Record #: F2019-96   
Type: Report Status: Placed on File
Intro date: 6/12/2019 Current Controlling Legislative Body:
Final action: 6/12/2019
Title: Inspector General Third Annual Progress Report on Procurement Reform Task Force
Sponsors: Dept./Agency
Attachments: 1. F2019-96.pdf

&3f

THIRDANNUAL PROGRESS REPORT ON THE PROCUREMENT REFORM TASK FORCE

 

Z0I9JUN-6 PM 12= 05

JOSEPHM FFRCUSON INSPEC I'01-2 CENTRAL

 

 

 

CITY OF CI-IICACO OFFICE OF INSPECTOR GENERAL 740 NORTH SEDGWICK STREET, SUITE 200 CHICAGO, ILLINOIS 60654 TELEPHONE (773) 478-7799 FAX (773) 470-3949

 

JUNE 4, 2019

TO THE MAYOR, MEMBERS OF THE CHICAGO PROCUREMENT REFORM TASK FORCE, MEMBERS OF CITY COUNCIL, CITY CLERK, CITY TREASURER, AND RESIDENTS OF THE CITY OF CHICAGO:

 

On May 27, 2015, Mayor Rahm Emanuel convened the Chicago Procurement Reform Task Force (PRTF). The Chief Procurement Officer (CPO) and the Inspector General (OIG) for the City ofthe Chicago co-chaired PRTF, which included the CEO, Executive Director, or Chancellor of six ofthe City's sister agencies: the Chicago Public Schools (CPS), the Chicago Transit Authority (CTA), the Chicago Housing Authority (CHA), the City Colleges of Chicago (CCC), the Chicago Park District (Parks), and the Public Building Commission (PBC).

i

PRTF undertook a six-month project to identify opportunities for these entities (collectively, the Participating Members) to implement, in a uniform manner, best practices for awarding, managing, and overseeing public contracts. The Task Force's mission was to maximize operational efficiency, increase accountability, and economize public funds.

 

On November 17, 2015, PRTF reported its findings, grouped into five categories representing the essential principles of government procurement: competition, efficiency, transparency, integrity, and uniformity The Task Force also made recommendations designed to advance these principles, a 31-point blueprint for refining and standardizing the Participating Members' procurement operations. The recommendations in the 2015 Report ofthe Chicago Procurement Reform Task Force (2015 PRTF Report) fall into three categories: the first 15 were proposed for "immediate" implementation (i e., by March 30, 2016), the next 12 for "mid-term" implementation (by December 31, 2016), and last 4 for "long-term" implementation (in "2017 and beyond").

 

Pursuant to an intergovernmental agreement executed under the authority of an ordinance passed by City Council and approved by Mayor Emanuel in January 2016, the Participating Members fulfilled PRTF's Recommendation #1 by creating a

 

 

 

IGCHICAGO ORG | OIG TIPLINE (866) 448-4754 I TTY {773} 478-2066

 

 

committee of CPOs (CPO Committee), and charging it with addressing the Task Force's recommendations, tracking their implementation, and issuing quarterly and annual reports The ordinance also directed the Members to begin work on Recommendation #5 by establishing a committee of Chief Information Officers (the Chicago Government IT Coordination Committee, or ITCC) to manage the technical aspects of the implementation process, and directed OIG to prepare and publish, within 90 days following the issuance of each Annual Report, an independent evaluation ofthe Members' progress toward implementing the recommendations.

 

On March 1, 2017, the CPO Committee issued the 2016 Annual Report ofthe Chicago Procurement Reform Task Force (Annual Report), indicating that the Participating Members had addressed, in whole or part, 27 of the 31 recommendations. On May 30, 2017, OIG issued its First Annual Progress Report on the Chicago Procurement Reform Task Force (Annual Progress Report). Our review concluded that the Members had fully implemented 7 ofthe PRTF recommendations, formulated policies and processes for implementing 7 others, partially implemented an additional 13, and not yet begun to address the remaining 4. OIG suggested that, the CPO Committee set target completion deadlines for the 24 open recommendations.

 

On March 1, 2018, the CPO Committee issued the 2017 Annual Report, indicating that the Participating Members had fully implemented 18 recommendations and partially implemented the remaining 13. On May 30, 2018, OIG issued its Second Annual Progress Report. Our review concluded that the Members had fully implemented 14 ofthe recommendations and partially implemented 15 others, and that 2 ofthe recommendations remained in the "process completed; implementation ongoing" category. The Second Annual Progress Report announced OIG's intention to request the assistance of the inspectors general for the other Participating Members to assess whether the implemented recommendations have been fully and consistently integrated into the Members' day-to-day operations.

