City Non-Profit Contracting Task Force
Department of Public Health
Contract Task Force- Forms Committee Workgroup
DRAFT
Issue: The Department is involved in the Citywide Contracting Task Force, per legislation approved by the Board of Supervisors. The basic goal of the Task Force is to streamline the contracting process. The Forms Subcommittee, one of four subcommittees of the Task Force, is responsible for recommending changes to the contract exhibits with the goal of standardization, simplification and streamlining. The focus of the Forms Subcommittee is Exhibit B (budget) and Exhibit C (invoice). Because DPH doesn't have standardized exhibits across the Department, DPH has been instructed by the Task Force to do an internal process to prepare recommendations on standardizing and streamlining across DPH. The information from the internal process will be brought to the Forms Subcommittee to be used in preparing recommendations for standardizing and streamlining across City departments. The final recommendations will be presented to the Citywide Contracting Task Force.
Goal of the Department's Forms Committee Workgroup is to answer the following questions for all exhibits, including Exhibit A, and make recommendations, as follows:
" Why are we asking for something? Is it a State, Federal or Local (Standard of Care) requirement?
" Do we still need the information?
" Does the requirement have to be presented in exactly the current format (due to State Federal, or Local requirements?)
" Is the same information requested in more than one part of contract, and if yes can it be consolidated?
" In Exhibit B and C, is the presentation of data required per a State, Federal or Local requirement, or can the data request be folded into a standardized Departmental form?
" Are there instances where if multiple sections contract for the same service, we can standardize the definition, or is it possible to standardize the performance measures so that the contractor can use the same information to respond to all Dept. sections?
" What changes can be made to the forms to make them as simple and standardized as possible?
Guidelines
" This should be a neutral and non-contentious process in the Dept. Our goal is to develop a Departmental picture so that the representative (s) for the Dept. on the Citywide Contract Task Force Forms Subcommittee can represent the entire Dept. in discussions with the contractors
" It is okay if everything isn't standardized; e.g. each section doesn't need to have the same performance measures. However, if we can standardize we should, and if there is no longer a clear purpose for a contractual obligation, then it should be removed. We need to be able to justify the purpose of our existing contract requirements.
Suggested Process
(1) Each Dept. Section, e.g. CMHS, CSAS convenes a small group to review the various exhibits and answer the questions above. (Use comparison chart if available)
(2) Small interdepartmental groups will be convened by area, e.g. budget/Fiscal, program staff to review the appropriate sections to develop department wide recommendations
(3) A Dept. Subcommittee with a representative (s) from each section will have a retreat (extended length meeting) to integrate all of the sections into a departmental proposal
Timeline
(1) Dept. sections should complete review of exhibits by August 23rd
(2) Small Interdepartmental groups should complete recommendations by September 13th
(3) Dept Subcommittee should complete final Dept recommendations by September 27th
(4) Departmental Information will be accumulated by October 4
(5) Contract Task Force Meeting will begin again October
Membership in DPH Departmental Subcommittee
Cultural Competency
Family Mosaic
Program Review
Program Monitor/Analyst
Fiscal
Budget