MENTORING PROGRAM

Sidewalk Construction Program Mission Statement Mentor- Protégé Guidelines Mentor Protégé Mentor- Protégé Program Overview Reporting Requirements Mentor Termination Procedures Protégé Termination Procedures Application for Enrollment in Mentor Protégé Program Mission Statement The City of New Haven Mentor-Protégé Sidewalk Program is designed to build a broad base of emerging, local, minority, women business enterprises capable of performing high quality construction work at competitive prices. The programs immediate goals are: Enhance the capabilities of local, emerging, minority, women businesses to perform City of New Haven prime contracts and subcontracts. To foster the establishment of long term business relationships between MBEs, LBEs, WBEs, EBEs, and Mentor Firms Increase the volume of work that MBEs, LBEs, WBEs, EBEs are capable of successfully bidding and profitably performing work as specified. Increase the overall number of MBEs, WBEs, LBEs and EBEs that receive City of New Haven prime contract and subcontract awards to accurately reflect the diversity of the community. Broaden the base of MBEs, WBEs, LBEs, and EBEs activity, increasing the number and long-term stability of such firms, and spreading their activity throughout the construction sectors of the industry. Mentor-Protégé Guidelines Large businesses/ well established companies/ major prime companies serving as mentor firms will enter into agreements with eligible entities as protégé. Mentors will provide appropriate developmental assistance to enhance the capabilities of protégé to perform as prime contractors and/ or subcontractors. Costs incurred by a mentor to provide developmental assistance (i.e., technical, managerial,) will be provided for in a contract line item specifically for the Mentor- Protégé Program. The mentor will quote the portion of the fee schedule expected to be provided during the life of the contract. The amount claimed shall be verified by the recipient and paid on an incremental basis representing the time the protégé is working on the contract. Mentor The quality of the mentors will be the key to the success of any mentor-protége program.They should have the knowledge and experience to help emerging business enterprises through technical assistance, skill assessment, performance assessment. Benefits of the Program to the Mentor: There are a variety of benefits that the mentor will realize through participation in the Mentor- Protégé Program. The following are a few of these benefits: Long- term relationship with a potential subcontractor New, qualified MBE, WBE, LBE for the vendor base New sources at more competitive prices Meet MBE/WBE goals Developmental Assistance: The forms of developmental assistance a mentor firm can provide to a protégé firm include: Management guidance related to - Organizational management Financial management Overall business management/ planning Business development/contract compliance/ cost estimating Technical assistance;quality control, specifications and plan reading Temporary assignment of personnel to assist in job training. Key Factors: Mentor to assist in developing skills Mentor to provide construction techniques /methods of work Commitment by mentor Transfer of technology Mentor to assist developing capacity of protégé, evaluate performance Subcontracting opportunities Mentor firms will be solely responsible for selecting protégé firms. The mentor firm is responsible that a protégé firm meets the requirements of MBE, WBE. Mentor firms may rely in good faith on written business declarations by potential proteges as evidence of eligibility to participate. All business-to- business relationships are made by private agreements between mentor and protégé companies. Any dispute regarding the size or eligibility status of an entity selected by a mentor to be a protégé shall be referred solely to the Program Sponsor for resolution. Protégé Small minority or women construction business committed to the program. This is a unique opportunity for the protégé to gain valuable training and resources in the sidewalk construction field. A company may qualify as a protégé firm if it is: Minority Business Enterprise as defined by the State of Conn. Woman Business Enterprise as defined by the State of Conn. A protégé firm may self –certify to a mentor firm that it meets the eligibility requirements. Mentor firms may rely in good faith written representation that the entity meets the requirements. Commitment to Mentor- Protégé Program The Protégé must have a strong commitment to the program. This is a unique opportunity for the protégé to gain valuable experience in the construction industry. The protégé will be required to pledge top level commitment to the program. Protégé Benefits: Technical advice: guidance on performing construction work Market access: introduction to the government market place, larger companies, trade shows and advertising Endorsement/credibility: mentor endorsement may help in acquiring new customers Potential partnering on opportunities: potential for teaming up on contracting bids Financial access: mentor endorsement may help persuade lenders to provide purchase order financing or lines of credit Ambition to grow: interaction with larger companies can motivate companies to see new expansion possibilities. Subcontracting opportunities Project Experience: experience in the operation of a construction business with minimum risk. Key Factors of Protégé: Protégé to accept new skills Protégé to accept business advice Commitment Accept and use new technology Satisfactory performance Mentor- Protégé Program Overview MENTOR The contracting agent with the City of New Haven; who providesthe knowledge, training, conditions of work, sub-contracting opportunity.     PROTÉGÉ Provides the effort, desire, skills to perform the work under the Mentors guidance.     City of New Haven Provides program, direction, goals, facilities city requirements and regulations. A Mission Statement: purpose of the program, goals, objectives, scope Mentor and protégé guidelines: eligibility, responsibilities, expected level of commitment, benefits, Monitoring and evaluation process: regular check –in of mentor, protégé, program evaluation by mentor, protégé and staff Evaluation of progress by protégé Evaluation of progress by Mentor Record of hours and activities between mentor and protégé Recognition process: events, awards, recognizing mentors and proteges for accomplishments Reporting Requirements Progress reports are intended to help everyone assess the actual results of the mentor-protégé program. A signed mentor-protégé agreement- A preliminary assessment of the developmental needs of the protégé firm and the proposed development assistance the mentor firm envisions providing the protégé firm to address those needs and enhance the protégé firm’s ability to perform successfully under contracts or subcontracts with the City of New Haven. Every two weeks a report shall be submitted by the mentor firm on the progress made under the program: a statement which will include the progress of the protégé, any problems areas encountered, record of hours and activities between mentor and protégé, and any other appropriate information. Every two weeks a report shall be submitted by the protégé firm on the progress made under the program: what guidance, direction, received by the mentor, any problems encountered, and any other appropriate information. Program evaluation by mentor, protégé and staff upon project completion. As a quality control measure, the City of New Haven will conduct independent on-site reviews with proteges and mentors to ascertain whether the parties are operating in good faith and whether the program and specific goals are being met as reported. Mentor Termination Procedures The protégé firm shall be furnished a written notice of the proposed termination, stating the specific reasons for such action at least 30 days in advance of the effective date of such proposed termination. The protégé firm shall have 30 days to respond to such notice of proposed termination and may rebut any findings believed to be erroneous and offer a remedial program. Upon prompt consideration of the protégé firm’s response, the mentor firm shall either withdraw the notice of proposed termination and continue the protégé firm’s participation, or issue the notice of termination. Protégé Termination Procedures A Protégé firm shall notify the mentor firm in writing at least 30 days in advance of the protégé firm’s intent to voluntarily terminate the mentor- protégé agreement. Application for Enrollment in Mentor Protégé Program Application for Enrollment in Mentor Protégé Program here (PDF format) In order to view the above PDF file you must have installed a copy of Adobe Acrobat® Reader