 

On March 6, 2019, the CPO Committee issued the 2018 Annual Report, indicating that the Participating Members had fully addressed 23 recommendations and partially addressed the remaining 8. Prior Annual Progress Reports were based upon a comparison of representations from the Participating Members with the PRTF recommendations required to be implemented pursuant to the IGA approved by the City Council. In preparing this Third Annual Progress Report, OIG solicited the assistance of and worked in coordination with the IGs of the Participating Members to more closely assess whether represented actions have, in fact, been undertaken Based on that joint-IG undertaking, we conclude that the Participating Members have fully implemented 13 of the recommendations and partially implemented 9 others, and that the remaining 9 recommendations, which are designated as completed, have not yet been fully and consistently operat.ionah.7ed across the board

 

 

IGCHICAGOOPG I QIC 'UPLINE (866) 448-4754 | I 1Y (773)478-2066

 

 

Tins report closes the final reporting cycle for actions undertaken by and during t ho Emanuel Administration Mayor Emanuel is Lo be credited for the creation of the PRTF and his leadership in driving its recommendations to action. Substantial progress lias been and continues to be made. I lowever, this report reflects areas of slippage in follow-through and pace that can be addressed only through renewed and express impetus, emphasis, and commitment of resources from the new Administration, most particularly with respect to Stage Throe recommendations around data technology and organizationally based information, compliance, and enforcement systems. Notwithstanding the distinct and separate statutory foundations of the Participating Members, the public rightfully regards the constellation of Sister Agencies as constituting the government of the City of Chicago. Ultimately, realization ofthe core values animating the creation ofthe PATF—the promotion of uniformity as embodied in standardization of systems where possible, the creation of efficiencies through simplification and joint or unified administration of procurement and contract compliance and enforcement systems, and the resulting mitigation of vulnerabilities for fraud and abuse, as well as the removal of barriers to entry to new and smaller businesses—rests upon the leadership and refreshed priority on the part ofthe Mayor, who exercises significant influence, if not outright authority, over these systems as a whole.

 

OIG hopes this report serves as a useful tool for the new Administration in renewing the PRTF's charge and prioritizing the completion of the good work clone to date. We also hope the report serves the new City Council well at the next annual PRTF hearing through its efforts to drill down into the areas where implementation is lagging and the recommendations remain works-in-progress. Finally, we thank the Participating Members' Inspectors General and their staff for their invaluable assistance in this year's assessment and for moving forward on the important goals ofthe PRTF.

Joseph M. Ferguson Inspector General City of Chicago

 

 

Respectfully,

 

 

June A, 2019

Third Annual Progress Report on the Procurement Reform Task Foice

 

 

I.     PROGRESS ON TASK FORCE RECOMMENDATIONS

The following table illustrates the Participating Members' progress in implementing PRTF's 31 recommendations, from the outset of the reform process to date.1 According to the 2018 Annual Report, as supplemented by subsequent conversations with the CPO Committee, the Members have completed 23 recommendations, and work is ongoing or partially completed for the remaining 8 OIG undertook independent review of all recommendations. Further, regarding the 23 ostensibly completed recommendations, OIG and the other Members' inspectors general made inquiries into a sample of 15 (those marked with asterisks in the table). These inquiries discovered inconsistencies in operational implementation.2 Ultimately, only 13 of the recommendations designated "completed" in the 2018 Annual Report fully merit that designation.

 

Rec. No.

PRTF 2016 Annual Report (3/1/17)

OIG First Annual Progress Report (5/30/17)

PRTF 2017 Annual Report (3/1/18)

OIG Second Annual Progress Report. (5/30/18)

PRTF 2018 Annual Report (3/6/19)

OIG Third Annual Progress Report (6/4/19)

Ul

 

 

•fCoropletecl':

\&*/Completeti >'.-

^Completed '

ilf^^hiRleted.,.;;^.

tt2

?'^'.Qrig6in^'*;£

ili^cbmp':otec)-o,'M

SCorn'plefed.

Completed «• >•'

'CdrnpletedN

^Completed

#3*

 

 

WCompleteds

-*:;«Completed '**?»'

'/completed;};

• '•'Inconsistent. ■•'inri'pler^entatioh-^'

#4

91

19

^completed vi fslMrgftl

mmm mmmm

ipllli

i;-' .- completed

mmmm

s£G)ngoing •i(Newi.target{

^£#"t»'*?3M."

