Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 7/7/2014- 12:50 PM Meeting ADMINISTRATIVE SERVICES 1. Motion to approve an annual bid for Polo Style Uniforms Shirts Attachments for the Sheriff's Office. The item requires Commission approval due to the fact that purchases on the individual items will exceed $25,000.00 per order. 2. Approve recommendations from the Procurement Department Attachments regarding a path forward concerning the implementation of the Disparity Study. (Referred from June 26 Commission meeting) 3. Motion to approve the minutes of the Administrative Services Attachments Committee held on June 9, 2014. 4. An Ordinance to amend the Augusta, GA Code Title One Attachments Article Four Section 1-7-51 relating to the adoption of Personnel Policies and Procedures of Augusta, Georgia; to amend Section 1000.108 AND Addendum Form RM-MVR-RF of the Personnel Policies and Procedures Manual regarding Motor Vehicle Records Check; to repeal all Code Sections and Ordinances and parts of Code Sections and Ordinances in conflict herewith; to provide an effective date and for other purposes. 5. Motion to approve Law Department reorganization to include Attachments reclassifying vacant staff attorney position to deputy general counsel, eliminating an administrative clerk position and temporary positions and creating a paralegal position. 6. Motion to approve the contract management module software Attachments package from Sungard for DBE tracking purposes. (Referred from June 26 Commission meeting) www.augustaga.gov  Administrative Services Committee Meeting 7/7/2014 12:50 PM Annual Bid item 14-158 Polo Style Uniform Shirts Department: Procurement Caption: Motion to approve an annual bid for Polo Style Uniforms Shirts for the Sheriff's Office. The item requires Commission approval due to the fact that purchases on the individual items will exceed $25,000.00 per order. Background: The following annual bid item requires Commission approval: 14- 158 Polo Style Uniform Shirts. Analysis: Each item was bid through the sealed bid process as directed in the Augusta Procurement Code. The Sheriff's Office has reviewed the submittals and has presented a recommendation of award to the Procurement Department. Financial Impact: The Sheriff's Office is responsible for the purchase of the items listed on the individual bid. Alternatives: Not to award and require the Sheriff's Office to follow the purchasing guidelines as listed in the Augusta Procurement Code for each individual purchase. Recommendation: Approve the recommendation as submitted by the Sheriff's Office. Funds are Available in the Following 273032110/5311410 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1 Attachment number 1 \nPage 1 Item # 1 Attachment number 2 \nPage 1 Item # 1 Attachment number 3 \nPage 1 Item # 1 Attachment number 4 \nPage 1 Item # 1 Attachment number 4 \nPage 2 Item # 1 Attachment number 4 \nPage 3 Item # 1 Attachment number 4 \nPage 4 Item # 1  Attachment number 5 \nPage 1 PROCUREMENT SOURCE SELECTION METHODS AND CONTRACT AWARDS Sec. 1-10-48. Generally. The following sections provide detailed information concerning the use of the seven (7) source selection methods available for use for the procurement of commodities, services and construction products for Augusta, Georgia. The seven methods are: (1) sealed bids, (2) sealed proposals, (3) special services, (4) quotations or informal bids, (5) sole source, (6) emergency procurement and (7) annual contracts. Purpose. A significant portion of the Augusta, Georgia Annual Budget is committed each year to various purchase contracts such as raw materials, equipment, equipment parts or components, general supplies, and professional and non-professional services. Therefore, it is essential that maximum value be obtained for each public tax dollar spent. A proven technique for obtaining this goal is through the annual bid contract process, Sec. 1-10-58. Annual contracts. Upon approval of an annual contract by the Board of Commissioners (or the Administrator for annual bids of up to $25,000), any using agency may order supplies or services under such annual contract as needed up to the maximum amount approved in the annual bid. Purchases on the following annual bid items will exceed $25,000.00 per order: Department Description Recommended Vendors Local Vendors Sheriff’s Polo Style Uniform Uniforms by John Uniforms by John 14-158 Office Shirts Item # 1  Administrative Services Committee Meeting 7/7/2014 12:50 PM Disparity Study Department: Procurement