Contract Management Mission and Goals for 2015

Transcription

1 Mission and Goals for 2015 Mission Goals The mission of the Department (CMD) is to administer the procurement of professional and construction services and to execute and manage contracts essential for the delivery of efficient capital improvements resulting in improved quality of life for all City of Austin residents. Deliver a high level of service to stakeholders and customers. Ensure 90% of customers are satisfied with CMD services. Provide efficient and quality professional service and construction procurement contracting services. Maintain the average number of days between rotation list assignment request and notice to proceed at 60 or fewer days. Ensure 100% of construction sites are visited within 25 days of the Notice to Proceed. Ensure 80% of the established Professional Service and Alternative Delivery Method procurement and contracting schedules are met. Maintain the average number of days between contruction low bid issuance and contract execution at 133 or fewer days.

2 MessagefromtheDirector The Department (CMD) provides contracting services such as procurement of contracts, developmentandexecutionofcontracts,andcontractmanagementandcomplianceservicesforcapitalimprovement projectdelivery.primarycustomersincludecityofaustin(coa)internaldepartments,contractors,consultantsandvendors conductbusinesswiththecoa.theseservicesareintegraltofacilitatingeffectiveandefficientcapitalimprovements that,inturn,resultinanimprovedqualityoflifeforaustinresidents. During FY , emphasis is on maintaining, evaluating, and fine tuning current processes to ensure continual consistencyandexceptionalservicetocustomersincipdelivery.workingtowardscontinuousimprovement,cmdcommits to maintaining equitable procurement and contracting processes, while managing workload and providing staff developmentopportunities. Thebelowinitiativesarecontinuallymonitoredandassessedbythedepartment. Prevailing Wage Program: CMD developed a comprehensive plan to address wage compliance on construction sites and new business developments. CMD received recommendations from the Construction Advisory Committeeduringtheplanningprocess,andintegratedthosesuggestionsintotheprogram.Asaresultofthese improvements,andtheadditionofanfte,seniorstaffhashadthetimeneededtoworkwiththeworkersdefense ProjectandrespondtoanincreaseofPrivate/PublicinitiativeswithoutimpactingthePrevailingWageProgram s effectiveness. In addition, the Wage Team has conducted 105 more onsite visits and 23 more wage audits in comparisontofy ElectronicDocument Imaging Management System (EDIMS): Collaboration with Communication and Technology Management (CTM) has prepared the department to transition from a paper filing system to an electronic document life cycle management system. CMD s record system is mapped to its new electronic system and is poisedforfullimplementation.electronicfilestorageinedimswillsupporttheimagineaustinobjectiveofbeing NaturalandSustainableasfewerpaperfilesaremaintainedandfilesareaccessedremotely. StaffDevelopment:Thedepartment sabilitytoeffectivelyhandleworkloadisreliantuponmaintainingadequate staffmemberswhoareknowledgeable,skilled,andcrosstrainedalongvariousfunctionalareas.developmentof its workforce enhances CMD s ability to provide high quality contract services and provides staff with greater potentialforcareeradvancement.professionaldevelopmentopportunitiesandthestatepurchasingcertification willcontinuetobesupportedbythedepartment.statecertificationisameanstoincreasestaffknowledgeand enhanceskillssetsandabilities.thestatepurchasingtrainingforcertifiedtexascontractmanager(ctcm)and CertifiedTexasProcurementManager(CTPM)certificationsderivefromtheTexasComptrollerofPublicAccounts tomeetrequirementsfortexasprocurementandsupportservice sandgovernmentcode2262.staffisexpected toachievecertificationduringfy201415andfy In all that CMD does, the focus is on becoming best managed while demonstrating the City s PRIDE values as the departmentremainsdedicatedtocontinuousevolutionofprovidingthehighestqualityofcontractingservicestointernal andexternalcustomersthroughbestpracticeprocesses,andservingpartnersinthecapitalprojectdeliveryrealm. RosieTruelove Director,ContractManagement Volume II 82

3 Organization by Program and Activity for 2015

4 Support Services Fund100.0% SourcesofFunds Transfers& OtherReq. 6.5% UsesofFunds Contract Services 66.8% Support Services 26.7% Budget Overview Estimated Amended poed CaptialProjectsManagementFund Revenue $4,826,302 $0 $0 $0 $0 Requirements $6,408,364 $0 $0 $0 $0 FullTimeEquivalents(FTEs) SupportServicesFund Requirements $0 $4,294,713 $4,736,119 $4,806,422 $5,267,669 FullTimeEquivalents(FTEs) TotalBudget $6,408,364 $4,294,713 $4,736,119 $4,806,422 $5,267,669 *Footnote:FY201112andprioryearfundingforRealEstateisshownundertheContractManagementDepartment.BeginninginFY201213,fundingfor RealEstateisreflectedundertheOfficeofRealEstateServices. BeginninginFY201415,certainadministrativeandpersonnelcostcentershavebeenallocatedtoindividualdepartments.Inprioryears,these expenditureswerebudgetedforinaggregateatthesupportservicesfundlevel. Volume II 79

5 BudgetHighlights The Department (CMD) includes two Programs: Contract Services and Support Services. The FY BudgetforCMDincludesrequirementsof$5.3millionand44fulltimeequivalents.Thisincludesanincreaseof $186,261forwageadjustmentsandanincreaseinCitycontributionsforhealthinsurance.Thedepartmentconsistsoffour divisions: the Office of Director, Contract Procurement, Contract Development & Administration, and Contract Management.Thedivisionsworkinsynctoensurethatcontractservicesareprovidedefficientlyandconsistentlytoour clientdepartmentswhointurndeliverqualityinfrastructuretocityofaustinresidents. ContractServices Major highlights for this upcoming fiscal year include expansion of the role of the Prevailing Wage Program, implementation of the Electronic Document Imaging Management System (EDIMS), and professional development opportunitiesforstaff.cmd sstaffwillcontinuallystrengthenitsprevailingwageprogramtoabsorbahigherandvaried workloadbyprovidingtrainingtostaffinordertopreparearobustprogram.throughapartnershipbetweencmdandctm implementation,ofedimswillcontinueinfy edimsprovidesdocumentlifecyclemanagement,alongwithsearch and retrieval options that allow efficiency for the department and convenience for client utilization, thus enhancing the accommodationdistribution.professionaldevelopmentopportunitiesaredevelopedatthedepartmentlevel,aswellasby each employee s respective Division Manager who establishes individual development plans. Certification is a continual goal;todate,twoemployeeshavereceivedcertificationandsixhavecompletedalltherequiredcoursematerialneededto sitfortheexam. Contractsitevisitscompletedin25businessdays 100% 95% 90% 85% 80% 100% 91% 95% 100% 100% 75% FY FY FY FY FY Estimated Amended Approved DuringFY201213,CMDunderwentareviewofthePrevailingWageProgram.Basedonstakeholderfeedback,CMDchose tomodifytheinitialsitevisittimeframerequirementsfrom15to25daystocapturealargeramountofworkersonthejob site.thishasproventobeaneffectivetimeframetoensurethatworkersareonsiteandmaximizesthebenefitoftheinitial sitevisit. Volume II 83