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this presentation is brought to you by the city of Greensboro economic development and business support office the first step and I'll pass out a booklet later I didn't want to pass out at the beginning because I didn't want everybody to be looking through the booklet but the first step is as I mentioned earlier to register your company in this vendor link system and in the time you're registering and vendor link you're also able to register or to request certification as a hub company you come through our website and our website is getting better we have a good website all of state government went through some upgrades on websites but coming to our website to start the hub certification process you you do you do that and as you see here there's a tab that will say certification and a tab to click to say request of certification and then you'll get to a page again that says okay now you're ready to do your registration and certification your reader page let me see if it's coming up okay this is our website and you notice the tabs on the Left column and again we have certain Quick Links as well and then our page will take you to some of our programs and cost services as you see the hope certification tab we have certain forms and documents that you might need we have certain reports that are available we have some frequently asked questions we have resources where we might even refer you to Greensboro's office or Charlotte's office through what we call networking links we have bid opportunities that tab will actually bounce you to the office of purchase and contract where they actually have different ways you can search jobs they may have bids by category bids by location different ways you can bounce into their whole system of of jobs that are listed at this time that you might want to take a look at we have a tab that will take you to different purchase and agencies and then we have a tab for search for help vendors one of the benefits of being up certified is now if I'm looking for you I'm looking for a plumber in Europe plumber I can come to the hub website and I can go to search for hub vendors it'll eventually take you to a page where you have a bunch of open you know things to fill in blanks to fill in well obviously you don't know Grover is a plumber but you could pull up a section that says plumbers you can you can highlight plumbers and then you have a county section you could highlight Gil foot and then you could press search with nothing else even though there might be ten or fifteen other things you can fill in you can take the you know this is all you know you're looking for a plumber in Guilford you're hoping their help certified so once you do the Guilford County tab the plumber tab search hopefully some folks will pop up and now you have now you see who's certified hub now maybe many other minority companies in Guilford but these folks have gone through the trouble to be hub certified so now a lot of times the government contracts want her participation so now you're able to say okay good I can get a hub certified company on this job and if you're a hope certified company you're wanting them to find you so you can have an opportunity to bid the job so that's the benefit of being in the system what you do is now out there and if I'm looking for your service or your good I can track it track it down through the hub website there's a calendar of events we're trying to you know let you know about things like today we may put it on our website that there's the annual business summit going on in Guilford today so if you're a hub company over here in this area you'd come to this today so that's how our web page looks I think it's actually changed now it's been upgraded but we have a good web page this screen is as you are going through the certification the third one down saying vendor registration and hub certification process that would be what you would choose and now you read through that this is telling you that this site is the division of purchasing contract and we're making vendor registration available to you it is your responsibility to keep all this information current and what we're getting at there is email addresses generally in this day and age especially through this system this vendor system that the state has a 90 percent of your contact is going to be by email and a lot of times you may send our office oh hey hub office my email has changed well faculty matters we cannot upload your information when you set up your hub account which you're doing now in your registration you choose your own password and user name you keep that that's yours so if you want to change addresses in the future change what you do add a good or service change your email even change some of your ownership information you have to be the one that goes in and and does that now of course a lot of folks forget the username and password and we have a number and a person to call to get that information but this is letting you know that you're about to register if you don't use your own information or if you don't update your email a lot of times it will eventually just be bumped out of the system being through an annual kind of upgrade or just the way person contracts order goes through the system occasionally and again - just because you're in here does not mean you're going to get a contract okay frankly you probably know if you've done any government work but even in private sector you know it's all about your qualifications number one and the amount you're gonna charge the person to do the work so you know you could be qualified and you could be you know too high and or you could be not qualified and just can't do to work anyway but you have an opportunity and that's what we're trying to make sure through this whole Pub initiative is that more and more help certified companies get notified of a bit opportunity that you may not have otherwise known about and now it's on you to present your company and make your bid and we you know and and people do win bits you guys do win vis this is some of the information how the page looks one things you you want to have is a federal ID number you don't want to necessarily use your social security number federal ID numbers are easy to get now you can just go right online IRS gov and boom you can have it in five minutes that's not a problem your email address at the bottom there you see that's what we want if you don't even enter one there then you really can't even go forward in this registration process but as I say once you have your username and password you set up your user ID then you set up your password then