Caption: Approve recommendations from the Procurement Department regarding a path forward concerning the implementation of the Disparity Study. (Referred from June 26 Commission meeting) Background: On February 18, 2014, the Augusta-Richmond County Commission, at their regular meeting entered into a discussion regarding the needs for future Disparity Study and asked that the Procurement Director bring back a recommendation on how to proceed. On September 4, 2009, Augusta, Georgia received the results of a Disparity Study and Recommendations to Revise Contracting Policies and Procedures conducted by NERA Economic Consulting. There were eight (8) very specific race and gender neutral initiatives listed for consideration of ARC policy makers. (See Exhibit “A” – 2009 NERA Recommendations, pgs 1-5). Both the study and recommendations were adopted by the Commission on August 24, 2009. As of the publishing date of this agenda item, June 2014, Augusta has not implemented all of the details and/or processes as recommended. In 2009 NERA also recommended that ARC policy makers adopt several narrowly tailored race and gender conscious remedies. (See Exhibit “A” – 2009 NERA Recommendations, pgs 5-10). Augusta has also failed to implement any of these recommendations within the five (5) years following the data collection period analyzed in the NERA disparity study.In January of 2014, Attorney Colette Holt was consulted regarding what is needed to develop a path forward. Colette Holt & Associates is an Oakland-based law practice specializing in public sector affirmative action programs. The Firm provides legal and consulting services to governments and businesses relating to procurement and contracting; employment discrimination; regulatory compliance; organizational change; program development, evaluation and implementation; and issues relating to inclusion, diversity and affirmative action. Ms. Holt recommends: obtaining a new disparity study; getting software to help collect and manage disparity data and utilization rates: and consider developing and implementing a race and gender conscious pilot program for contracts over $200,000. (See Exhibit “B” – Colette Holt’s recommendation). Cover Memo Item # 2 Analysis: Augusta has had many discussions, workshops, directives and has become a victim of the “blame game” explanations, all of which have led to a DBE Program that is not as effective as it can be. (See Exhibit “C” – Disparity Study Timeline). There are various reasons as to why the program has not worked resulting in the loss of money from the last Disparity Study, time, disappointed vendors and taxpayers of Augusta, Georgia along with the displacement of programs responsibilities and accountabilities. The need for a new Disparity Study is justifiable and necessary for Augusta to have an effective race and gender conscious DBE program in the future. However, there is much Augusta should do and can do immediately to take advantage of the race and gender neutral initiatives provided in the 2009 Disparity Study and to prepare for a future Disparity Study to be conducted no later than 2016. Further, by having the data available for the new Study, the cost will be reduced and the process will be more efficient and effective. Moving Forward: 1) Fully implement all of the race and gender neutral recommendations from NERA a) Write a Plan of Action moving forward to include target dates of implementation and completion; b) IMMEDIATELY purchase the (SunGard) IFAS Software to collect data. 2) Review Management Structure of the DBE function. 3) Put into place performance measures. 4) Demand quarterly updates on the program. 5) Make it “Mandatory” that employees “Know”, “Implement” and change guidelines and procedures as necessary. 6) Fund the training required for employees to benefit from future software upgrades and changes in the Law. 7) Prepare a Department Standard Operating Procedures Manual (SOP). 