J^/date:,<!Ki |M6/3G^9™

lifSflf

.VSiMcdnndteted a v'J

#5

 

^.^Parti'afly:::3-.V# W«Rcompl.eted'«SS«

111111

 

^Completed 4

t BBECdmplet'e'd^aiR

tt6*

!vH$$$^ftf!§l^^?S$

 

 

 

SGoropletedi;

f^^jQcpnsistentji:^ £3 fir? p 1 efp'eftfaHprii^

#7

■

 

■^fda(epf.'C.t; :;?vl2/3fts)

'#^;5Partially/lRS^ y-; com pleted, -<;j

^P^TtiallyM' ^Gompjeted-; .yNeyiv.targ'et'', ••.dat'e^ v '!••; l?^W9iV'

■:: • '';;:cpnipleted :. r'.,

 

^Completed v*

e^Cornpleted *\>S

^Completed •

Js?-*'. Completed

.^Completed'.;

pSiifnSonslste?nty|K Stiimplementationj?.

 

 

 

! In our First, and Second Annual Progress Reports, OIG described the entries marked with a diamond (o) as either "process completed, implementation ongoing" or "policy completed, implementation ongoing " llere, to maximize clarity and present a more straightforward picture ofthe Participating Members' progress, we change the designations to simply "completed "

5 OIG selected these 15 recommendations for further inquiry because they are susceptible to assessment at the operational level In other words, the nature of these recommendations allowed OIG and our IC colleagues to lake an in-ihe-weeds approach, asking questions and requesting documentation to show not. only that each Participating Member has formally adopted the policies and pioceciures necessary to implement a particular recommendation, bur also actual compliance with those policies and procedures in the Member's everyday work

 

 

IGGFIICAGO ORG | QIC 1IPLIMF (866} 440-4754 | TTY {7/3} 478-2066

 

 

June 4, ;'019

Third Annual Progress Report on the Procurement Reform Task F-oice

 

 

Rec No.

PRTF 2016 Annual Repor I. (3/1/17)

OIG First Annual Progress Report (5/30/17)

PRI \- 2017 Ann ual Report (3/1/18)

OIG Second Annual Progress Report (5/30/18)

PRTF 2018 Annual Report (3/6/19)

OIG Third Annual Progress Ropoi t. (6/4/19)

1/9*

''/Completed

'r/."Cori;ipJeted <> .,/■

Completed

'Partially '■■' / /.completed'./-.^,

;:.-Gpmpleted!.-

•. /Pari.ialiy , : ; /■ /completed

//IO*

:/. Completed:;/*

/•/^Completed-.,.' \

Completed •

'.''-•':•'•. v■:.:■,.;'-

-'Completed, •'•

.'Completed';.

,"' ■'•_.Inconsistent-;.'; j' implementatiori'/

(HI*

^•Gqmpleted',:

v.%:-.sJ'' J->.y, .• .

K&SstftfcffeStf'

■/:   Par.tially . • .' completed

/Partially' ••.' . completed . :(Set-target date of .   March 31,.

. 2018).

' Partially   / .; ■ .completed' ",'•

■Completed

'.i . 'Completed ,

((12*

VV:viV^~<y. ,.,-.<.*•:

gjIGdm'plSted :ij

'■'•ys;fi:>r,f-

jkijSdm pleted i,:->

.'^Completed'.

"^. Completed

/Completed.

. • Inconsistent implementation ;.

1/13*

.^Completed "

/.^/Completed /

;;CDrhpleted"v

.•'•.:-Conipl'eted''r';/i

/.Completed/1

//^Completed

((14

^Cpmpleted

^sE^omplete^:.:D*S

Scorn pleted-C

i%tf£daVplfeted;:?Sifr

^Gpffipieted'-'.

'/'Gcmpleted

#15*

';:I'Ongpihg''<;

IMS

;/ .»;*,:- Par t lally ; ^;>*- completed. // ■

". Partially':...;-^completed, : '.'•(Set target-/ ^tdate.of. ••''; ;WK3u'ne30;::'i:!,:

:;;/^^Rartially^-'-;^ , i;^corfipietecl •'«!'-••

^^^^^^^

^i^G-ompJeted^^:

if 16*

^Qngpingsg

aKhompletedg^K

 

 

fSGompleteas'

i ":lncpnsisteht : '. !-,: im'piementa'tio'o:/

#17

bi

 

HI

 

SNev4¥a^^

^^^^VtTal'iylliJl; ^^^^^JjeiecT:^.

