FY19-20 Annual Report
The FY19-20 Annual Report of the Office of Contract Administration highlights accomplishments, performance trends, and response efforts amidst the COVID-19 pandemic. The report covers digitization initiatives, procurement training programs, pandemic response strategies, and statistics on new term contracts and purchases through term contracts. It showcases the office's commitment to efficient contract management and adaptation to challenging circumstances.
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FY19-20 Annual Report 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
Questions? Office of Contract Administration 16 16