8) Identify an effective Project Team. Team Role: a) Identify main processes; b) Provide appropriate resources to describe the current process and data flow; c) Identify current challenges; d) Provide initial prioritization for areas to analyze; e) Evaluate recommendations for improvements and collaborative prioritization Information Technology/SunGard Role: a) Analyze the team’s current process, organization, and software to identify potential areas for improvement; b) Compare existing process and implement according to Best Practices; c) Recommend the process, software and changes to improve organizational effectiveness; d) In conjunction with the Team, map new processes, to be used as a guide for implementation. Possible Change in Management Structure will result in the following: a) Increase probability of project success; b) Manage employee resistance to change; c) Build competency in the organization. Experience Tells Us to be successful in all areas there is a need to: a) Develop a new program that does not look like the current program; b) There is a need for a strong Partnership between all of Augusta Departments and the newly created Program; c) Address the concerns and issues of the current program. 9) For the race and gender conscious measures, fund a new Disparity Study to start no later than 2016 and develop a new race and gender conscious program Cover Memo (if supported by the new data). I do not recommend implementing Item # 2  a race and gender conscious pilot program at this time. Financial Impact: To implement the Contract Management Module which will address the needs of the DBE Office as stated by Ms. Gentry, will cost $8,600. There will be a need to discuss at least one temporary position to help with data input, form development/design, electronic data scanning and other duties as assigned. Cost of this temporary position is estimated at $20,000 (July – December 31, 2014). A Full-time position will be needed and should be addressed in the 2015 Budget. Alternatives: Take no action at this time, which will result in a program that does not effectively address the effect of past and current discrimination in Augusta. Recommendation: Approve all of the recommendations in the Analysis section above to include: Moving forward with the implementation of SunGard’s Contract Management Module. Starting the process immediately to take advantage of the 2009 Disparity Study recommendations as to race and gender neutral measures while funding a new Disparity Study and preparing staff to gather information for it so that it can be let no later than 2016. Funds are Available Capital Outlay ($8,600) for system upgrade. Funding of $20,000 in the Following for Temporary Staff which will be allocated upon approval by Accounts: Commission. REVIEWED AND APPROVED BY: Cover Memo Item # 2 Attachment number 1 \nPage 1 Item # 2 Attachment number 1 \nPage 2 Item # 2 Attachment number 1 \nPage 3 Item # 2 Attachment number 1 \nPage 4 Item # 2 Attachment number 1 \nPage 5 Item # 2 Attachment number 1 \nPage 6 Item # 2 Attachment number 1 \nPage 7 Item # 2 Attachment number 1 \nPage 8 Item # 2 Attachment number 1 \nPage 9 Item # 2 Attachment number 1 \nPage 10 Item # 2 Attachment number 2 \nPage 1 Item # 2 Attachment number 2 \nPage 2 Item # 2 Attachment number 3 \nPage 1 Item # 2 Attachment number 3 \nPage 2 Item # 2 Attachment number 3 \nPage 3 Item # 2 Attachment number 3 \nPage 4 Item # 2 Attachment number 3 \nPage 5 Item # 2 Attachment number 3 \nPage 6 Item # 2 Attachment number 3 \nPage 7 Item # 2  Administrative Services Committee Meeting 7/7/2014 12:50 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on June 9, 2014. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3 Attachment number 1 \nPage 1 Item # 3 Attachment number 1 \nPage 2 Item # 3  Administrative Services Committee Meeting 7/7/2014 12:50 PM Motion to Amend PPPM related to MVR Checks Department: Risk Management Caption: An Ordinance to amend the Augusta, GA Code Title One Article Four Section 1-7-51 relating to the adoption of Personnel Policies and Procedures of Augusta, Georgia; to amend Section 1000.108 AND Addendum Form RM-MVR-RF of the Personnel Policies and Procedures Manual regarding Motor Vehicle Records Check; to repeal all Code Sections and Ordinances and parts of Code Sections and Ordinances in conflict herewith; to provide an effective date and for other purposes. Background: PPPM currently requires a 7-year motor vehicles check for all potential employees who drive as part of their potential positions with Augusta, Georgia. After receiving feedback from some department directors that felt this was punitive, the Risk Management Committee reviewed the policy. The Committee recommends that a 5-year history be used for scoring with the inclusion of all 7 years if the report revealed a pattern of behavior that could pose a risk. This would appropriately address Risk Managements concerns while not over penalizing a person for one mistake that happened several years ago. Analysis: Financial Impact: Alternatives: Deny; Approve but require second reading Recommendation: Approve and waive second