#18

 

?4#xo)]Yp¥ted &i

gcp.r:npleted§5 •%!^trta>gerj£ ^date;p'f^ •;v6/30/lS)^:

 

•i.Gompleted,.:i

r.,'t',-.;V5'.:,V.,'V:v.v!:

,v...,,:^.t,,^T./:.!?i                     .;,

:;|?;;;^Partia;Ny^::^.v y/icpnipleted.;-r'•

#19

:;^:'Ongoing%--'

rj'i-*-"/Partially.-•corT\pletedsl.:

^.cpmpleted^ (Set target

:;'45ida^e;ote^?:: '"6/30/19)

*, '• iP.a rtiaily £,^.;> • "/:-c6m'p!etecl.

■■yS:^'i//*:/:K^^>

•,:;./Pa.r"tial.ly 'f-completey,

. -/'/"PartialV ;: I :; ; . completed

#20

'( ';^/t:.:£ - /^it-.-/'•.Ongoing. .;.

•^^J?r;feartiany:*\;^:;;-: '' completed

.v.Partia|ly: i.'completed • ./(Set^iarg.e.F*-• ^v.ciate:df;;;. . . i. .3/31/18). .' -

-• . • .Partial'ly: "/i

''•'•Pattiaily. -•^cprqpleted

'(New.t.arget •,'!^;^.da't'e::-.J:./' -•3/31/19)

i;/™/:? Partially/ • : completed.'

#21*

;.- :;Ongoing.':;';.

;'';.'.-.Completed* /.

.Completed-.

//; Cdrripleted o., />;

'...Go'rhplet^d::

•. . - Completerl '//

#22

.dng'diogi"/.

//^ Completed^.'/'

.-/Completed,:

*• .'rH'rCpmple.ted ■ .'•/'

■■'Completed/

'■•: .f'Cornpleted. : .

(123*

>' -Ongoing V

;. . . :Partiaiiy • • ' ; .//completed •

Com pleted

/''•Completed//-;

■/Completed-:

y .: Ihebn.siste'ntf..; r. '-. irnpiementa•Jdri .

(/24*

,'■ Ongoing . -

■;v,:/ RaVtially' '/•'" .'. •...cornpfeted .'•''.

/Completed'.

./."Completed ,

, ;Cpmpieted;.

Inconsistent^ . implementation

((25*

'/QHgoi.ihg-: ;;;

' Partially • \:. ■/:; "completed •

//Partially '. i •:cpmp.leteeli;.i ' '(S^jrtarge// •. Vjatevofiv-'=

p^^/J'Rapially//';/:.; ''•>::TOrnplisted' \~<

■ ■.■      ^  . .■• CompletJicI:.

• -   Compl-r.-tc-d •

 

 

Third Annual Progress Report on tho Procurement Reform fosk force                     June A. 2019

 

Rec: No.

PRTF 2016 Annual Report. (3/1/17)

OIG First: Annual Progress Report (5/30/17)

PRTF 2017 Annual Report (3/1/18)

OIG Second Annual Progiess ; Report (5/30/18)

PRTF 2018 Annual Repor t. (3/6/19)

OIG Third Annual Progress Repor t. (6/4/19)

#26*

■ ■ Ongoing; '-

',.    Partially ' ■ ,'... -' consple.ted. .;>;

^Completed

';■    -' Partially .- A .completed. ...

: 'Completed'--

Inconsistent".''.,: : implementation'.;;

327 ,

'■' .Completed''

! -.'.^Compieted :••■'.>

.XCompletect

• .'Completed .....

/Completed"'

;'"Com'piet'ed-' ;.iv:!

<J28

)■' .-V .<•'•;' ■'. ■

! '.-. '   Nof .   "'• ;

. -.addressed; .

■' Not yet begun ., \

■■ 'Qngoing':-'1 t :(Set.target ■■: '.;'; dates of :, ' ' 3/51/19 for,;. ; Phase 1 arid-; 12/31/21 for .';V;.P.hase2)'';

' Partially    :; ■'■ '<■   completed'.'' '•'-.

:'. '-Ongoing:. .'• ; .(New target' >]'■ •da'tes:.'.•;;' /•i^l^O'tor";

Phase 1 aria/ !; 12/3j/22foi>

:: Phase.2) ".

