DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Contract Management System for Department of Human Services (DHS)
SUMMARY:
This ordinance authorizes a contract with Sistema Technologies to provide the Department of Human Services (DHS) with an automated contract management system in order to provide greater efficiency, tracking and visibility. The first year cost for implementation, subscription and hosting fees is $380,757.02 and a total value of $563,398.02 over the contract term. The initial term of this contract is for a period of three years with two, one year renewal options.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the proposal submitted by Sistema Technologies for a contract management system for DHS. The DHS Contracts Management Division monitors contracts valued in excess of $21 million with over 60 various agencies for over 100 programs that invests in human services outcomes to strengthen the services in the community.
The current process between the DHS Contracts Management Division and delegate agencies is a manual process which requires several levels of approvals throughout the division. The manual process begins when the agencies email their contract, planned scope of work, performance measures, reports, budgets, invoices and budget revisions on a Microsoft Excel spreadsheet or PDF attachment. The division receives the email with the attachment and then the process of reviewing, approving or declining of the submitted information continues throughout the division until it is ultimately approved. Tracking the process for each program is inefficient for both the agency and the division.
The proposed contract management system will provide the Department of Human Services with a web based grants management application that will allow for the tracking of delegate agency program expenditures and management of program budgets through a single porta...
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