reading Funds are Available in the Following Accounts: Cover Memo Item # 4 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 4  Attachment number 1 \nPage 1 ORDINANCE NO. ___________ AN ORDINANCE TO AMEND THE AUGUSTA, GA CODE TITLE ONE ARTICLE FOUR SECTION 1-7-51 RELATING TO THE ADOPTION OF PERSONNEL POLICIES AND PROCEDURES OF AUGUSTA, GEORGIA; TO AMEND SECTION 1000.108 AND ADDENDUM FORM RM-MVR-RF OF THE PERSONNEL POLICIES AND PROCEDURES MANUAL REGARDING MOTOR VEHICLE RECORDS CHECK; TO REPEAL ALL CODE SECTIONS AND ORDINANCES AND PARTS OF CODE SECTIONS AND ORDINANCES IN CONFLICT HEREWITH; TO PROVIDE AN EFFECTIVE DATE AND FOR OTHER PURPOSES. WHEREAS, Section 1000.108 and Addendum Form RM-MVR-RF of the Personnel Policy and Procedures Manual requires a seven (7) year Motor Vehicle Record (MVR) check and analysis for all candidates for employment that require driving as a part of their potential position; WHEREAS, the Risk Management Committee has reevaluated this policy and is recommending changes to the policy to address concerns of unnecessarily penalizing candidates for employment; and WHEREAS, Augusta, Georgia desires to update and amend Section 1000.108 and Addendum Form RM-MVR-RF of the Personnel Policy and Procedures Manual which is part of AUGUSTA, GA. CODE Section 1-7-51 to modify the MVR requirements. THE AUGUSTA, GEORGIA COMMISSION, ordains as follows: SECTION 1. AUGUSTA, GA. CODE Section 1-7-51 as set forth in the Augusta, Ga. Code, re- adopted March 1, 2011 (Ord. 7323), is hereby amended by striking Section 1000.108 and Addendum Form RM-MVR-RF of the incorporated Personnel Policy and Procedures Manual in their entirety and inserting in lieu thereof new Section 1000.108 and Addendum Form RM- MVR-RF as set forth in “Exhibit A” hereto. SECTION 2. This ordinance shall become effective upon its adoption in accordance with applicable laws. SECTION 3. All ordinances or parts of ordinances in conflict herewith are hereby repealed. Adopted this _____ day of , 2014. ___________________________ David S. Copenhaver As its Mayor Attest: ______________________________ Item # 4  Attachment number 1 \nPage 2 Lena J. Bonner, Clerk of Commission Seal: Published in the Augusta Chronicle. Date: ______________________ First Reading:___________________ Second Reading: Waived Item # 4  Attachment number 1 \nPage 3 EXHIBIT A Section 1000.108 MOTOR VEHICLE RECORDS CHECK A. Potential Employees - Persons applying for a position requiring the driving of Augusta-owned vehicles (any position which requires the applicant to drive an Augusta, Georgia vehicle as a function of his or her job) or a position requiring driving within the course and scope of employment (even if it is a personal vehicle) will be required to successfully complete a motor vehicles records check. If the candidate is resident of Georgia or South Carolina, he/she must sign a release allowing Augusta, Georgia to run a seven (7) year driving history at the time of contingent job offer. If not a resident of Georgia or South Carolina, then the candidate will need to provide this record from the state of residency of the potential new hire. Potential employees who fail to provide the required records check or who refuse to sign a release for such records will not be considered qualified. See Addendum MVR Review Form for evaluation criteria. B. Regular Employees - Employees whose license is suspended for traffic violations of Driving Under the Influence (DUI) and whose job requires they drive an Augusta, Georgia vehicle or who is required to drive within the course and scope of employment (even if it is a personal vehicle) may be terminated for failure to perform job responsibilities. C. Any employee who is subject to drive an Augusta, Georgia vehicle or who is required to drive within the course and scope of employment (even if it is a personal vehicle) may have a Motor Vehicle Records check directed/requested as a condition of employment. Only Department Directors, Attorneys of the Law Department, Safety Review Committee, Risk Management Committee, Risk Management Director or Assistant Director, or Augusta, Georgia Administrator can direct the check. Employees required to drive an Augusta, GA vehicle in connection with their job responsibilities or who are required to drive within the course and scope of employment (even if it is a personal vehicle) will have an annual MVR run during their birth month. D. Employees who have been involved in two or more vehicle accidents within a one year period or whose Motor Vehicle Records Check