City Contract Management System (CCMS) Prime and Subcontractor Training

Transcription

1 City Contract Management System (CCMS) Prime and Subcontractor Training Economic Development Department Small Business Office

2 Table of Contents Topic Slide No. What is SBEDA Compliance - Overview 3 Prime Contractor and Sub-contractor Responsibilities Understanding the Audit Process The City Contract Management System (CCMS) CCMS Compliance Notification Timeline CCMS Log-In 6 11 Prime: Resolving Incomplete Audits Sub-contractor: Resolving Incomplete Audits Prime: Resolving Disputes Sub-contractor: Resolving Disputes Prime: Change or Modification of Sub-contractors Completed Sample Change to Utilization Packet Prime & Sub-contractor: General CCMS Navigation Prime & Sub-contractor: Add User to Vendor Profile Prime & Sub-contractor: Search Contracts in CCMS

3 Overview CCMS is a web-based tool that provides: Contract compliance Online Audits Automatic Notifications S/M/WBE Monthly Utilization Reports B2Gnow is the software vendor providing and maintaining the system for the City of San Antonio 3

4 Understanding the Audit Process Primes begins work, submits pay applications City payment info uploaded from SAP monthly to pay Primes in system CCMS s the Primes to enter payments to subs Primes login, enter amounts paid to subcontractors w/in 14 days CCMS s Subs to confirm payment amounts Subs confirm Prime payments, or dispute amounts w/in 10 days System records information received by Primes & Subs Originating Dept reviews CCMS monthly to determine SBEDA compliance issues CCMS Action Prime Contractor Action Subcontractor Action City Action 4

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6 CCMS Log-In (Processing)..... * Access Granted * 6

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11 User Homepage / System Dashboard 11

12 Prime Resolving Incomplete Audits 12

13 User Homepage / System Dashboard

14 Incomplete Audits per Contract per Month

15 Resolving Incomplete Audit Month

16 Contract Audit: March

17 Reporting Payments to Subcontractors

18 Completed Audit Month 18

19 Repeat Steps and Complete All Incomplete Audit Months 19

20 Subcontractor Resolving Incomplete Audits 20

21 User Homepage / System Dashboard

22 Incomplete Audits per Contract per Month

23 Resolving Incomplete Audit Month

24 Confirm Payment: March

25 Dispute Payment: March

26 Click View All Audits to complete other audits if pending 26

27 This screen shows that there are no additional incomplete audits and that the subcontractor is up to date on audits 27

28 Prime Resolving Disputes 28

29 User Homepage / System Dashboard

30 Disputes per Contract per Month

31 Resolving Disputes Audit Month

32 Resolving Disputes: March

33 Resolving Disputes Audit Month 1 33

34 Resolving Disputes Audit Month

35 Completed Dispute 1 35

36 Subcontractor Resolving Disputes 36

37 User Homepage / System Dashboard

38 Disputes per Contract per Month

39 Resolving Disputes Audit Month

40 Resolving Disputes Audit Month 1 40

41 Resolving Disputes Audit Month

42 Completed Dispute 1 42

43 Prime Contractor: Change or Modification of Subcontractors 43

44 Reasons for Change or Modification of Subcontractors Change in scope to contract on behalf of the City Prime removes/adds/modifies Subcontractors Contract is cancelled Change orders If project goes back to Council, SBO must be included in Workflow to approve RFCA Other reason not otherwise stated How to Complete Process and Make Change Official: 1. With OD s help, Prime must Complete a Change to Utilization Plan 2. OD & SBO work together to complete a change to utilization worksheet 3. Obtain acknowledgement/agreement s from any Subcontractors that were removed from contract or had a reduction in utilization 4. Assistant Director for SBO approves change 5. Finally, appropriate changes made in CCMS 44

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51 Prime Contractor and Subcontractor: General CCMS Navigation 51

52 User Homepage / System Dashboard

53 Vendor Contracts: Prime & Sub

54 Contract Main Tab

55 View Tab 55

56 Subs Tab

57 Compliance Audit List Tab

58 Prime Contractor and Subcontractor: Add a User to Your Vendor Profile 58

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63 Prime Contractor & Subcontractor: Search for Contracts 63

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66 Questions? 66