City Non-Profit Contracting Task Force
February 26, 2003
10:00 a.m. - 12:00 p.m.
Minutes
Present:
Representing Non-Profit Community:
Don Frazier, Walden House (representing Jim Illig, Project Open Hand)
Salvador Menjivar, Hamilton Family Center
Tiffany Mock-Goeman, Continuum
Tony Michelini, Catholic Charities of the Archdiocese of San Francisco
Sandy Mori, Kimochi, Inc.
Nancy Rubin, Edgewood Center
Jonathan Vernick, Baker Places, Inc.
Representing City Departments:
Judith Blackwell, Office of Contract Administration
Richard Waller, Office of Contract Administration (representing Judith Blackwell starting at 11 a.m.)
Dave Curto, Human Services
Winna Davis, Mayor's Office of Children, Youth, & Their Families
John Haskell, Controller's Office (representing Ed Harrington)
Michelle Ruggels, Dept. of Public Health (representing Anne Okubo)
Others: Staff:
Caroline Donnola, Commission on the Status of Women Henny Lee, Dept of Administrative Services
Betsy Eddy, Department of Aging & Adult Services Rebecca Kinney, Dept of Admin. Services
Debbi Lerman, S.F. Human Services Network
The meeting was called to order by Co-Chair Rubin at 10:12 A.M.
Report of the Co-Chairs
Co-Chair Rubin led a discussion on the ground rules for conducting meetings developed at the last meeting. The task force approved the ground rules as amended (see attached).
Co-Chair Rubin explained the following structure that she will be using to lead the discussions on each of the task force's recommendations:
Structure Establish mutual understanding of problem 10 minutes
Brainstorm solutions 15 minutes
Open discussion - advocate problems & solutions 15 minutes
Deliverables Implementation steps
Fiscal impact
Timeline 20 minutes
Discussion & Possible Action Item:
The following notes are taken from the flip charts as written by Co-Chair Rubin in leading the task force's discussion on the February 26 Agenda, Items 5, 6, and 7. [Recommendations 6, 11 and 12 respectively as related to contract monitoring and evaluation] Text enclosed in brackets, [ ], are provided by the task force staff for clarity, additional related information, and/or to summarize the discussion:
6. Consolidate contracts, where appropriate, from various departments into a primary or lead department to administer the overall contract for a non-profit.
11. Whenever possible, coordinate one joint program monitoring visit per year per contract by a lead City department. Departments will provide timely written notice of 14 days as well as a timely written report back within 30 days, if possible, but not beyond 90 days. Fiscal site visits should utilize other City department visits within a twelve-month period.
12. Develop standard monitoring protocol, language and definitions in advance with providers for purposes of improving contracts to be distributed at the time of contract execution.
Why: [consolidate contracts]
· Duplication of requests [by departments of CBOs]
· Easier process for [contract] modification and negotiation
· Standardized procedures for CBOs and departments = cost efficiency/clarity
· Speed up contract certification
· Only have to attend one commission meeting
· Eliminates amount of work for small contracts
· Several departments funding same CBO for similar services
· Consistency
Solutions:
· Standardized forms
· One point of contact for negotiations, monitoring, all documents administration and reporting (on-line negotiation and reporting)
· Develop procedure for lead department [one point of contact]
· Create /choose mechanism for transferring funds [to lead departments]
· Allow for departments who are not "lead" to participate (definition of interface)
· Criteria for [contract] consolidation; broad service areas, similar services, same clientele
· Monitor[ing] expertise
· Consolidate all contracts
· Coordinate process for re-solicitations [rebidding]
· Assure appropriate expertise for monitors (??)
· Consolidate monitoring - centralized pool, independent (??)
· Create a monitoring team from affected departments
· Develop method for lead agency to comply with requests of [from] funding sources
· Start with DPH (?)
Pending Issues:
· 1st step - which departments consolidate [which contracts] internally
· Role of Contracts Department [Office of Contracts Administration]
· Mayor's Office of Community Development limited [use as test department]
· What criteria for lead agency [department]
· Consolidating departments and CBOs meet in advance [of any contract consolidation] to determine which [contracts] can be done [consolidated] and/or scope [of work]
· How to coordinate or develop monitor[ing] pool; unraveling current model
· Standards regarding limits on criteria
Guidelines for Lead Agency: [lead department for consolidated contracts]
· Which [existing contracts lends itself to] consolidation
· Role of lead agency
· Monitoring models
· Administrative functions; staffing capabilities, affect on remaining [staff]
Use Live Example:
· [Tony Michelini, Catholic Charities, to provide information on his agency's contracts with the City; departments contracted, type of services provided, and contract amounts for discussion at the next meetings]
· [Department representatives to provide information on their departments' staffing assigned to contracting work.]
Public Comment
No public comment.
Adjournment
The meeting was adjourned at 12:15 P.M.
City Non-Profit Contracting Task Force
Meeting Ground Rules
Approved 2/26/03
1. Members will designate representatives by sending timely, signed, written notice to Task Force staff.
2. Members will use alternates sparingly.
3. If a quorum is not achieved by 20 minutes after the scheduled start time, the meeting will be cancelled and rescheduled.
4. The Task Force will determine an allotted time for each agenda item at the beginning of the meeting.
5. The agenda item's discussion period will be clearly delineated from the decision period by the Chair.
6. The discussion period will have no more than 25% of its time allotted for discussion of history.
7. Discussion period will have full participation and mutual understanding.
8. Mutual understanding does not necessarily mean agreement.
9. Recommendations will be approved by a majority vote.
10. An item will only be revisited if by unanimous decision of Task Force members present.
11. When additional information or authorization is necessary, members will return at the next meeting with the information and authorization.