'i 'Partially-' . "• //cqm'pjete'd --

#29

' : ,' '.Not /■' 'addressedr <

; ',-■'Not yet begun .r',

' ' Ongoing '• ig(Set target;: . jHtdate^of ";

$#3/31/19)

Partially • '•• . completed 'V':

riiCo'm'pieteci; j

' •'i'-'.-xV,l S^-nig:1

 

#30

il /add r essed/';.',:

Npt-yet.begun ■ -

\ijbrigqing-:: $(S'e't"ta'rget . •.A^,date of;

^3/31/19): ■■.

ip■'      ftiaiiy. \iW completed ' ;.

llliiil

.v'Co'r^p'letec):;

8MNB

#31

addressed;'":-

; i '^s -v ^? V >l: ■?J/;i::;ri':i; 4'

.'4 Not yet begu n

'•^Ongoing-\' |,(Set: target' -update of ,"- ■;^fel/19)->'"'-o.

completed >•/.

/:.;;#/■■//*/-:>,:

; vvdngoihg,-;';

y'> .//-.Pjart tally-•'•■/-.•

.;■ -/vEom'pleteote </

>■v.'A^;^■-'i■v'1^i^'t■^f:l^^--K■■r^; V■ ■.■.r;>±-/.:-;.'iii.-yii?-.-,:>;

 

As we discuss below, in addition to continuing to work collaboratively to complete the recommendations reported as "partially completed" or "ongoing," each Participating Member needs to ensure that it fully and consistently meets its commitments and obligations under all of the recommendations-reported as completed. In 2020, when OIG prepares its Fourth Annual Progress Report, we anticipate working again with the other Members' IGs; we trust that our follow-up inquiries will find full and consistent implementation of all completed recommendations at the operational level.

 

A.     THE IMMEDIATE RECOMMENDATIONS

•   RECOMMENDATION #?

o   Lead agency: City

Create a Committee ofthe Participating Members' CPOs to rule on certain administrative decisions, address obstacles to coordination, and ensure best practices across the City and its sister agencies.

 

Status Assessment in 2018 Annual Report

Completed

2019 QIC .Eyaiuatioh '-/•'

Completed.The Paiticioatiha Members.pe'i-forh-ied this -•' • ;.threshpld.administrative task    /'/I/. ,/:.\/-//^

 

 

iGCHICAGOORG I QIC 'I I PI INI" (866; AA8-A71}.'-- | "I IV (T/SJ A 78-2066

 

 

Thud Annuai Progiess Report on the Procurement; Reform Tasi< [-orce                     June 2019

 

•   R E C O M M E N D AT IO N #2

o   Lead agency: City

Charge the CPO Committee with addressing the Task Force recommendations, tracking their implementation, and issuing quarterly progress reports.

 

Status Assessment in 2018 Annual Report

Completed

. 2019 OIG Evaluation ;

'iGomBleted: T;lVe'CP©:Gd'm

.^em'ains engag'ed in fulfilling it. i;\^^.^^^^^s^^^^^f-

•   RECOMMENDATION #3 o   Lead agency: CTA "Implementation reviewed by Participating Members' Inspectors General*

 

Establish minimum standards by which all Participating Members will publish their anticipated sole source awards, receive public and vendor feedback, and make decisions about whether a solicitation is necessary.

 

Status Assessment in 2018 Annual Report

Completed

^Qi9pT)^iv^!llliip||

fclnfeorasisternt^m^

|hias*:e r.eat;eJiiaj'NpR;Gpm p.et lir^^S1^^^^^ iR&e^^JfS jr|oy^,ev^r;i*l.©ireview.:d iseov.e r.edsi meom pl.e.tejeo'rnri pi la Qce^ggK

■:ip roe a r.e nferats?M © re.©ver- *fot*ev.e ny/j u st-if iea.t«i © ® spae kag ^siiiBpnitteaStd'tne'NohiG

i 1? asg nciu'ded each -of the dbe u'm ents req uj red^'rji'der^freiss •H;^b"i%'m§naatibn'.- (We note' tha't-'sbrrie MSrft IMf^^^'Q~l$ $e|-ayj^

}p^li^anid'prdcetiuive.)                     •*' "•' >^:?lS!t|;S!;;!!

 

•   RECOMMENDATION #4

o   Lead agency: City

Hire or secure pro bono services from a law firm to. (a) Identify contract provisions that could be subject to standardization across Participating Members' templates, and draff, uniform contract templates incorporating the required terms ofthe Participating Members, including contract duration and number of renewals and

 

 

 

 

IGCHICAGOORG | OIG TIPLINE (866) /.48-47S-'. I TIY (773) 478-2066

 

 

Thud Annual Progress Report: on the Procurement Reform Task Force                     June 4, 2019

(b) Where appropriate, standardize solicitation documents issued by Participating Members and the documents required in response

 

Status Assessment in 2018 Annual-Report

Ongoing (Target; date. Wy^/2GW 6/30/2019)

