COM 1282.008 2006-2008 - Laserfiche WebLink

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minimum, policies and procedures should comply with provisions of the County Department of Finance's Accounting Manual, Part I (June 7, 1999), at Page 103.11, which provides in part: "any system of internal control should include, as a minimum ,the following elements: 1. System of authorization, approvals, and recording procedures adequate to provide reasonable accounting control over assets, liabilities, revenues, and expenditures. 2. Separation of duties concerned with record keeping and accounting reports from those concerned with operations or asset custody..." f. Contract Sunplements and change Orders. -Develop quality control measures specifically relating to contract supplements and change orders, including: • Minimum documentation requirements. • Standazdized decision criteria to determine whether a proposed change is within the original project scope or requires a separate procurement. • Identification of specific causes necessitating the change. • Identification of specific responsibility for the change. • Independent internal estimation of time and costs relating to the change. • Comparison of internal estimations to vendor/contractor estimations. • Development of a negotiation strategy. • Documentation of negotiations. • Review, approval and documentation of agreed-upon time and costs. • Documentation of comparison and verification of agreed-upon time and costs to vendor/conhactor invoices. 4. Quality Control a. At a minimum, the quality control process should include a mechanism to review project status and communicate "lessons learned" to appropriate DPW staff as well as a mechanism to review vendor and contractor performance with. outcomes reported back into the procurement ranking process at the departmental and County-wide levels. b. At a minimum, the quality control process should include a mechanism to regulazly and frequently report CIP status to the County Council, including specific dollazs and dates related to original budget, original contract, adjusted contract, actual expenditures 9currnet year and project to date), and estimates to complete on both time and cost for every project. Develop procedures for DPW to evaluate and incorporate industry best practices relating to staffing levels and information systems applications. 1. Best Practice -staffing a. Develop departmental and division "process maps" to cleazly delineate roles and responsibilities and evaluation of staffmg adequacy and resources to carry out duties. b. Develop procedures to conduct acost-benefit analysis of hiring additional County personnel versus continuing to outsource capital improvement project design and construction work. c. Develop written policies and procedures as recommend above and implement training programs to ensure that new policies and procedures aze cleazly and consistently communicated to appropriate staff. 2. Best Practices -Information Technology (IT) Applications a. Evaluate and compaze DPW information systems applications to industry best practices to ensure that they aze sufficient to meet program demands.