions under which future contributions may be necessary

• The proportional allocation of profits and losses to each venture partner

• Description of proportion of work controlled by and management of the joint venture team members

• The method of, and responsibility for, accounting

• Frequency of JV meetings and method for minutes taking and storage

• The methods by which disputes are resolved.

• Provide the specific citation/section of your JV that speaks to the Contract’s non-discrimination and assurance requirements

• All other pertinent factors of the joint venture

• All joint venture agreements must be signed by a member of each team.

This project does not have a Joint venture requirement. However, the City of Atlanta encourages

Joint Venture relationships when feasible and applicable. The City of Atlanta seeks to remedy the effects of past discrimination and/or promote equal opportunity by establishing specific small, minority and female subcontractor, and supplier participation objectives for every City contract at or above $100,000. Specific subcontractor and supplier availability objective will be included in the formal solicitation documents where applicable. Every proponent must submit documentary evidence of good faith efforts with their bid to comply with the requirements of the City’s ordinance. The details of the Subcontractor Utilization Plan are set forth below:

EBO, SBO, DBE, ACDBE

On applicable projects, the proponent must submit a detailed Subcontractor Utilization Plan with their bid. In the Subcontractor Utilization Plan, the proponent must identify the certified disadvantaged, small, or minority/female owned businesses (depending on applicable program) that it intends to use to meet the established availability goals. The plan must specifically indicate the nature and amount of the supplies and subcontracting contemplated. The plan must also detail the company name, contact person, address, telephone number, work or supply description, and subcontract or supply dollar amount for each business enterprise (disadvantaged, small, non-minority, minority, or female owned) to be utilized on the project.

Every proponent will also be required to comply with two additional components of the City of

Atlanta’s diversity program requirements. These two additional components are:

Equal Employment Opportunity Plan (EEO)

Every proponent’s workforce should reflect the demographic characteristics of the available pool of labor skills normally utilized by the proponents. A Contract Employment Report describing the demographics of the proponent’s workforce shall be submitted prior to the execution of a contract with the City of Atlanta.

Questions regarding any of this information may be directed to the Office of Contract Compliance, Rocsean Spencer – Director at (404) 330-6010.