.20.19 OIG Evaluation

■.y.,-'~?y:.;s.itiiIfKi.;SK&K:#*,;'"

Part ia 1 Iv com pleted. i n 2016. the CPO Committee retained

Clark Hi II PLC-to u ri.derta ke the project outlined'j.n this . recommendation bn;.a.'pr.o bpno basis. After conn'p.ietit^ some preliminary work/Clark Hill:left the. project ih^A-oril^A 20lY: At thar poinf, pr^                City's ePfocure.meht/^^ ;system;.led;it tp/rethink-its stra^                                 /;; ,r-Brjefly;'bRr.bcQrem

-process^ l!. jt He/e B rog ij;re rap e$£;£orta I:; T-h'e ;G i ty;- B^^a'm-P'ce^ pf; $j •Jeftf^

|fa^ts>l5Mne^©cCi re m e n t ■ p fbcess? i h; 2018.vRbct- h' i sj

'».-*■ v\'4viv'.JsV'>.'i'''''!'••••*•••'••<•;. ' ••- *':   •   •* <           .         -          :--.-   • •• • . ■ 'purpose'^

ith^ePrpturem                    governme^qt-agency, '/■■t. icSnfcra^ D'ecembe^3i;;20^8i6i'^

i^^^^r^^:^^^^^r^b:ers: d'idriot IrjjefeMfill^^tSlfeft ?A;lthWgh'they/continue,to wor k with outside .counsel-to;' $

ifaeveloplstaridaW^

S&any.«trteo£e^

IstanxHar^^

rbrga n izat'ion-of -font raetitem plate.sections.Gquld:be'a,-f:-3'^i

;-.SM?>.0^;^^^^^^                                                                 .■-;'.;H«f.;^1?-''v:i"r-i!:' "'.V >-"■•*'">:

fpptehtia 1; wa^. tPiach leye^a. level: of u h iform ity;t hat-dpes. ■; t^i: 4^-r^yce:<ppejfai)o^a\ effjci-e.nQies-.or,jmpa^he^&sjrp^i 'Jegaifeifr^t1©^^

have set .^hevw;tafget date of June 30; 20T9. Giyeh that ' ^ .". .this'cis\a-'fuiri%ee;^ TaskForceiV^elstrb

completing': t Hi j s as pec t of the reform -project.   ;-; :■ '

 

•   RECOMMENDATION #5

o   Lead agency ITCC

Charge the Chicago Government IT Coordination Committee [ITCC], which consists of the CIOs,of the Participating Members, with identifying the procurement-related

 

 

IGCHlCAGOPRG I OIG TIPUNE (866) 448-4754 j HY (773) 478-2066

 

 

June A. 2019

Thud Annual Progress Report on the Procurement Reform Task Force

 

systems that can be shared and developed jointly and developing a schedule for implementation.

 

Status Assessment in 2018 Annual Report

Completed

20.19 01G Eva 1 u a t i on;

-Completed. ITCC lias fulfilled this recommendation by. Hestabiishiing:(ah'd/

'schedules for implementation set .but .undef\^:vr;.^f^'^-i}^-• ReCdrTiiT^ndptions>f7;;W7.' and #28.' :t^^:'^^i^-f:^^<

•   RECOMMENDATION #6 o   Lead agency CCC implementation reviewed bv Participating Members' Inspectors General*

 

Post all contracts, vendors, and subcontractors on agency websites in a user-friendly and searchable format.

 

Status Assessment in 2018 Annual Report

Completed

iV.T/'SiJV"'-":,;::           ','.':.'.V*::::.?-rP\'iiii

IlilillllliiBl

%^>>:':,-y: V". '^4^0:

 

'\hat,"as^'spTaetfea §^                                            \,\\

^cb nri pletion of.tlie; Websit eve© h teha p 1 ated' if*it;' "^■^^ApS'^-.j |lie^mr]nfen;d.atid

^eMtai'fce^

^Mb^be'^needsvtdigrSsu' re'that-^a 1 fc^tra'&s^ ;siybGentractors" a

5ih'vt he; most; u sef ^f fiend ly'■■ nn an per possi b leg i ve.n^cl^£j0' ?§g1ln€y'is curr.entteeHi'nplbgical capabilities' ani^'^M^-^.'' yeonstraints: OIG stresses; the importance of ready;ip'ubiic/;^;:,

access to this information; full transparency on this front ;■ ■■

lies at the center of the PRTF mission

 

•   RECOMMENDATION #7

o   Lead agency: ITCC

Create an easily accessible website for vendors and the public that provides a single location for: all ofthe Participating Members' current procurement opportunity listings and other procurement related information such as the buying plan, notices

 

 

IGCHICAGOORG | OIG TIPUNb (866) .v'.8-4754 | TTY (T/i) 478-2066

 

 

Third Annual Progress Report on the Procurement Relorm Task l-oice                     June 4, 2019

of award, and prequalified pools, a list of all debarred vendors, and all current contract and vendor databases.

