City Contract Management System (CCMS) Prime and Subcontractor Training Economic Development Department Small Business Office
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 12 19 Sub-contractor: Resolving Incomplete Audits 20 27 Prime: Resolving Disputes 28 35 Sub-contractor: Resolving Disputes 36 42 Prime: Change or Modification of Sub-contractors Completed Sample Change to Utilization Packet 4 5 43 46 47 50 Prime & Sub-contractor: General CCMS Navigation 51 57 Prime & Sub-contractor: Add User to Vendor Profile 58 62 Prime & Sub-contractor: Search Contracts in CCMS 63-66 2
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
Understanding the Audit Process Primes begins work, submits pay applications City payment info uploaded from SAP monthly to pay Primes in system CCMS emails the Primes to enter payments to subs Primes login, enter amounts paid to subcontractors w/in 14 days CCMS emails 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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CCMS Log-In (Processing)..... * Access Granted * 6
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User Homepage / System Dashboard 11
Prime Resolving Incomplete Audits 12
User Homepage / System Dashboard 1 2 13
Incomplete Audits per Contract per Month 1 2 3 14
Resolving Incomplete Audit Month 2 1 15
Contract Audit: March 2012 1 2 3 16
Reporting Payments to Subcontractors 1 2 3 4 5 6 7 17
Completed Audit Month 18
Repeat Steps and Complete All Incomplete Audit Months 19
Subcontractor Resolving Incomplete Audits 20
User Homepage / System Dashboard 1 2 21
Incomplete Audits per Contract per Month 1 2 3 22
Resolving Incomplete Audit Month 2 1 23
Confirm Payment: March 2012 1 2 3 4 5 24
Dispute Payment: March 2012 2 1 3 25
Click View All Audits to complete other audits if pending 26
This screen shows that there are no additional incomplete audits and that the subcontractor is up to date on audits 27
Prime Resolving Disputes 28
User Homepage / System Dashboard 1 2 29
Disputes per Contract per Month 1 3 2 30
Resolving Disputes Audit Month 2 1 31
Resolving Disputes: March 2012 1 2 3 32
Resolving Disputes Audit Month 1 33
Resolving Disputes Audit Month 1 2 3 4 34
Completed Dispute 1 35
Subcontractor Resolving Disputes 36
User Homepage / System Dashboard 1 2 37
Disputes per Contract per Month 1 3 2 38
Resolving Disputes Audit Month 2 1 39
Resolving Disputes Audit Month 1 40
Resolving Disputes Audit Month 1 2 3 4 41
Completed Dispute 1 42
Prime Contractor: Change or Modification of Subcontractors 43
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 emails 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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Prime Contractor and Subcontractor: General CCMS Navigation 51
User Homepage / System Dashboard 2 1 52
Vendor Contracts: Prime & Sub 1 2 3 3 53
Contract Main Tab 2 1 54
View Tab 55
Subs Tab 1 2 3 4 56
Compliance Audit List Tab 1 2 57
Prime Contractor and Subcontractor: Add a User to Your Vendor Profile 58
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Prime Contractor & Subcontractor: Search for Contracts 63
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Questions? 66