shows repetitive traffic violations may have their Augusta, Georgia vehicle driving privileges revoked. Risk Management will identify employees in this category and forward the necessary information to the Risk Management Committee for appropriate action. The employee will be notified in writing that his or her driving record is being reviewed and they should attend the meeting to present reasons why their driving privileges for Augusta, Georgia vehicles should not be revoked. Risk Management Committee has the authority to direct a Letter of Intent to terminate the employee's employment for continued unacceptable driving practices. E. A Motor Vehicle Records Review Form (See Addendum MR-MVR-RF) will be completed for any employee or potential employee subjected to a Motor Vehicle Records Check. The following standards will be applied to the results of the MVR Review Form: 1. Unacceptable: Termination of Augusta, Georgia driving privileges; 2. Questionable: Probation of Augusta, Georgia driving privileges and attendance at mandatory driver training with testing; Any further violations while on probation status can result in potential termination of Augusta, Georgia driving privileges; 3. Marginal: Augusta, Georgia driving privileges are maintained with the stipulation that they attend mandatory driver training Any future violations, depending on the MVR Review Form score will/can result in potential probation or termination of Augusta, Georgia driving privileges. 4. Acceptable: Augusta, Georgia driving privileges maintained; and 5. Adjustments: For potential employees a 7 year MVR will be run but only the most recent 5 years will be reviewed unless the score is in the Questionable range (7-9). If the score is 7-9 on this review the review will be expanded to include all 7 years. A 1-point adjustment will be given for each year there is no violation. Item # 4  Attachment number 2 \nPage 1 Form RM-MVR-RF MVR Review Form Name Date of MVR Dept: Job Title License Status: # Current Points: Current Employees convictions in last 3 years; Potential employees review 5 years of 7 years if 5 yr scored QUESTIONABLE review all 7 yrs # of Incidences Total Score Date/Violation/Pts At-fault accident with fatality X 10 = 0 DUI/operating while impaired X8= 0 Chemical test refusal X8= 0 Fleeing police X8= 0 Reckless/careless driving X6= 0 Driving under suspended license X6= 0 Leaving scene of accident X4= 0 Speeding (≥15 mph over limit or over 75 mph) X3= 0 At-fault accident X2= 0 Speeding (<15 mph over limit) X2= 0 Improper/illegal lane change or turn X2= 0 Following too closely X2= 0 Traffic signal offenses X2= 0 Failure to yield X1= 0 Failure to signal X1= 0 Operating a defective vehicle X1= 0 Other X1= 0 Describe: 0 0 1 Pt adjustment made for each year no violation (potential 0 0 employees only) Other issues with Record: TOTAL SCORE: 0 Total Scores are: 10 or more Unacceptable 7–9 Questionable 4–6 Marginal 0–3 Acceptable Reviewer: SANDRA M WRIGHT, RISK MANAGER Date: Notification: SHIRLEY GUERRERO, HUMAN RESOURCESDate: Recommendation: Reason: MVR SCORE Item # 4  Administrative Services Committee Meeting 7/7/2014 12:50 PM Motion to Approve Reorganization of Law Department Department: Law Caption: Motion to approve Law Department reorganization to include reclassifying vacant staff attorney position to deputy general counsel, eliminating an administrative clerk position and temporary positions and creating a paralegal position. Background: BACKGOUND AND ANALYSIS The Law Department budget has been reduced nearly every year for the last few years. The Law Department budget was reduced approximately $220,000 in 2014 alone, yet the legal needs of the Commission and departments continue to increase. The Law Department is in need of and therefore proposing a reorganization to improve the efficiency and functionality of the department without increasing the budget. The Law Department has a staff attorney position that is currently vacant. Further, the Law Department was recently notified that one of its administrative staff will be transitioning to a part-time role on October 1. In order to address both of these vacancies, the Law Department has developed a reorganization plan that will further develop a succession plan for the department, establish essential staffing structure, and improve efficiency. The proposed reorganization consists of reclassifying the currently vacant staff attorney position to a deputy general counsel position, eliminating the administrative clerk and temporary positions, and