To ensure it receives the best value from its contracts, the district should create processes by June 2016 for project managers to organize and retain contract files that include important documents such as vendor performance and deliverable verification and acceptance.
The district's vendor provided project management training to all employees as well as development of a project management tool kit. In addition, the District has implemented formal project management administration policies for its larger projects. The tool kit was designed to help guide users to ensure that all files are organized and retained properly. In addition, the District has implemented formal project management guidelines and assigned a project management officer to help monitor projects and ensure all project managers are monitoring vendor performance, providing deliverable verification and acceptance.
The District released an RFP in January 13, 2016. After reviewing the proposals, staff identified that greater detail was required in the "Scope of Work" and deliverables to provide more relevant proposal results. A second RFP was released on March 23, 2016 and remained open until April 15, 2016. As part of the RFP process staff reached out to the Project Management Institute to solicit companies that specifically specialized in project management training. The board approved contract with vendor on May 23, 2016 and will commence work in June 2016 with anticipated completion by August 2016.
A Request for Proposals (RFP) was issued on January 13, 2016 to seek Project Management Training and Consulting Services. Proposals were due January 27, 2016. Proposals received significantly exceeded the anticipated budget. Staff is currently analyzing how to proceed. Development of processes to organize and retain contract files will begin in May 2016. The records management system, financial management system and existing contract management processes will be used for a unified approach.
*Agency responses received after June 2013 are posted verbatim.