City Non-Profit Contracting Task Force --Sept 05, 02 -- Supporting Document

City Non-Profit Contracting Task Force

No.

Recommendations - Agendized for Discussion and Possible Action

Date

TF1

Fiscal monitoring

9/5

TF3

Possible assignment of outside fiscal monitoring agency

9/5

No.

Recommendations - Approved

Date

BP1

Establish a procedure to acknowledge compliance status with basic City requirements for non-profit organizations.

7/11

BP2

Contractual and grant requirements should be set by the Board of Supervisors through policies that are no more than the minimum requirements set by the funding source.

8/8

BP3

The City shall establish accounting principles for non-profits.

7/11

BP4

All reporting functions (programmatic and fiscal) should move toward electronic submission to include electronic fund transfers.

7/11

BP5

Establish on-line (user-friendly) reporting forms with instructions for use.

7/11

BP7

Wherever possible, Site Monitoring Reviews should be performed jointly by funding agencies for program issues and fiscal site visits should rely on other City department visits within a twelve-month period.

7/11

BP8

Site Monitoring Reviews can be waived if audits or site monitoring by other regulatory agencies address the Department's Site Monitoring Review objectives.

7/11

BP9

Where appropriate, consolidate contracts from various departments into a primary or lead Department to administer the overall contract for a non-profit.

8/15

CM1

One joint program monitoring visit per year per contract coordinated by lead City Department with 14 days timely written notice and a timely written report back within 30 days, if possible, but not beyond 90 days.

7/18

CM2

Coordinate City-wide response for agencies requiring technical assistance and create a formal methodology to identify technical resources within Departments.

7/25

CM3

Risk assessment of programs or agencies should be conducted by auditing or monitoring the agency in an appropriate fashion including but not limited to performance, financial stability, staff turn-over, leadership, contract longevity, and audit findings.

8/8

No.

Recommendations - Approved

Date

CM4

Standard monitoring protocol, language and definitions, should be developed in advance with providers for purposes of improving contracts will be distributed at the time of contract execution

7/25

CM7

Training for monitors to ensure adequate knowledge and understand of program and services prior to monitoring

8/15

MC1

Agreement on streamlining and approving contract including; a) central depository of documents for compliance, b) on-line approval capability, and c) consolidation of documents.

7/11

MC3

Increased automation where possible

7/11

SF1

Create a standard and simplified set of forms: a)Does not duplicate data from one section to another. That forms are consistent, simplified, and non-duplicative. B) Allows contractors to provide all needed data in a standardized format for all departments. c) Reflects the minimum requirements of funding source.

6/27

SF2

Reconfigure the (Standardized Forms) committee to include broader & more specific representation: Current; Baker Places, CYO, DHS, DPH, OCA & DAAS, Add; other non-profits, MOCD & DCYF; Delete; OCA

6/27

TF2

Creation of an appellate process to resolve issues or disputes. Any deviation from standardized requirements shall be submitted to this process before implementation.

8/15

TF4

Develop more formal protocol for regular review and assessment of contract relationship between department and agency- create reciprocal assessment of department by agencies.

8/15

No.

Recommendations - Other Actions

Date

BP6

Standardize RFP responses to one hardcopy and either electronic or diskette submission for any additional copies required by procuring agency. (deleted)

7/11

CM5

Standardization of monitoring language (consolidated into CM4)

8/15

CM6

Develop more formal protocol for regular review and assessment of monitoring relationship between department and agency- create reciprocal assessment of department by agencies (consolidated into TF4)

8/15

MC2

Where appropriate, consolidate contracts across departments (approved 7/25, consolidated into BP9)

8/15

No.	Recommendations - Agendized for Discussion and Possible Action	Date
TF1	Fiscal monitoring	9/5

TF3	Possible assignment of outside fiscal monitoring agency	9/5
No.	Recommendations - Approved	Date
BP1	Establish a procedure to acknowledge compliance status with basic City requirements for non-profit organizations.	7/11

BP2	Contractual and grant requirements should be set by the Board of Supervisors through policies that are no more than the minimum requirements set by the funding source.	8/8

BP3	The City shall establish accounting principles for non-profits.	7/11

BP4	All reporting functions (programmatic and fiscal) should move toward electronic submission to include electronic fund transfers.	7/11

BP5	Establish on-line (user-friendly) reporting forms with instructions for use.	7/11

BP7	Wherever possible, Site Monitoring Reviews should be performed jointly by funding agencies for program issues and fiscal site visits should rely on other City department visits within a twelve-month period.	7/11

BP8	Site Monitoring Reviews can be waived if audits or site monitoring by other regulatory agencies address the Department's Site Monitoring Review objectives.	7/11

BP9	Where appropriate, consolidate contracts from various departments into a primary or lead Department to administer the overall contract for a non-profit.	8/15

CM1	One joint program monitoring visit per year per contract coordinated by lead City Department with 14 days timely written notice and a timely written report back within 30 days, if possible, but not beyond 90 days.	7/18

CM2	Coordinate City-wide response for agencies requiring technical assistance and create a formal methodology to identify technical resources within Departments.	7/25

CM3	Risk assessment of programs or agencies should be conducted by auditing or monitoring the agency in an appropriate fashion including but not limited to performance, financial stability, staff turn-over, leadership, contract longevity, and audit findings.	8/8
No.	Recommendations - Approved	Date
CM4	Standard monitoring protocol, language and definitions, should be developed in advance with providers for purposes of improving contracts will be distributed at the time of contract execution	7/25

CM7	Training for monitors to ensure adequate knowledge and understand of program and services prior to monitoring	8/15

MC1	Agreement on streamlining and approving contract including; a) central depository of documents for compliance, b) on-line approval capability, and c) consolidation of documents.	7/11

MC3	Increased automation where possible	7/11

SF1	Create a standard and simplified set of forms: a)Does not duplicate data from one section to another. That forms are consistent, simplified, and non-duplicative. B) Allows contractors to provide all needed data in a standardized format for all departments. c) Reflects the minimum requirements of funding source.	6/27

SF2	Reconfigure the (Standardized Forms) committee to include broader & more specific representation: Current; Baker Places, CYO, DHS, DPH, OCA & DAAS, Add; other non-profits, MOCD & DCYF; Delete; OCA	6/27

TF2	Creation of an appellate process to resolve issues or disputes. Any deviation from standardized requirements shall be submitted to this process before implementation.	8/15

TF4	Develop more formal protocol for regular review and assessment of contract relationship between department and agency- create reciprocal assessment of department by agencies.	8/15

No.	Recommendations - Other Actions	Date
BP6	Standardize RFP responses to one hardcopy and either electronic or diskette submission for any additional copies required by procuring agency. (deleted)	7/11

CM5	Standardization of monitoring language (consolidated into CM4)	8/15

CM6	Develop more formal protocol for regular review and assessment of monitoring relationship between department and agency- create reciprocal assessment of department by agencies (consolidated into TF4)	8/15

MC2	Where appropriate, consolidate contracts across departments (approved 7/25, consolidated into BP9)	8/15