DEPARTMENT OF PUBLIC WORKS: TASK ORDER MANAGEMENT-OPEN END CONTRACTS

11-F
DEPARTMENT OF PUBLIC WORKS:
TASK ORDER MANAGEMENT-OPEN END CONTRACTS
Problem Identification:
The City’s task order review process takes too long and increases costs to the City.

Recommended Action:
Minimize task order reviews on open-ended contracts.

Classification:
Cost Savings, Organizational

Functional/Operational Area:
All Departmental Operations, Department of Audits, and EEOC

Estimated Annual Impact:
While the immediate financial impact cannot be estimated, increasing the task order review threshold will decrease administrative work time spent reviewing and processing task orders and potentially increase the City’s pool of bidders and companies that now choose not to propose or bid giving the City more competitive proposals and bids.

Estimated Implementation Costs:
None

Barriers to Implementation:
The Department of Audits may object in that there is a comprehensive review of all task orders and there is a loss of control and audit review.

Projected Implementation:
30 days

Next Steps:
Request that the Law Department determine if this is a policy or procedural change or if new legislation is needed.

Analysis:
The City has recently increased the threshold for open-ended consultant contracts to $500,000. Open-end contracts allow the City to get a consultant under agreement quickly for tasks or projects. The current selection process can take up to 210 working days to get a consultant under contract for specific projects. Once a contract has been negotiated and approved by all departments, tasks on open-ended agreements go through another comprehensive review process. The review for a task order includes a review by the user staff, a review by the Department of Audits, and a review by EEOC. This task order review process takes excessive time and increases costs to the City. Task orders review on open-ended contracts should not require the same level of review by Audits and EEOC.

Require task order review only at the user level. Require documentation on MBE/WBE participation assigned to date for open-end contract to be submitted with each task order proposal. Have a comprehensive review by Audits and EEOC at the closeout of the agreement.