creating a paralegal position. The elimination of the administrative clerk position and temporary positions will free up sufficient funds in salaries currently in the Law Department budget to fund the reorganization. It is anticipated that the deputy general counsel position will be filled from within through a competitive job posting process and ultimately will result in an additional salary expense of approximately $19,000 (depending on the qualifications of the candidate selected for the deputy general counsel position and any other vacancies being filled). It is expected that the paralegal position will be filled through an external competitive job posting process and will result in an additional salary expense of approximately $45,000 depending on the education and experience of the selected candidate. Finally, it is anticipated that approximately $19,500 will be necessary toCoverfill Memo the staff attorney position that will be vacant as a result of the Item # 5  internal promotion(s) due to the creation of the deputy general counsel position. Therefore, it is projected that the reorganization will be revenue neutral. Further, from 2009 through 2012, the Law Department has reduced overall legal expenses by $310,000 per year by doing more legal work in-house as well as implementing preventative measures to minimize legal exposure. To effectively continue to maintain lower overall legal expense while maintaining (and increasing) service levels, it is necessary to have a sufficiently qualified Deputy General Counsel, so that General Counsel can have adequate opportunity to provide greater guidance and oversight relative to Augusta’s overall legal needs and concerns, delegate and evaluate critical assignments, while still being able to respond to the needs of the Commissioners, departmental directors and other governmental clients. Upgrading the Staff Attorney position to Deputy General Counsel will prove help to maximize the capacity of the Law Department to reduce outside counsel expenses while reducing overall litigation exposure. Additionally, the inclusion of a paralegal to the Law Department staff will further advance the efficiency of the Law Department attorneys by providing much needed legal research, as well as administrative, organizational, and scheduling support. A phased approach is being proposed for this reorganization: Phase 1 – immediately: create, post internally, and fill the Deputy General Counsel position; post internally and fill any vacancy created by the filling of the Deputy General Counsel position; post externally and fill Staff Attorney vacancy created by filling aforementioned positions; and Phase 2 – October, 2014: eliminate administrative clerk and temporary positions; create, post externally, and fill paralegal position. Analysis: Financial Impact: Allows the Law Department to operate more effectively and efficiently without any additional funding needed Alternatives: Deny Recommendation: Approve Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Clerk of Commission Item # 5 Cover Memo Item # 5 Attachment number 1 \nPage 1 Item # 5  Attachment number 1 \nPage 2 Proposed Item # 5 Attachment number 1 \nPage 3 Item # 5 Attachment number 1 \nPage 4 Item # 5  Attachment number 1 \nPage 5 Proposed Item # 5 Attachment number 1 \nPage 6 Item # 5 Attachment number 1 \nPage 7 Item # 5  Attachment number 1 \nPage 8 Proposed Item # 5 Attachment number 1 \nPage 9 Item # 5  Administrative Services Committee Meeting 7/7/2014 12:50 PM Update on Software for DBE Department: Procurement Caption: Motion to approve the contract management module software package from Sungard for DBE tracking purposes. (Referred from June 26 Commission meeting) Background: At the April 18, 2014 Commission Meeting, a discussion took place concerning SOFTWARE TO COLLECT DBE DATA which the Procurement Director suggested that Augusta, Georgia currently has such software in place. The Procurement Director requested 45-days to respond to Commissions request, which was granted. On Monday, May 5, 2014, 10:00 a.m., a meeting with the DBE/Local Small Business Opportunity and Procurement Staff took place to better understand the precise needs of the DBE Office. In attendance: Geri Sams, Yvonne Gentry, Connie Kelly-Crisler, Sheila Paulk and Nancy Williams. The purpose of the Meeting was not limited to the discussion and feedback of the following items: 1. To discuss what the DBE Office is seeking in a Software package; 2. To discuss and share the different Modules currently available through our current software (IFAS) System; 3. The Procurement Department noted that a similar module has been available, for most of the required data collection, since 1999. However, an upgrade will be implemented in January 2015 that would address ALL of the identified needs of the DBE/Local Small Business Opportunity Department as described by the Department. 