HomeMy WebLinkAboutMINUTES - 02261991 - IO.1 • .. : '. .. I.O.-1
TO: BOARD OF SUPERVISORS b --.- COntra
FROM: INTERNAL OPERATIONS COMMITTEE !� / Costa
February 11, 1991 o. �p4
County
DATE: srq2'd"uk`�
REPORT ON THE CREATION OF A CENTRALIZED DATA PROCESSING FILE
SUBJECT: OF CONTRACTS
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)8 BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1 . Accept the attached status report on the development of a
centralized data processing file of contracts.
2. Direct staff from the County Administrator' s Office to work
closely with the Affirmative Action Officer and Data
Processing staff so as to insure that the final development
of a centralized file of contracts with non-profit agencies
is developed as efficiently and as inexpensively as
possible, building on the MBE/WBE file which is being
developed for the Affirmative Action Program.
3. Remove this item as a referral to our Committee.
BACKGROUND:
The 1988-89 Grand Jury noted that the County did not have readily
available a centralized file of contracts for the provision of
human services by private, non-profit agencies. The Grand Jury
recommended that such a file be created.
In looking into this recommendation, we quickly recognized that
the only practical way to develop and maintain such a file is to
do so as a data processing program. Staff from the County
Administrator' s Office worked with the Auditor-Controller' s
Office and Data Processing to access existing records of these
CONTINUED ON ATTACHMENYeS YES SIGNATURE:
RECOMMENDATION OF COU I T TOR _RECOMMENDATION OF OARO COMMITTEE c/q �-
_APPROVE O
SIGNATURES; S R /S E WRIGHT McPEAK
ACTION OF BOARD ON ebruary 2b, APPROVED AS RECOMMENDED X OTHER —
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE -
X. UNANIMOUS(ABSENT I I, IV ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT; ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
CC: County Administrator ATTESTED -7 # /99/
Auditor-Control ler PHIL BATCHELOR, LERK OF THE BOARD OF
Data Processing SUPERVISORS AND COUNTY ADMINISTRATOR
Affirmative Action
John Gregory, CAO
M382 (10/88) BY �� ,DEPUTY
contracts. At the same time, the Affirmative Action Officer, as
a part of the County' s MBE/WBE Program, was attempting to pull
together much the same information.
The County Administrator' s staff has been coordinating the
development of the necessary programming with Data Processing,
the Auditor-Controller' s Office, the Affirmative Action Officer
and the departments which are responsible for and monitor these
contracts.
We believe the development of this centralized file of contracts
is well under way and no longer requires our direct oversight.
We would like the Affirmative Action Officer to include in her
periodic reports to our Committee an on-going status report on
this subject until the file is completed and operational for both
MBE/WBE and human services contracts.
- 4
OFFICE OF THE COUNTY ADMINISTRATOR
C O N T R A C O S T A C O U N T Y
Administration Building
651 Pine Street, 11th Floor
Martinez, California
DATE: February 7 , 1991
TO: Supervisor Robert I . Schroder
Supervisor Sunne W. McPeak
INTERNAL OPERATIONS COMMITTEE
FROM: John T. Gregory, Management Analyst III
SUBJECT: STATUS REPORT ON CONTRACT MONITORING
Several referrals have been made to the County Administrator' s
office regarding the County relationship with its private,
non-profit contract agencies . One such referral was the design
and implementation of a data system which would produce a report
of all contracts for services by non-profit agencies doing
business with the County. In such a system it was envisioned
that the following components would be included:
♦ The system will list all contracts with non-profit
agencies doing business with the County at any point in
time; and
♦ Will have the capacity to be up-dated regularly as the
Board of Supervisors approves new contracts, extensions
and amendments.
Attached is a copy of the reports on non-profits that would be
available through the data base. Additional capacities are being
considered in discussion with county data processing. Additional
report capacities which may include the following:
Sorting by either Purchase Order or Contract Number.
Affirmative Action Classifications.
Percentage of Contracts for Agency.
Contracting Agency History with County.
Services location and provided Description.
Clientele Descriptions.
Attached is the suggested format for a report on non-profit
agencies. The database. format is derived from a software package
titled IBM Application System. This report and system should
provide enough data on non-profits for basic report. However, it
allows for individual manipulation to generate monthly reports or
allow for a short term analysis by use of different report
formats on various categories of data. Given the amount of data,
it is intended that this report will only be created
semi-annually. Data processing indicates that to create the
report a master directory file will be set up which lists all
non-profit organizations as are defined by the Secretary of
State 's Office of Corporations.
Initially this report will be generated by going against the MSA
vendor master file that will be developed by Data Processing in
conjunction with the MBE/WBE/DBE vendor directory. We will
generate a draft report which will be forwarded to each county
department to review and correct. Each department in determining
whether an organization is a true non-profit organization would
apply questions of proper status based on the following
definition:
That a non-profit organization must have a tax-exempt status
under the Internal Revenue Code, and be appropriately
incorporated under the laws of the State of California as a
non-profit organization which will mean that such an
organization will have to be able to show proof of its
status through filed and endorsed submissions to the Office
of Corporations.
The report to be generated will not be categorized other than by
department as the master sort function. Later enhancements will
allow the report to be sorted into categories based on type of
service, contract amount, contract length and type of
organization such as governmental units, health and welfare
agencies, churches and/or educational institutions.
Based on the aforementioned information and the attached report,
the following recommendations are offered for your Committee' s
consideration:
1. Approve and accept this status report on a suitable
reporting structure for non-profit agency contracts
with the County.
2 . Concur that this referral has been suitably addressed
to meet the Committee intent.
3 . Request that the finished report be forwarded to the
Committee on a semi-annual basis.
4. Request that there be continued exploration of whether
this report can be incorporated into the reporting
structure of contracts for the Affirmative Action
Division.
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