Indian Wells City Council
Action Plans for Fiscal Year 2015-16:
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Strengthen Contract Administration
recommendation
RECOMMENDED ACTION:
DISCUSSION and DIRECTION relating to this strategic action plan.
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Objectives: Status
A. Written report to Council on types of contracts, number of, Attached
and outline how departments manage said contracts.
B. Expand financial software (Eden) module pilot program to June 2016
include contracts over $25,000.
C. Add to City website "Contracts approved within last 60 days" Complete
section to include a link to the contract, short description of
contract, contract amount and contract administrator information.
D. Expand existing availability of contracts on City website and Complete
establish a user friendly contract organization structure.
E. Quarterly report outlining City Attorney's Office work product Attached
to include: code enforcement activity, the City tracks recovered
legal costs, which are used to offset the City's gross legal costs.
Co-Champions: Anna Grandys, City Clerk
Wade McKinney, City Manager
Desired Outcomes: Council and residents have a clear understanding of the life cycle of a contract, and the internal management of contracts. Enhance web-based accessibility of City contracts by the public.
DISCUSSION:
The Council directed Staff to strengthen contract administration and to examine the existing policies and procedures for any needed improvement. Staff has taken this opportunity to audit the contract administration lifecycle process, to engage all City staff in discussions on improving the process, to standardize the process, and to improve public accountability.
City Staff has engaged in extensive discussions regarding a common understanding of contract administration, contract management responsibilities, review of procedures of other cities, education and training requirements/needs, internal controls, and streamlining of th...
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