Contract Administration Meeting Highlights: FY20-21 Achievements and Initiatives

FY20-21 Division Meeting Office of Contract Administration (OCA) Sailaja Kurella, Acting Director September 28, 2020

Agenda 1. Program Performance 2. Goals 3. Reports 4. Legislation 5. COVID response 6. Recession Planning 7. Equity Office of Contract Administration 2 2

FY19-20 Accomplishments: Overview Digitization Efforts Digitization Efforts a.Digitized receipt and assignment of department contracts using ServiceNow. b.Launched new process to assign Requisitions to OCA buyers using PeopleSoft. c. Assisted PSAB in developing online process for requesting Chapter 19B review. Procurement Training and Guidance Procurement Training and Guidance: a.Launched mandatory online trainings for Prop Q and Procurement 101, with Ethics training as a pre-requisite. b.Launched a four-hour in-person procurement curriculum for City staff. Attended by 358 participants (195 in person and 163 virtually). c. Expanded OCA website to include guidance memos on all Chapter 21 procurement requirements and processes. COVID Pandemic Response Efforts COVID Pandemic Response Efforts a.Issued more than 450 Purchase Orders to secure 70MM+ units of PPE. b.Managed Logistics section for EOC/CCC. c. In coordination with Offices of the City Attorney and Controller, implemented new emergency procurement policies conforming with FEMA & City regulations. Office of Contract Administration 3 3

FY19-20 Performance: New Term Contracts 165% increase (FY19) due to 60 new Tech Marketplace Contracts & increased focus on new Term Contracts 160 140 135 130 120 100 # of Contracts 80 80 67 59 60 51 40 20 0 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 Fiscal Year OCA currently maintains 420 active Terms Contracts. Office of Contract Administration 4 4

FY19-20 Performance: Purchases through Term Contracts 70% 62% 60% 60% 53% 53% 51% 50% Percentage of Purchases 44% 40% 30% 20% 10% 0% FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 Fiscal Year Office of Contract Administration 5 5

FY19-20 Performance: Requisitions Processed into Purchase Orders POs volume (FY19) rebounded 67% as SF Financials & Procurement system stabilized 4,500 54% decrease (FY18) due to launch of SF Financials & Procurement System 4,194 4,000 3,520 3,373 3,500 3,211 3,000 # of Requisitions 2,500 2,311 1,921 2,000 1,500 1,000 500 - FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 Fiscal Year Beginning in FY19-20, OCA delegated its authority to certain departments to issue direct POs using Tech Marketplace contracts in accordance with new OCA guidelines and processes. As a result, the number of purchase orders issued by OCA was reduced significantly, allowing OCA to dedicate its resources elsewhere. Office of Contract Administration 6 6

FY19-20 Performance: Professional Services Contracts 1,000 950 950 900 859 814 800 759 700 657 # of Contracts 600 500 400 300 200 100 - FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 Fiscal Year Office of Contract Administration 7 7

FY19-20 Performance: Solicitation Waivers 70 OCA processed on average 10 waivers per department DPH waivers (at 65) far exceeded the average because the department requires a large amount of proprietary medical equipment, equipment maintenance, and medical supplies that are available via a single source 60 50 # of Waivers Approved 40 30 20 10 0 DPH ADM POL PUC LIB AIR TIS DPW HSA CON DEM SHF REG TTX DBI HRD PRT ART ENV HSS PDR ADP MTA ASR CAT WOM REC DAT Department FIR OCA processed 294 waiver requests during FY19-20. Office of Contract Administration 8 8

COVID Response: Accomplishments 1) Supported Emergency Operation Center (EOC)/COVID Command Center (CCC) by providing 1 full-time and 6 part-time DSWs. 2) Centralized bulk PPE purchasing and distribution through EOC/CCC and OCA: Issued more than 450 POs 450 POs to secure more than 70 million dollar value exceeding $67MM. $67MM. Launched warehousing, inventory tracking, and distribution system for scarce resources. 3) To date, distributed 22 million 22 million units of PPE to City departments and CCC. 4) Issued more than 75 POs 75 POs for COVID Command Center Housing, Unsheltered, Testing, and Community groups. 5) In coordination with City Attorneys Office and Controller s Office, implemented new emergency purchasing and contract amendment policies to ensure City-wide conformance with FEMA and City regulations. 6) Developed an Informal Emergency RFQ template and solicitation process. 70 million units of PPE with a Office of Contract Administration 9 9

COVID Response: Ongoing 1) Continue procuring PPE as needed. 2) Support department-level emergency procurements. 3) Transition general CCC purchasing activities to CCC Logistics procurement team. 4) Further streamline emergency purchasing by developing COVID-specific term contracts: a. COVID-Negative Janitorial contracts b. COVID-Positive Janitorial contracts c. Prepared Food and Grocery Delivery contracts d. Other potential COVID contracts: personal hygiene, bedding/linens 5) Continue supporting inventory data management efforts. 6) Explore legislative and policy changes to refine and clarify emergency procurement authority and procedures. Office of Contract Administration 10 10

FY20-21 Major Projects and Goals 1) Develop and implement new policies for reviewing Chapter 6 awards by DPW. 2) Develop an online contract database for OCA. 3) Digitize Citywide Pre-contract Approvals through ServiceNow & PeopleSoft. Stakeholders: CON CMD (12B Waivers, 14B Waivers/Goals) OLSE (MCO + HCAO forms and waivers) OEWD (FSHP forms) Civil Service Commission (current CON AOSD PeopleSoft project) BOS 4) Digitize 12X & 12T Waiver process using ServiceNow. 5) Complete development of new OCA templates for solicitations and contracting. 6) Launch and train departments on how to use the new Prop Q Checklist. 7) Update internal TC/Procurement Manual. Office of Contract Administration 11 11

