Improving the County of Orange Government's Multi-Billion Dollar Contracting Operations*

County government does not have an identified re-centralization strategy of its contracting assignments in order to pro-actively reduce the fragmentation, inconsistency, and inequality that currently exist. Several County executives and senior managers have noted a need is indicated for a of intra-agency contracting/procurement reorganization substantial responsibilities and personnel assignments. Response: Partially disagrees with the finding. This recommendation will be considered at the point in time that the Contract Policy Manual is reviewed by Board of Supervisors; this is scheduled to occur in 2015.

The County Contract Policy Manual, as adopted in 2012, performed an admirable job in response to the critique published by the 1997-1998 Orange County Grand Jury. A majority of the recommendations were implemented and have continued to be helpful in attainment of long-range goals. Response: Agrees with the finding

The 2012 County Contract Policy Manual is a helpful guide that has value as a reference tool; however the Manual is not a comprehensive document inclusive of specialized training courses, complete planning calendars, an extensive catalogue of procedural standards, and occupational proficiencies. Response: Partially disagrees with the finding. The Contract Policy Manual (CPM) is a Board of Supervisors policy document and a tool for the County procurement community. As a policy document, it is not intended to include specialized training courses, complete planning calendars, an extensive catalogue of procedural standards, and occupational proficiencies. County Procurement Office (CPO) COUNTY OF ORANGE Responses to Findings and Recommendations 2013-14 Grand Jury Report entitled "Improving the County of Orange Government's Multi-Billion Dollar Contracting Operations" continues to work on a Procurement Procedures Manual which would cover such topics. CPO has updated the Deputy Purchasing Agent (DPA) Training requirement increasing certification contact hours from 4 to 10 per year. Training Calendar has been updated to reflect 1) Monthly training DPA Best Practice meetings and at Quarterly training from Procurement Subject Matter Experts. At monthly Best Practices Meetings, DPAs are made aware of additional training via our outreach with NIGP: The Institute for Public Procurement and California Association for Public Procurement Officials (CAPPO) officer(s). The OC Procurement Procedure Manual will be issued in October 2014 as recommended by the Performance Auditor on June 17, 2014.

The Contract Policy Manual lacks a summary for development of all contracting and procurement personnel, with broadened curricula, sample standard documents, and added seminars and workshops. Response: Partially disagrees with the finding. The Contract Policy Manual is a Policy document and as a result, does not include the resources listed in the finding. Instead those are provided through required training in a variety of topics including Policy and Manual review, BidSync Solicitation, Cal Card Program, DPA Training Resources, DPA Best Practices Training, Compliance Program and use of the Purchasing Reference Links on CPO Website.

Contracting and/or Procurement staff members expressly engaged in contracting are not given focused and thorough training designed to present topics in project management, contract administration, and risk assessment. In addition, there is an absence of objectives designed to enhance personal expertise, productivity, and effectiveness. Response: Partially disagrees with the finding. The quality and amount of training provided to County procurement professionals has been increased from four hours per year to a minimum of ten hours per calendar year. Attendance at training has increased fivefold during 2014 to an average amount in excess of 100 attendees per session. This reflects an increased focus on and recognition of training and professional development. Also, the key managers from CPO attend and participate actively in the trainings which has been well received by staff. All procurement staff are also encouraged to gain additional hours from professional organizations, including CAPPO and NIGP. CPO plans to include training/webinars with Subject Matter Experts regarding Project Management, Contract Administration and Risk Assessment. COUNTY OF ORANGE Responses to Findings and Recommendations 2013-14 Grand Jury Report entitled "Improving the County of Orange Government's Multi-Billion Dollar Contracting Operations"

There are County departments that assign staff members to perform contracting or procurement tasks that are unrelated to their regular roles. Such fragmented assignments present negative impacts to accuracy and productivity as a result. Response: Partially disagrees with the finding. There are staff members that may perform contracting or procurement tasks in addition to other duties. However, there are many departments where staff are assigned solely to contracting and procurement functions. As recommended by the Performance Auditor on June 17, 2014 the County Purchasing Agent will routinely monitor the list of 'buyers' in CAPS+ and take steps to ensure compliance with the Contract Policy Manual. This annual monitoring began July 2014.