you have that and then you can go in and out of your own profile you'll see in a moment what your profile will end up looking like now you're entering your company information again you can see that's pretty straightforward your company name what we do want though is the contact name to be the owner the majority owner if Grover is supposed to be the majority owner even though Sam is my chief assistant and Sam is doing all this work and I don't know a thing about him doing this hub registration stuff I don't want Sam to be the contact person ideally I want the owner to be the contact person you know it so keep that in mind again I guess that's information you can always go back in and change because a lot of times we want to make sure the owners get any information not the administrative assistant or not the chief lieutenant because that lieutenant or that administrative person might actually leave and go to work someplace else and they're still getting the notices and not and not the owner a lot of times that also goes for the email a lot of times we see where the administrative staff uses their email and it's still not going to the owner email you can understand why that can be not good so this is where you enter all that information fax numbers phone numbers and so forth emails at the bottom you see check here if you're a small business it's not a certification that we're not certifying small businesses here there's a program that does that but we don't do that but this is more for record-keeping purposes in the office of purchasing contract and so that box does not give you any special status that's internal for our own statistical purposes your next page is when you get to the page where you're going to define your business group basically which category of and historically underutilized business do you claim to fit in if the and you own 51% or more of the company and you in this case there was a minority company but you can see how that is you have different boxes and circles to put your checkmark in and so forth and you move past that page and now you this page comes up and you print it for your records and this is basically again going over some of the requirements to be hub certified it may explain to you that you know there's a process there it can take up to you know two or three months so again it can be done very quickly just depends on your fax situation some folks that cut and drive if I'm an attorney I'm I've got my own license I'm certified I want to be certified as a minority person in the in the in the system they're not gonna have to look an ass who's the attorney I mean I'm the attorney so I mean I think that kind of certification could be done you like on the spot almost if I have all the other paperwork there is an application and we'll get to that as well but at the bottom of this page you have to what we call it accept the terms I accept these terms it's basically you click on that so now you print this page out so you now understand that you're in this process to become certified and you agree to our terms next you will then fill in the actual specific ownership information you'll see in this case type of ownership we recognize sole proprietors we recognize corporations LLC's are very popular partnerships there are some that actually may even be a part of a franchise you know like fast food or whatever so those categories come up on the drop-down and then we have the start date and that's you know you know when you started your business and then you see at the bottom where your name Joshy was going in there then you come over you've owned it nine years how much percent do your own and then you designate the race or sex and again you can see that sort of double checking the status okay but at the bottom of this page there's a question that's important and it says that is the person who is the majority ownership person also the person that's in daily management and control of the company ideally you want to be able to check that yes again anybody has access to our database coming through our website so you can be out of state or anywhere in this state come to the hub office website search help vendors and find me or you in there so it's nothing they don't need a password to do that to come to our website to look you guys up and that's what your profile looks like and you can see on the right side you have an opportunity to list commodities if you sell or have a service or if you're in construction you have an opportunity to list all kinds of construction codes as well if you want to be hubs now you'll wait for the hub office to go through your documents and go through your application all right documents and I do have that in this package as well so you'll have this when you leave but these are some of the documents that we take a look at and again we're trying to get at who owns it and who's running it and so and these documents and then we can request additional documents but this is part of what we do now the first in boldface the application that's separate in the application I have a full application attached in the back of this but the application you would have to have filled in and that's straightforward next the work resumes for owners nuts in and even though we use the word resume ideally part of your resume or if not we may ask you for it is we may yes ask you what are your daily duties and responsibilities of this company and I generally tell people put throw everything in there but the kitchen sink I mean some things you figure I might just assume and hey if I own the company I know they got to be doing this I got to be doing that it's okay with us if you list everything you can think of from taking out the garbage to filing the taxes and negotiating contracts I mean frankly speaking that can sometimes signify this person really is the one that's running this company because if they doing this this and this you know a good gracious sakes so again proof of citizenship again we take versity all permanent residents now of course some people can have I don't know what he called a green card or whatever but they can have residency status permanent residency status as well so these are some some of the ways we can identify or verify your your residence or citizenship ethnicity sometimes we can get it from those different documents but we also have an affidavit that's one of the forms on our website that you can just check a box and I think it has to be notarized where you declare your ethnicity copies of professional licenses if required a lot of a lot of what if I am if I'm a world tastes with Rama a certain kind of contract I mean II if I'm a bricklayer I may not need a