City Non-Profit Contracting Task Force
City Contracting Task Force
March 28, 2002
1:00-3:00 p.m.
Minutes
Present:
Representing Non-Profit Community:
Jim Illig, Project Open Hand
Debbi Lerman, SF Human Services Network
Salvador Menjivar, Hamilton Family Center
Tony Michelini, Catholic Charities
Sandy Mori, Kimochi, Inc.
Nancy Rubin, Edgewood Center
Jonathon Vernick, Baker Places, Inc.
Representing City Departments:
Judith Blackwell, Office of Contract Administration
Gene Coleman, Mayor’s Office of Community Development
Joseph Huang (for Dave Curto), Department of Human Services
Winna Davis, Mayor’s Office of Children, Youth & Their Families
Ed Harrington, Controller’s Office
John Haskell (for Ed Harrington), Controller’s Office
Monique Zmuda, Department of Public Health
Others:
Bill Jones, Office of Contract Administration
Mike Ward, Office of Contract Administration
Glynn Washington, SF Human Services Network
Staff:
Henny Lee, Department of Administrative Services
David Shipper, City Attorney
Pilar Rubin, Department of Administrative Services
I. Introduction
" David Shipper reviewed basic meeting requirements under the Sunshine Ordinance. They include formal meeting minutes, public comment, and a formal agenda (to be made available to the public 72 hours prior to meeting).
" Operating policies and procedures and formation of bylaws were briefly discussed. Formal procedures will be determined at next meeting.
" Discussion of attendance rules. Task force representatives agreed that both City department and non-profit representatives have some flexibility with regard to designees attending in their place. However, it was agreed that while designees of City departments will be allowed to vote on action items before the task force, appointed non-profit representatives may not send designees to vote in their place.
II. Consent Calendar
" Review of Past Meeting Minutes. Task force members agreed that future minutes should simply identify general discussion around a particular item and indicate action taken. Members may consider tape recording meetings at a future date but will continue to draft minutes at this time.
" Review of Survey Materials.
-Ed Harrington said that the issues raised in the initial survey will not come as a surprise but should be addressed by the task force.
-Jonathan Vernick identified 10 basic goals created from a survey he conducted. Henny Lee provided a copy of the 10 goals to each task force member.
- Members agreed that a primary goal of the group will be to try to create a streamlined, master contract.
- Judith Blackwell suggested that the task force members brainstorm on issues to be addressed and schedule eight tasks to tackle in order of priority.
- Jonathan said uniformity of contracts across departments should be addressed
- Tony Michelini said efficiency on the City side and better stewardship of City funds should be addressed
- Monique Zmuda said timely payments, monitoring, master contracts, multi-year contracts, and automation of process should be addressed.
- Jim Illig suggested discussing the RFP process and letting of contracts
- Jonathan said the possibility of a reward/incentive-based system should be addressed
- Members agreed that a primary goal of the task force would be to streamline the contracting process without impeding the uniqueness of individual departments’ needs.
III. Next Steps
" Task force members agreed to begin review of current boiler-plate contract (the P-500 form) as well as special attachments, conditions, and exceptions required by individual departments. Members agreed that the goal would be to determine minimum requirements at each level, and to ensure that both City departments and contractors have the same information with regard to those requirements.
-Monique Zmuda noted that, while the task force can collectively get rid of some requirements, ordinances passed by the board will no doubt create more in their place.
-Bill Jones said that there will always be inconsistencies between departments in terms of providers, services, scope of work, etc. He noted that some but not all elements can be standardized.
-Judith Blackwell said that the task force should form sub-committees to handle different facets of the larger goal to create a uniform, master contract.
-Gene Coleman noted that the Civil Service Commission and Human Rights Commission, who create many of the procedural requirements, should be involved in future discussions on this topic.
" The agenda for the next two meetings of the task force was determined.
