03-12-19 Rising TIDES Minutes 7800 Golden Valley Road Golden Valley,MN 55427 C1 ��J
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vale,
Rising TIDES Task Force
Mar 12, 2019—5:00 pm
Conference REGULAR MEETING MINUTES Council
Golden Valley City H II
7800 Golden Valley Road
Call to Order
The meeting was called to order at 5:02 pm by Chair Joelle Allen.
Roll Call
Members present: Amber Alexander,Joelle Allen, Ruth Paradise, Ajani Woodson, Millicent
Flowers and Tanveer Gulzar
Members absent: Maurice Harris, Sam Powers, Melissa Johnson and Sheri Hixon
Staff present: Tim Cruikshank, City Manager; Maria Cisneros, City Attorney and Marc
Nevinski, Physical Development Director
Approval of February 12, 2019 Meeting Minutes
MOTION by Member Woodson, seconded by Member Flowers to approve February 12, 2019 minutes as
submitted. Carried.
Team Building Activity
The Task Force Members participated in a team building activity.
Discussion of Topic: Eliminating Bias in Reviewing RFPs and Contracts
Chair Allen reminded members that they were asked at the last meeting to provide possible groups or
organizations that the City could connect with regarding the work of the Task Force. The members
discussed possible groups and City Attorney Cisneros said the information could be emailed to her and
she would share it with the City's Communications Department.
Chair Allen introduced the topic for discussion. Cisneros provided background information on the
process the City currently uses for reviewing contracts including the State Statutes governing the bidding
process that cities must follow. Physical Development Director Nevinski and City Manager Cruikshank
answered questions for members on current City practices.
The Task Force discussed and commented on the first question posed by staff on this topic:
1. What barriers exist for disadvantaged business enterprises (DBE)to bid on public projects?
Members asked what the meaning of disadvantaged business enterprises was. Nevinski said it is a
contracting term used in federal law. Chair Allen said there are efforts in place to change the
language from "disadvantaged"to "underrepresented." Members discussed possible definitions of
the word disadvantaged as it is used in federal law. Cruikshank read the official federal definition.
MEETING MINUTES—Rising TIDES Task Force 2
Mar 12, 2019
Members decided at this time to substitute the term with "underrepresented" and to state in
parenthesis that it corresponds to the federal term "disadvantaged."
Members asked how the City currently communicates with disadvantaged groups regarding possible
bidding opportunities and where postings are advertised. Members discussed possible opportunities
for pushing postings out to underrepresented groups.
Members asked if the City looks at more than just price when awarding contracts. They also asked
who in the City reviews and selects the top bidders. Nevinski shared that the answers to these
questions vary by department and contract type. Cisneros said the best opportunities for change may
be (1) with the contracts under$175,000 because the City is not required to meet the public bidding
law requirements; or (2) by requiring larger contractors to subcontract parts of the bid to
underrepresented business.
Members discussed that some bids may require specialized contractors to qualify, which may narrow
the pool of bidders and asked if there is motivation in the process for including minority
participation. Members discussed possible barriers groups may have and possible goals the City could
use to overcome them.
Chair Allen summarized the discussion regarding possible barriers including how language is used,
how language definitions may need to be more classified to become more inclusive, communication
in general, additional resources large firms may have, and cash flow for smaller business. She said
some ideas that were discussed are: looking at scenarios that motivate larger contractors to use
subcontractors from underrepresented groups and the importance in setting clear, measureable
goals to guide this group as they make suggestions to the City.
Take away: Members should identify ideas and goals that the groups can discuss regarding the
barriers to underrepresented businesses in the bidding process.
Adjournment
Chair Allen adjourned the meeting at 5:56 pm.
Joelle Al n, Chair
ATTEST:
Kris Luedke, City Clerk