license to be a bricklayer if I'm a plumber I might need a diploma slice electrician might need a lecture if our architect or engineer I might need a license however you still should have maybe a privilege license or business license you know your local city county is gonna always hit you up for 25 50 bucks just cause you say you got a business you know so that's a good you know that shows us that you're in business and again any kind of communications you have with insurance companies licensing agencies and all that let it be you they sending it to again I can understand if you've got good help good good staff and the I might have you know Sam for my staff person and and everything from an insurance office everything from the city license office everything from the tax office is coming to Sam and then if I'm trying to get to where the Grove is really running this thing I keep seeing Sam's name so as many official communications with anybody out here ideally just try to have as much of that coming to you as the boss as possible salaries again that's not a deal-breaker sometimes again we're trying to get to who's really running the company some companies are fairly sophisticated and so we're trying to see if in fact sometimes we're trying to say well um gosh I don't know whether a is running at o beat and then if a is making a hundred thousand and B is making twenty five thousand and you kind of think okay maybe that'll help me figure it out some folks I will tell because I know if you're in business for yourself you don't know what you're making you don't have salary and you can just say that in your own words I'm copies of signed leases for office or storage space again we sort of don't that's not a deal-breaker because a lot of folks won't have an office and won't have a leased space but if you do again if Sam's name is the one sign and everything and not Grover I'm wanting to say I'm really own this company and he said that Grover out there front and formal what but it would be helpful for certification pro not just for us but even if later on you decide to get certified with other entities the more they see your name as owner on anything this quote-unquote official the better list of equipment again that's not a deal-breaker some of you won't have equipment in what you do it doesn't require equipment so and a list is fine sometimes the list agreements and proof of title again that's not a deal-breaker per se but it might become relevant again if I'm trying to really speak out if it growver owns the company or Sam sometimes a list to do fine you can say I got you know it's 95 Chevy a 2005 truck a 1990s and that'll be fine but then if I'm really wondering if it's a I'm a girl I'm say you know you got the you got the lease papers to that car that truck or if you got the title to that truck or that car sometimes I sort of use that information the secondary to find out who may or may not be the one in charge ocumented proof of contributions that's in a particular case maybe if you bought a company we've seen situations where I worked for Sam for years and now I want to buy sam's company and then I buy sam's company so we're saying okay well great grover where'd you get the money to buy sam's company well if I got it from anybody in the world that's fine but if I say I got it from Sam and they might say well if Sam loans you the money to buy the company from him does this still mean as Sam has some active management and control of this company a statement prepared by your bank that's again again if Sam's the only one signing checks then I'm wondering if Grover's really in charge so ideally sometimes we assume like we'll get a copy of the signature car or we just get a letter from the bank saying that Grover is the one authorized to sign checks in this account home state certification that's only if you're out of state we do recognize in some instances other certifications from other states that's you know that's case-by-case basis and if you have a disability then obviously we want proof of that disability corporations then have today if your corporation and you have a little bored us and just everybody generally is going to have to deal with these questions forms or whatever if your corporation they were obviously want to see your articles if you've issued some stock we want to see sometimes you have an issue stock and that's understandable transfer leisure you know some having some don't shareholder agreement sometimes that's not necessary but sometimes it is and again if I see a shareholder agreement that shows that Sam has got all the authority and Grover has none then I'm wondering about that minutes again sometimes we see in a minute Sam can make all the decisions and Grover Kent and that's in a meeting so that tells us who's who and what's what and obviously you have corporate bylaws as a minimum when you have a corporation you're going to at least have your articles and you're going to at least have your bylaws and so those two things generally we gotta see and depending on the situation you may or may not have issue stock or so forth some folks LLC's now the minimum there is at least the articles of organization both the Articles of Incorporation by our corporation and the articles of organization by an LLC a file with secretary of state so you get something back from Secretary of State a little certificate we see a copy of that and generally LLC's will have an operating agreement corporations have bylaws and LLC's have operating agreements you know we tell folks just if you don't have it already because you don't have to have it to file but the Secretary of State but it's I think it's pretty easy to find the basic format online somewhere and and that kind of thing or frankly operating agreement it's nothing fancy about that I could say I am going to operate me and Sam agree to operate this company according to the following ten steps and we can make up our own ten ways we can operate and we can sign that at the bottom and date it and that's an operating agreement okay partnership agreement generally that speaks for itself and as I said sometimes we have franchises and why register again I mentioned earlier that you have access to bidding opportunities 24/7 if I'm up if I'm a company looking for a hope subcontractor or hope seller of good or service I could decide in the middle of the night I'm gonna get online and see if I could find somebody and so that's that free listener that listed in our database gives opportunities for folks to find you anytime of day as free as we mentioned you receive the email and again those governmental entities seeking your product or service have a way to find you