4. To discuss the Contract Management Module which Augusta has license and the possibility of visiting other cities using this module; 5. To discuss the upcoming SunGard Conference in California and to invite the DBE/Local Small Business Opportunity Staff to attend for the purpose of the DBE Staff’s ability to review the available software, to establish if the software will meet the DBE Office requirements, to observe up close and personal exactly what the possibilities of the Contract Management Module will provide; and to meet and discuss the DBE program requirements with the Software Experts as well as the possibility of meeting with other municipalities currently using the Contract Management Module; 6. To discuss the Agenda Item which the Procurement Director Cover Memo will present to the Commission. On Wednesday, May 14, 2014, Item # 6  the Procurement and Information Technology Departments invited the DBE/Local Small Business Opportunity Staff to participate in a previously scheduled webinar training session. In attendance: Yvonne Gentry, Connie Kelly-Crisler DBE/Local Small Business Opportunity Department); Sheila Paulk and Nancy Williams (Procurement Department); Timothy Schroer and Lisa Sherrouse (Finance Department); Lisa Blackwelder, Mike Blanchard, Mark Smith, and Annette Coker (Information Technology) and SunGard Webinar Trainer. Both at the meeting and after the meeting, the Procurement Department Staff gave an update concerning the Contract Management Module. The DBE/Local Small Business Opportunity Department expressed that the module addressed the needs as required (See Attachment “A” original request from the DBE Office – identifying the Department’s needs). The Contract Management Module identifies additional tracking information needed to support the DBE Department as required by FTA, Disparity Study and the Court Order (See Attachment “B”). Analysis: This Module (Contract Management) when implemented will address DATA COLLECTION as required by the DBE/Local Small Business Opportunity Program, FTA, the Court Order and the Disparity Study. Moving Forward: 1. The DBE/Local Small Business Opportunity Office MUST IMMEDIATELY: a. Develop both a letter and a data form to be used by vendors to update their information for the NEW System Upgrade. b. Develop a Standard Operation Manual for Augusta, Georgia address its operation (Attachment “C” with a possible outline). c. Develop an electronic vendor system where vendor’s can enter/correct their information (electronically sending it directly to the department for updating). 2. The DBE/Local Small Business Opportunity Office to immediately begin to access its vendor’s files for system input. 3. The DBE/Local Small Business Opportunity Office to begin launching a program and or a marketing system to enhance and update registered vendors to be entered into the Contract Management Module. 4. The DBE/Local Small Business Opportunity Office to look at the current Modules used by the Augusta License and Inspection and Procurement Departments to determine if information already in the system can be captured to enhance the manual process (spreadsheets). 5. Augusta’s DBE/Local Small Business Opportunity Office MUST begin correcting data by October 2014 to be updated into the system. NOW is the best time to begin the process for the 2015 implementation. 6. If Commission approves the process - The DBE/Local Small Business Opportunity Office implementation will take place in June 2015. 7. The Contract Management Module will address but will not be limited to the transactions as listed in Attachment “B”. 8. There are many vendors who can address the needs of the DBE Office; but is it cost effective to purchase a boxed software package which will require Augusta’s Cover Memo I.T. Department or the Software vendor to customize to address Item # 6  the concerns of the DBE Office or to simply install SunGard’s System (IFAS) that Augusta has purchased a license for and direct the DBE staff to begin the process NOW for a possible installation date of June 2015. Note: New Data will be REQUIRED to address vendor’s certification (Attachment “D”). Financial Impact: Since Augusta already own the License, I.T. will work with the Department through additional webinar trainings and a system upgrade with an estimated cost of $8,600. The estimate will vary pending the amount of training sessions required and/or requested. Alternatives: 1. Purchase a new system at a cost of $50,000 or more that will duplicate the system already accessible. 