 

Status Assessment in 2018 Annual Report

Partially com pleted (Target date. 12/31/201812/31/2019)

20.19.OIG Evaluation ;:i

v. -.^W4 ?;      1■' ti1!:   *             ■' ^'.' -:- :; *i

• Partiallv comoleted. The ITCC has made proqresstdwatd ;

.developing a website^that .eohsplidates ihform.at " and.opportunities.presented by the/Participating^: ^/'-//.v t.;; ^embers-The Memb                                      r':'.''>}■'.\ !:req.uiremehts gathering 'aetivities^(survey af)<H.Wpcksftp^),;:? <M na'i ized r'requ i.reme nt s' fpr: bid. p pppit ill ti it ies 'andva-y^a rciecfe, fepn'tractsdata sets, and fi.n'a 1 izedihe data diei^e;nTs;|b ;subGontraetbrs thrpuglt-a'related re ^addition; a "process^ tptransi^it data from ''haspe'en'estab

^prpviding'Tiles'fe contr^Gts.^nd,.bid;|^^|^|i|#^ opportunities," a^d.'?[^ .?and;-new;Unifoi:ro-we.b.porta1.dex?lp

• btoq'ress.": ■ V£ >";?i

Je^r^pfetinq this re

$7C£:from me'etjng" its De£emb\ef/31/

fHpvv'e.ver, the. fu.nds'a.Fe: now'secure and the1T'C©^^|r4|^!

f a;ti'tic i pates lauhchi ng th e: cb tispl jd a t ed ,yye bs j t^^^^ipf

(www.eh icag o p roc ia re tire' tit .1 n f o.) .by t h ee nd?©f 2019$;^;:#/ ^■i^s^'^E*!^'-i".'--:-.'i--'^'■.'.■C'."----■ -:■ ^^[^■^t^^-'-Ms'we'rtbted'inviaSt'year's progress repdrtyoti;c£^ ?'yyebsite la:uhphes,";©JG wiirundertakea'nln^

,;'as^ssiinent'bf'whetl^er;th iTasl<''F.Pr.Ge:s;gpais:pfihpreasi^

:;barriers'tpentryfor vend

iprbcurement plannihgaPrpssagencies. Vv^.^/^v^^V-vSv

•   RECOMMENDATION #8 o   I eacl agency CHA "Implementation reviewed by Participating Members' Inspectors General*

Establish minimum disclosure requirements for subcontractors and require posting subcontractor information online

 

 

 

 

iGCHICACOORC | OSG TIP! 1Mb (866} 4^8-47S4 |'! i'Y (773) 478-2066

 

 

Third Annual Progress Repori. on the Procurement Reform Task Force                     June A, 2019

 

Status Assessment in 2010 Annual Report

Completed

2019 OIG Evaluation

Inconsistent implementation. The Participating Members agreed to "include uniform minimum language in- ,.; ;-. solicitation documents and flow down contract provisions.: requiring contractors to certify that neither they.Kave;i. •;[ violated,nor do-they have any knowledge of.their//^SVv; • subcoritractors.haying violated, any state,-federal.-.Pf. lpe.ai. ,' laws,-rules or regulations or.any City-or Sister-Agency.ebd.e^ ■iofrpoliey-'a^d^

■ govenn rjerntage^

;'§bm;eyofi^ j^Jn^'p; &j i^p^po^te^^ i&^^M ^doeia&elfliS^ ;:lamg&ad^i^!tsf^

•discip.^ "i'tFll

'anothe^

jbid:':©.rjii:4r^^

Tepqim:n?i^gy ib p.lgtei:4^M]^0-|^Mi%ra4^ :'Jh^s^pl$e^

•   RECOMMENDATION #9 o   Lead agency: City "Implementation reviewed by Participating Members' Inspectors General*

 

Establish minimum standards for conducting due diligence of vendors before entering into a contract.

