2010-10-22 Cost of Government Commission Minutes

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contractor, and to streamline the work process we’re issuing the contract documents electronically. And this is to cut back the delivery time and save postage. Then the contractor executes the contract and is required to submit the required performance bonds which is 100% of the contract amount. And that’s to protect the county. Labor and material payment bonds is 100% also, and that is to insure the payment for suppliers and subcontractors. Other required forms are insurance certificates, tax clearance and other forms. And then the contract is then routed through the county execution process and ultimately approved by the Mayor. And Gilbert will cover the contract routing process in a little bit. But the next step is Notice to Proceed. It is then issued to the contractor and this becomes the start of the project. So after the project is started, the contractor then submits invoices and certified payrolls throughout the duration of the project, until the project completion. So that’s the kind of in a nutshell of what construction bidding process is. MR. BENEVIDES: Well goods and services basically follow the same process except for goods and services, the bonding is not required. It’s optional depending on what it is you’re buying, whether or not you determine a bond is required to protect the county at that stage. If you look at this handout, this is the single page contract routing form. I’ll briefly touch on once the bidding process basically as Jodie went through, is done and you have a contract. What happens then? First, after the bid award is made, the contract is put together as you can see Route to: The contractor will get the package first. The contractor will then sign and notarize it, get all the Act 52 documentation which includes tax clearances, ELIR compliances and DCCA compliances along with bonding if it’s construction, along with insurance if it’s construction or services, and they then send that back to us for review. Then after that, when it comes back, it goes to the department heads for review. The department head will review it, and after the department head reviews it, it goes to Human Resources only if the services that are being performed customarily and historically get performed by civil service. But if we’re going outside of the civil service for a personal or professional contract because we don’t have the wherewithal with them to do it at that time. If it’s not a service, it would skip Human Resources. After that it comes to the Purchasing Agent. I review it to make sure that everything is there. All the documents required for it to be a proper procurement and the steps leading up to that award, have been accomplished. When I’m done with it, it goes to the controller upstairs and the Finance Director for review and certification of the funding for that project or procurement. After that step it goes to Corporation Counsel for review as to form and legality. Again a check to make sure that everything that needed to be done relative to putting together a legal contract has been completed. And from there, once that is done, Corporation Counsel signs of as to form and legality directly on the contract itself, and it goes the mayor’s office for final review and signature. When the mayor is finished with it, it gets returned to the Purchasing Division and we do a Notice To Proceed and send full copies of the executed contract to the vendor so they can proceed with either sending the goods or performing the service. We also gave you the basic procurement handout. And that basically gives you a breakdown, a very quick breakdown of what the process includes step by step for Small Purchases, and for Competitive Sealed Bid which is the IFB, and the Competitive Sealed Proposal which are the RFPs, and then Professional Services. And it gives you a breakdown of what the steps basically are to get from start to finish on each of those procurement methods. 6