Reports In conjunction with Controller s Office, develop improved Prop Q procurement dashboards and reports to better identify potential misuse. Use ServiceNow to begin tracking and reporting solicitation waivers by departments year to year. Use e-Learning to ensure employees are taking Prop Q and Procurement 101 trainings when required. Office of Contract Administration 12 12

Legislation Working with Board of Supervisors to develop new guidelines for the use of pools established pursuant to a Request for Qualifications (SEC. 21.4. INVITATIONS FOR COMPETITIVE PROPOSALS OR QUALIFICATIONS). Working with City Attorneys Office to amend several key provisions within Chapter 21, including 21.30 and grants administration. Working with CMD and City Attorney s Office to increase micro-LBE limits for Technology Marketplace agreements. Office of Contract Administration 13 13

Recession Planning Adapting to a Potential Mid-Year Cut: OCA s FY21 expenditure budget is 7.42 m; 10% cut would be 742; After offsetting Recoveries and Scrap & COIT Revenue, budget is 1.98 m 1.98 m and 10% cut is 198k 10% cut is 198k A 10% cut would require a) holding several positions for attrition and b) eliminating non-essential budget items (training, materials & supplies) The role of OCA becomes increasingly more important during an economic downturn: a. Increasing departmental awareness of strategic sourcing opportunities can partially address the fiscal pressures associated with a recession. b. Explore opportunities to leverage state, regional, and federal contracts where appropriate (i.e. cooperative purchasing agreements). c. Increased use of catalog contracts to ensure contracts are more flexible and usable by City departments. d. Anticipated retirements and attrition total 675k: 1426: 1 FTE (109k), 1952: 1 FTE (147k), 1956: 1 FTE (176k), 0932: 1 FTE (243k) Office of Contract Administration 14 14

Equity Conducted an RFP refresh for Tier 3 of the Technology Marketplace which resulted in 10 new Micro-LBEs being added to the Tier 3 pool. As a result, Tier 3 now consists of 24 Micro-LBEs. Continue to maintain a diverse employee pool. Commenced participation in Citywide Racial Equity Initiative. Office of Contract Administration 15 15

Jessica Denise Leslie 1115198 1822 Administrative Analyst TX'd 1952 UNFILLED 1119574 953 Dep Dir III Ex Cat: 18 Ex Cat: 6 Sailaja Kurella 1111513 932 Manager IV/Acting Dir. Ex Cat: 1 RED RED Carolyn Sladnick 1103677 1958 Supervising Purchaser TX'd 1825 Shawn Peeters 1071033 1958 Supervising Purchaser Mark Farley 1071025 1958 Supervising Purchaser Daniel Sanchez 1144729 1824 Pr Administrative Analyst Florence Kyaun 1131643 1824 Pr Administrative Analyst Stacey Lo 1115329 1824 Taraneh Moayed 1123482 932 Manager IV Pr Administrative Analyst Ex Cat: 1 Abnous Fard 1100408 1956 Senior Purchaser APPROVED 1071006 1822 Shawnee Tang 1109666 1840 Romeo Alberto Jr 1103616 1952 Purchaser Linda Repola 1071032 1958 Supervising Purchaser Galen Leung 1112619 1958 Supervising Purchaser UNFILLED 1096708 1958 Jonathan Jew 1131627 1952 Purchaser Gloria Gill 1071007 1952 Purchaser Gloria Yuen 1105987 1952 Purchaser Administrative Analyst TX'd 1952 Junior Management Assistant Supervising Purchaser Prop F Evan Magante 1102193 1956 Senior Purchaser Hermilo Rodis 1096937 1956 Senior Purchaser Howard Tevelson 1133257 1956 Senior Purchaser TEMP Erica Baker 1105847 1952 Purchaser Lee Laxamana 1127363 1822 Administrative Analyst TEMP Jose Cano 1103619 1823 Maria Sio 1071026 1956 Senior Purchaser Paul Cheng 1115292 1823 Norman Liang 1120880 1952 Purchaser Prop F Senior Administrative Analyst TX'd 1956 Senior Administrative Analyst TX'd 1956 Ex Cat: 16 Ex Cat: 18 Arthur Marcelo 1131626 1952 Purchaser APPROVED 1122262 1952 Purchaser TX'd 1956 Drake Herrador 1131625 1952 Purchaser TX'd 1823 Victoria Falcon 1071011 1952 Purchaser Gwendolyn Williams 1096936 1956 Senior Purchaser Diane Handa 1103618 1952 Purchaser UNFILLED 1123484 1823 Iliana Gonzalez Merino 1070992 1950 Assistant Purchaser Senior Administrative Analyst TX'd 1956 Ex Cat: 18 APPROVED 1102192 1823 Concepcion Dantes 1070999 1408 Principal Clerk TX'd 1446 Deborah Wells 1131868 1952 Purchaser Carmen Omran 1102195 1952 Purchaser APPROVED 1123483 1824 Senior Administrative Analyst TX'd 1956 Ex Cat: 18 Principal Administrative Analyst TX'd 1956 Kristoffer Fernando 1134185 1823 Senior Administrative Analyst TEMP Richelle Valencia 1108363 1406 Senior Clerk TX'd 1426 Omar Sanchez 1079690 1952 Purchaser Ex Cat: 16 William Gainey 1131644 1958 Supervising Purchaser UNFILLED 1109468 1404 Clerk TX'd 1426 Office of Contract Administration 16 16

Questions? Office of Contract Administration 17 17