now if you already are in the system and once you are in the system I mentioned going back in to change your address or email and so forth this is instructions about that again we have it in the book here you don't want to go in under hub registration now you want to change vendor information that and that makes sense because you're going in to change something it's our certifications four years long and once a year you have to do an annual update my update could expire today January 4th and I didn't send in my annual affidavit saying I'm still here and nothing's changed I could be at a bid opening this in this afternoon and I haven't done that so now I said my name is inactive so the guy who opens the beard says Grove is not serving I said what you mean I'm not sir I'm certified to 2014 and so he says I just went on the hub's website you're not there and then they call our office and say what's going on they said they just looked me up and I'm not dead I got this beard I'm blah blah blah and I said whoa whoa whoa you just didn't do an annual affidavit you're good if you get that affidavit writing it quick you know sign and get it notarized fax it over we'll get you right back up so a lot of times we've had that happen and the person can still you know participate on the job or whatever again purchasing car has a website again all of purchasing and contract in the state of North Carolina is under purchasing contract and if you read their language there they have a wide variety of products and services total value of over four billion dollars a year and they had a central purchasing authority for all state departments institutions agencies universities community colleges and also make certain services available to local governments public school systems private colleges and universities and other non-state entities which is to say you know it's a lot going on there website again gets you to be it opportunities but that's the same website that we bounced you to from our page that talks about beard opportunities all we're doing is putting you in purchasing contracts website to if everything is out there and every category that's been listed how we'll say there are contracts in state government that are not listed there they may be small contracts they may not be required to be listed on on the website so as part of hunting work you know you don't want to just think that everything is on the website and that's it you don't have to look anywhere else you still can get to know the agencies that your target whatever your target is and you say look do you have sometimes we call them informal contracts small contracts other kinds of contracts that may not be listed in the vendor link and that's a good thing because some of those smaller informal contracts they may not be listed there give you an opportunity because those may be based more on the relationship that you can develop with that purchasing officer or that person on at that place that's going to know about those contracts they still have to solicit bids but they may not have to blast it so they may sit listed among a smaller group which may give you more of an opportunity again a state construction office those of you who are in construction is this is their webpage and if you are in construction it really behooves you to be familiar with the state constructions website great website in particular they have the state construction manual that you can print out put in a notebook and know everything you need to know about the rules and laws governing state construction and forms and documents this isn't the outline of the state construction manual you can see one of the chapters bidding in contracts that's a good chapter for anybody in the business to get a handle on and also some of their forms and documents requirements and guidelines are good to know on all of all of these construction jobs a lot of what the state construction office has or not a lot of what they have but specifically they have in terms of her participation they have a document common guidelines for minority participation and they generally will attach that to every construction bid that's one of the forms you will find here and lastly if you are in construction at the bottom of this contact page you'll see state agencies universities community colleges and what they that generates the list of those contacts on these campuses that you might be able to stay in touch with and find out what's going on in that agency or on that campus the every state agency has somebody on staff to suppose to know about construction they call them capital project coordinators everybody at every University has somebody that knows about their projects and every Community College has somebody that knows about their construction projects so you contact those folks and then you can and you're just asking please notify me if you have any bid opportunities small or large informal or formal I just want to have an opportunity to get to work the more bids they have the more competitive yeah the more competitive to pricing so if you call any of these agencies and ask to be on a email notification list for bidding purposes in the future you know they're glad to do that for you and again lastly going back over your potential customers we talked about all the state agencies again the division of purchasing contract as I say to have many many job listings or many opportunities listed the office state property I have not done much with them but obviously they handle property estate construction office I just talked about an in situ partment of transportation I mentioned them briefly when it came to what we call disadvantaged business enterprises they also have a small SBE status WBS passing Emmys but they got a bunch of different certifications over there and if you go over there if you figure you do some kind of work that they will by then hey might as well go through that process too and be certified with them state hospitals and institutions you know say your Dix Dorothea Dix or the Butler institutions state hospitals around they are part of the hub system they want to have her participation community colleges definitely the unions UNC systems they've been the best clients to the best owners buyers of goods and services certain local governments we all public and schools and local governments they do sometimes follow some of our our guidelines but again as I says note the public schools and local governments are not subject to state rules that makes sense they their local governments and they may mirror a lot of our things or follow a lot of our procedures and they may adopt our procedures and make them their procedures