DHHS COE Meeting AgendaApril, 2014

□Contract Compliance Reporting□Contract Update□Questions and Answers

Office of Procurement &

Contract Services

Quarter 3 – SFY 2014Contract Report for Center of Excellence

April 2014

Q3 - Average Number of Days Contract or Amendment Approvals (RFPs not included)

Average# of Days

Average# of Days

Average# of Days

DivisionsInternal Division

DepartmentReview Total

DAAS 2 3 5DCDEE 27 4 31DHSR 9 7 16DIRM 0 0 0DMA 0 0 0DMH 30 18 48DSOHF 11 3 14DPH 16 8 24DSB 0 0 0DSDHH 0 0 0DSS 32 7 39DVR 0 0 0OES 0 0 0Rural Hlth 3 10 13HR 0 0 0Prop & Constr 0 0 0ExecMgt 0 0 0Controller 0 0 0DD Council 0 0 0MMIS 0 0 0

18 8 26

Q3 - Average Number of Days Contract or Amendment Approvals

0

5

10

15

20

25

30

Jan. Feb. March 3rd Qtr

Internal Department Total Avg Day

Q3 - Department Timely ApprovalsContract Approal Time-Frames

Q1, Q2 & Q3 Combined 2013 - 2014

Contracts or amendments rec'd for approval less

than 30days prior tothe effective date

47%

Contracts or amendments rec'd for approval more

than 30days prior to the effective date

15%

Other -Including Legislative increase

amendments

0%

Contracts or amendments rec'd for approval on orafter effective date

38%

Department Timely ApprovalsQ3 - Monthly Comparison

0%

20%

40%

60%

80%

100%

Jan. Feb. March 3rd Qtr.

% On or after the effective date

Q3 - Contract and Amendment Approval Times (RFPs not included)

Division

% more than 30 days prior to

effective date

% less than 30 days prior to

effective date

% on or after effective

date

Other - Including

Legislative increase

amendments

DAAS 0% 0% 100% 0%DCDEE 0% 50% 50% 0%DHSR 0% 100% 0% 0%DIRMDMADMH 0% 20% 80% 0%DSOHF 0% 100% 0% 0%DPH 64% 30% 6% 0%DSBDSDHHDSS 8% 69% 23% 0%DVROESRural Hlth 0% 100% 0% 0%HRProp & ConstrExecMgtControllerDD CouncilMMIS

Q3 - Divisions submitting all contracts prior to the effective date

□Division of Health Service Regulation

□Division of State Operated Healthcare Facilities

□Office of Rural Health and Community Care

Q3 - Compliance Rating Monthly Comparison

15 12 19464 10

11

25

0

20

40

60

80

100

Jan. Feb. March 3rd Qtr.

Num

ber

of C

ontr

acts

Compliant Non Compliant

79% 55%

63%

65%

In Compliance %

Q3 - Compliance Rating

Division

# of Contracts or Amendments

Reviewed by OPCS

# C

om

pli

an

t

%

In

Co

mp

lia

nc

e

DAAS 1 0 0%DCDEE 2 1 50%DHSR 10 4 40%DIRMDMADMH 5 1 20%DSOHF 2 0 0%DPH 33 25 76%DSBDSDHHDSS 13 11 85%DVROES

Rural Hlth 5 4 80%HRProp & ConstrExecMgtControllerDD CouncilMMIS

Overall: 71 46 65%

Divisions with a Compliance Rating above 90%

Q1 - Q3 – Areas of Compliance( RFPs not included)

Areas of Compliance 2014 Q1 Q2 Q3

I - Timeliness Timely Approvals 85% 44% 86%

Division Approvals 100% 100% 100%

Department Approvals 100% 99% 100%

Contractor Forms 90% 100% 97%

Worksheets 95% 100% 97%

General Cover 97% 97% 97%

Scope of Work 58% 84% 83%

Performance Measures 90% 95% 90%

Other Edits 100% 99% 100%

HR Salary & Fringe 100% 100% 100%

Contractor Budget 100% 100% 100%

Funding 100% 100% 100%

Other 98% 100% 100%

RF? Main Record 100% 100% 100%

RF? Evaluation Section 100% 100% 100%

RF? Contract Generation 100% 100% 100%

II - Approval Process

III - Document Review

IV - Contract Review

V - RFA,Q,P

Contract NewsA RFA Committee was formed in October to look at opportunities for efficiencies in the RFA process. Some key areas are:(1)Develop RFA like RFP; whereby the RFA becomes the contract(2)Look at the role of the reviewers/approvers in the contract approval process (Essential/Non Essential(3) Range Analysis to determine the average number of days it currently takes to develop a contract from a RFA(4)Committee Members: Sherri Settle, Sherri Garte, David Oglesby, David Womble, Dr. Robin Cummings, Sharon Jordan, Carlotta Dixon, Sharon Smith, bj Avent-Farmer, and Allison Owen