2. Remain where we are, which has not addressed Augusta’s Taxpayer’s needs. Recommendation: Move forward with the implementation of the SunGard System which is currently in-place. Start the training process immediately to take advantage of sessions already scheduled, begin immediately notifying vendors of system update, changes to vendor’s information and preparing for system upgrade. Have data available for the upgrade to an electronically driven system in June 2015 (using only new data). Funds are Available in the Following Capital Outlay ($8,600) Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 6 Attachment number 1 \nPage 1 Item # 6 Attachment number 2 \nPage 1 Item # 6 Attachment number 2 \nPage 2 Item # 6 Attachment number 2 \nPage 3 Item # 6 Attachment number 2 \nPage 4 Item # 6 Attachment number 2 \nPage 5 Item # 6 Attachment number 2 \nPage 6 Item # 6 Attachment number 2 \nPage 7 Item # 6 Attachment number 2 \nPage 8 Item # 6 Attachment number 2 \nPage 9 Item # 6 Attachment number 2 \nPage 10 Item # 6 Attachment number 2 \nPage 11 Item # 6 Attachment number 2 \nPage 12 Item # 6 Attachment number 2 \nPage 13 Item # 6 Attachment number 2 \nPage 14 Item # 6 Attachment number 2 \nPage 15 Item # 6 Attachment number 2 \nPage 16 Item # 6 Attachment number 2 \nPage 17 Item # 6 Attachment number 2 \nPage 18 Item # 6 Attachment number 2 \nPage 19 Item # 6 Attachment number 2 \nPage 20 Item # 6 Attachment number 2 \nPage 21 Item # 6 Attachment number 2 \nPage 22 Item # 6 Attachment number 2 \nPage 23 Item # 6 Attachment number 2 \nPage 24 Item # 6 Attachment number 2 \nPage 25 Item # 6 Attachment number 2 \nPage 26 Item # 6 Attachment number 2 \nPage 27 Item # 6 Attachment number 2 \nPage 28 Item # 6 Attachment number 2 \nPage 29 Item # 6 Attachment number 2 \nPage 30 Item # 6  Attachment number 3 \nPage 1 ATTACHMENT “C” STANDARD OPERATION PROCEDURE (SOP) MANUAL Standard operating procedures (SOP) are a detailed explanation of how a policy is to be implemented. The SOP may appear on the same form as a policy or it may appear in a separate document. The main difference between a SOP and a policy are details. An effective SOP communicates who will perform the task, what materials are necessary, where the task will take place, when the task shall be performed, and how the person will execute the task. Is a SOP necessary? What benefit do they have to my operation? The details in an SOP standardize the process and provide step-by-step how-to instructions that enable anyone within your operation to perform the task in a consistent manner. The SOP document serves as an instructional resource that allows employees to act without asking for directions, reassurance, or guidance. The step-by-step written procedure can also help hold employees accountable because employee expectations are documented and their actions can be measured against the SOP. Communicating procedures that anyone in the operation can follow with consistent results will ensure your operation continually provides high quality products and services. Why is it necessary? • Serve as framework for organizational policy – provide direction and structure • Written documentation of best practice • It sets performance standards • A measuring tool to assist in holding the correct person/department accountable • It removes the “BLAME GAME” • Tells what, how, when, why, and who • It will identify forms (both manual and those that can be converted to an electronic/computerized/digital system) • It will also assist in determining security for an electronic system Item # 6 Attachment number 4 \nPage 1 Item # 6 Attachment number 4 \nPage 2 Item # 6 Attachment number 4 \nPage 3 Item # 6 Attachment number 4 \nPage 4 Item # 6 Attachment number 4 \nPage 5 Item # 6 Attachment number 4 \nPage 6 Item # 6 Attachment number 4 \nPage 7 Item # 6 Attachment number 4 \nPage 8 Item # 6 Attachment number 4 \nPage 9 Item # 6 Attachment number 4 \nPage 10 Item # 6 Attachment number 4 \nPage 11 Item # 6 Attachment number 4 \nPage 12 Item # 6 Attachment number 4 \nPage 13 Item # 6 Attachment number 4 \nPage 14 Item # 6 Attachment number 4 \nPage 15 Item # 6 Attachment number 4 \nPage 16 Item # 6