El Dorado County Grand Jury • 2022-2023

El Dorado County Grand Jury 2022-2023 Procurement and Contracts Case #22-23 Gj02 June 30, 2023

Published: June 30, 2023 16 pages
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Findings and Recommendations 12 findings

F1
The current P&C web page is not up to date with accurate and complete information regarding bids received and final amounts awarded.
Related Recommendations (1)
R1
The P&C Division should develop and implement a procedure to ensure the P&C web page is up to date with accurate and complete information regarding all bids and the final award amounts for full transparency
F2
The Procurement Policy C-17 was last revised October 22, 2013 – seven (7) years after the policy dated October 2006 was adopted. A new updated policy was adopted on September 20,2022 with an effective date of October 20, 2022, nine (9) years after the 2013 revision. Policy review timelines have been inconsistent.
Related Recommendations (1)
R2
The P&C Division should integrate the appropriate public information on their internal tracker (spreadsheet) with their web page to better provide complete and up to date information to the public
F3
The P&C Division’s procedural manual does not reflect changes made to the policy statement, dated effective October 20, 2022.
Related Recommendations (1)
R3
Although there is a stated September 20, 2026, sunset review date of the current policy, the P&C Division should develop a process to formally review and update Procurement Policy C-17 and division procedures. The review process should be developed and implemented
F4
The P&C Division interfaces with most EDC departments. Many departments have unique or complex contract needs but for those departments interviewed, their input was not included in the policy update.
Related Recommendations (1)
R4
Develop a process to review and address minor changes to procedures in compliance with the Procurement Policy without BOS approval
F5
The P&C Division has not updated the New Contract Development Process document, dated October 30, 2019.
Related Recommendations (1)
R5
As a part of future policy and procedure updates, the P&C Division should seek input from internal customers and incorporate, as applicable, division-specific contract requirements.
F6
There is a lack of an ongoing customer survey program to determine if the P&C Division is meeting the needs of both internal customers and external vendors.
Related Recommendations (1)
R6
Finalize the update to the P&C procedural manual to reflect the changes made to the current Procurement Policy C-17, effective October 20, 2022, to be completed
F7
Updates throughout the contract approval process require contacting P&C directly. The P&C staff maintains an extensive spreadsheet for tracking all contract requests. Some EDC departments maintain their own internal trackers resulting in duplication of work.
Related Recommendations (1)
R7
For future policy updates, the P&C Division should incorporate changes to their procedural manual of BOS policy approval.
F8
Three training sessions (April, October, and November) were offered in 2022 covering P&C procedures and P&C forms. These sessions were offered to EDC departments and outside vendors. There is no evidence that training was offered prior to these sessions and there are no training sessions scheduled for 2023.
Related Recommendations (1)
R8
Review and update the New Contract Development Process Document (dated October 30, 2019)
F9
P&C Staff are not cross trained to perform both procurement and contract functions.
Related Recommendations (1)
R9
The P&C Division should develop a customer survey program for internal EDC customers and external vendors, to determine if they are meeting the needs of their customers. There should be survey questions focused on the communication of P&C staff with all customers and vendors. Surveys should be June 2023 Procurement & Contracts reviewed by CAO and P&C management and results posted on the P&C Division web page as well as incorporated into policy and procedures updates. A customer survey program should be developed and implemented
F10
There is no evidence that the P&C Division is exploring, or has explored, other purchasing methods. Certain EDC departments may benefit from more tailored approaches such as Job Order Contracting.
Related Recommendations (1)
R10
The P&C Division should identify a solution to provide timely updates throughout the contract approval process for its customers
F11
The Risk Management analysis is toward the end of the P&C contract review process. Positioning this critical RM review at the end of the contract review process has resulted in extended delays. June 2023 Procurement & Contracts
Related Recommendations (1)
R11
The P&C Division should continue to develop and make available P&C training modules for EDC customers and outside vendors, focusing on how to best navigate the P&C process. An annual schedule for training should be developed
F12
EBIX is contracted to and paid by EDC to maintain up-to-date and accurate information regarding insurance for EDC vendors, yet RM staff spend their time tracking down up-to-date insurance certificates instead of EBIX.
Related Recommendations (1)
R12
Develop and implement an internal training program to cross train P&C staff to perform both the procurement and contract functions of the division

Additional Recommendations 5

These recommendations are not explicitly linked to specific findings.

No Responses Found 1

Government entities assigned to respond to this report. No response documents have been linked in our database.

El Dorado County Board of Supervisors Elected County Office