City Non-Profit Contracting Task Force
City Contracting Task Force
February 28, 2002
2:00 - 3:15 p.m.
MINUTES
Present:
Agency Representatives: City Representatives:
Jim Illig, Project Open Hand Judith Blackwell, Office of Contract Administration
Salvador Menjivar, Hamilton Family Center Gene Coleman, Mayor’s Office of Community Development
Tony Michelini, Catholic Charities Dave Curto, Department of Human Services
Tiffany Mock-Goeman, Continuum John Haskell (for Ed Harrington), Controller’s Office
Sandy Mori, Kimochi Sandra Nathan, Department of Aging and Adult Services
Nancy Rubin, Edgewood Center Monique Zmuda, Department of Public Health
Jonathon Vernick, Baker Places, Inc.
Others:
Bill Jones, Office of Contract Administration
Louis Knox, Office of Contract Administration
Mike Ward, Office of Contract Administration
Glynn Washington, Human Services Network
Not Present:
Winna Davis, Department of Children, Youth, and Their Families
_____________________________________
This was the first meeting of the City Contracting Task Force. The meeting was co-chaired by Judith Blackwell and John Haskell.
Judith Blackwell welcomed everyone and opened the discussion by explaining that the Non-Profit Contracts Working Group, a body of city department officials, has been meeting to discuss issues around the City contracting process. The Working Group, consisting of 20 to 25 people, has had two meetings since September 2001 and its three subcommittees have each met several times. John Haskell noted that as coordinator for the Working Group he has files of meeting minutes and other materials that may be useful to the Task Force. John said he will assemble a packet of information from the Working Group for the Task Force to review before the next meeting.
Jonathon Vernick said the Task Force needs to re-evaluate what information the City requires of the contractors and there needs to be more effective communication. We need to break with the past and how things have been done. Contractors need to find common denominators for expressing their concerns because there are inconsistencies across departments in what they require of contractors. More contractors are providing services to clients with multiple problems requiring multiple contracts with different departments. Each department has different requirements, which requires a lot staff and administrative time on the part of contractors. Also, decisions are often made independently by staff in departments without department head
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involvement and inconsistencies result. There should be standards or principals that apply to all contracts, or there should be a standard contract to the extent possible that applies to several departments or divisions.
Jonathon also noted that the Task Force’s concerns about streamlining contracts should not be related to the departments’ need to monitor and evaluate contractor performance and to hold contractors accountable.
Jim Illig noted that other counties have best practices and in the City, some departments do a better job than others in administering contracts.
Nancy Rubin noted that the Task Force should ask, "What are contracts for, what is their purpose?" What can be done "off-line" to reduce delays in processing while still satisfying requirements for accountability. Nancy said that in Los Angeles, large master contracts can be put in place within 12 weeks.
Gene Coleman noted that we need a definition of the "client" as well as service or unit cost. The client is the vehicle through which a service is delivered. In addition to looking at the cost of a service, we should also look at the cost of the individual.
Jim Illig said that there is a lot of work to do because a report is due to the Board in 6 months and the Task Force sunsets in December. Per the ordinance, a city attorney should be present at Task Force meetings and Administrative Services should provide support.
There was discussion of establishing committees, but Sandi Mori suggested that the next couple meetings should be for discussion of mission, goals and objectives, and establishing a common understanding of what the problems are, then committees can be established.
Sandra Nathan noted that the discussion, whether to overhaul the whole system or make incremental changes, requires communicating with providers and getting buy-in from them on any changes the Task Force is making. Also, the Task Force should clarify its goals and develop outcomes that fit in the timeframe we have. We will then be able to go to the Board and show what we have accomplished, and explain what remains to be done.
Dave Curto noted that contracts are up for renewal in July and making changes too quickly can create problems for contractors.
Jonathon Vernick said the group needs to have a discussion on what streamlining the process means, the incremental approach has not worked and preserves the status quo. We need to do something more substantive and figure out what we can do.
Monique Zmuda noted that the group should take a couple meetings to discuss the various steps and requirements in the current process. It should include requirements the City imposes on the departments and what the departments require of the contractors. A half-day workshop could accomplish this.
John Haskell mentioned the Professional Services Contracting class he coordinates for the Controller’s Office. The half-day class is one of several City operations classes presented through DHR for City employees. The class discusses steps in the contracting process and timelines up to certification. There is one segment on contract administration. The class uses a binder of information including a contracting flowchart and timeline
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for illustration that the Task Force may find useful. John said he will put together some information from the class for the next meeting.
Nancy Rubin said that for the next couple meetings, a facilitator would help the group identify its goals and objectives. John said he will get information on obtaining a facilitator.
Gene Coleman said he wondered if representatives from the Human Rights Commission and the Civil Service Commission should also be present since they play significant roles in the City’s contracting process.
Nancy Rubin noted that while it is important to understand the process from the City side, the group should keep a focus on the consumer.
Judith Blackwell said OCA receives many complaints from contractors on administrative issues such as payments and multiple sets of paperwork.
Tiffany Mock-Goeman noted that there are more contract renewals each year than new awards, and the group needs to hear from the City Attorney on what the group can and cannot do.
Louis Knox discussed the pilot on-line project OCA and the Department of Public Health have been working on. There will be a shared database containing documents that contractors need to use (see handout). OCA will serve as the central depository for documents so contractors will only need to file documents once. If agreement can be reached on the 20 or so documents that are required by everyone, paperwork will be reduced significantly. OCA will also be responsible for updating documents and for notifying contractors when they have due dates coming up so they remain in compliance. Sandy Mori asked if the Task Force will have input on what those "20" documents should be and the group agreed it should.
Tony Michelini noted that there are issues that those on the city side have with some non-profits.
Sandy Mori suggested that all non-profits be notified of Task Force meetings, but Judith Blackwell noted that all meetings have to be publicly noticed anyway. Jim Illig asked if there should be a public comment period in each meeting. The group felt the City Attorney should provide answers to these questions and others. Dave Curto will contact Rob Maerz of the City Attorney’s Office about have a city attorney present at meetings, and to explain public notice and Sunshine requirements, and to present information about what the basic or core contracting requirements of the City are.
Sandra Nathan said the group should look at what other counties are doing, for example, Ventura and Alameda have made changes to simplify or streamline their contracting processes.
Judith Blackwell suggested that the Task Force co-chairs include a City representative and a contractor representative. By acclamation of those present, Judith and Nancy Rubin were nominated and seconded. The Task Force decided to meet on Thursdays as follows: 3/14 at 2:00 PM, and 3/21, 3/28, 4/4, 4/11, 4/18, and 4/25 at 1:00 PM. All meetings will be in room 421, City Hall.
Minutes by John Haskell