 

Status Assessment in 2018 Annual Report

Completed

•v2019;©'IG/Evaluation,

Partiallv connoleted.Each of the Participating Members :'. :has impferr^r^

under .tl^is,;Kfeq.i^i^m                  access to the' Cjty's, ;

debtd'aTab^se^

.Cityde^

t o t he :ot he ii;P^ rt-i'e i p a tJ n g; Me'm bei;s. Last .yea r,. © 1G, wa's/;::.:y . ififb^.me.d^tl.Tat theVCROiCom m ittee had 'set ata, rg.et.'da'te: /". qf/ipe£fem:fe

^fecbm r^ndatibh-'f hejC© '£pi3igy£tt$i^

 

 

IGCH!CAGOOI>G | OIG TIPLINE (866) 448-47<jA | FfV (773) ■•■78-2066 '

 

 

! hird Annual Progress Pepon. on i.he Procurernoni. PoToirn Task Force                     Juno A, 2019

 

...                     ■:' of t l ie recommendation's original target date --at the

■■■',;■■■. .:G        ■    absolute latest. :'y                     ■:' ■  ,'k      ■_     ";:' ;■                     

•   RECOMMENDATION #10 o   Lead agency: CIA "Implementation reviewed by Participating Members' Inspectors General*

 

Establish uniform rules governing resolicitation of contracts due to significant changes in scope or value.

 

Status Assessment in 2018 Annual Report

Completed

2019 OIG Evaluation

Inconsistent implementation.The Participatinq Members committed to adopt specific policies "prohibiting : -significant modification of a contract, limiting the amount of time a contract can be extended, and/or increasing the value of a contract." IG review, however, discovered that ; not all Members have formally adopted the full set of . agre.edTto policies,. '•.--Tyy1"1;Ty'^yy:;-:,;yT Ty/y          . ■

•   RECOMMENDATION #11 o   Lead agency: PBC "Implementation reviewed bv Participatinq Members' Inspectors General*

 

Evaluate the consistency of MBE/WBE/DBE certifications accepted by Participating Members.

 

Status Assessment in 2018 Annual Report

Completed

2019 OIG Evaluation

Completed,Whilethe.Participatinq 'Members:continue to. accept certifications from a variety of agencies, IG review confirmed that.they generally rely on certification by the • •City of Chicago, Cook County, or the Illinois Unified ■:,-:;::'':-:::-'-> Certification Program, and.that the standards under ■which each Member operates are essentially consistent.-'

•   RECOMMENDATION #12 o   Lead agency PBC "Implementation reviewed by Participatinq Members' Inspectors General*

 

 

IGCHIGAGOOPG | 0!C TIPLIht (866!     8 ■V/.V. | i IV (77.-;j ■'■78-.?066

 

 

.Tune <"■■, 7019

Third Annual Progress Repon. on tho Procurement Rei'oirn Task Force

 

Implement: the uniform criteria and processes for evaluating Good Faith Efforts regarding requests for waivers of MBE/WBE/DBE goals that: are currently being developed and will be recommended by the Government Procurement Compliance Forum.

 

Status Assessment in 2018 Annual Report

Completed

.'2019 ;0 lp;'.Eva 1 u at ion;';'•;.

iinednsistent'impiem                review revealed that, .Vv'hile.ail Participating Members:fe'qulre';ed             to :y':-;'. ^document good faiths                                        :V .T goal'Si not all eftortsbnVt'h^                                        :: v: template checklist^                                  . -; \ 'y tecommehdal^ ; ,agreerrTen't.that£^                                   standard '• ,;Ttp:eyalyat;e;gpgdjfg                                         . •> 'j

•   RECOMMENDATION #13 o   Lead agency: CCC "Implementation reviewed bv Participatinq Members' Inspectors General*

\

Require a written, publicly posted protest process for each Participating Member.

 

Status Assessment in 2018 Annual Report

Completed

^^^^^^^^^^^

\:Compietedv'iG;Teview:b6nfin ^M e rti ber? *'h asia db pte^ •to me&t:'.£iniqueV.m

jsoffof Cinl.forrh.'Rrbcess^p^                  this];'\,'i.-,/.'■    ... <>' freabl^

 

•   RECOMMENDATION #14

o   Lead agency: Parks

Examine whether Participating Members should support, a change in state law to eliminate the newspaper notice requirement for contract solicitations

 

Status Assessment in 2018 Annual Report

Completed

2019'pfG'Evatuatipn .-.'■■ ;

Completed. Asfter-resea'rehinq the issue-. the.CPO. •   -vS ': Committee decided::tb;.pres.e\rye the.status qup. It based' ; • .this decis.iprvqn ary^                                       would ■.<;

 

 

Third Annual Pi ogress Report on the Procurement Reform fask Force                     June A. 2019

'- ^l^yr- 'y::P' '; r:'yQU- '\' ; ;be/required to pursue ,U'ie c'nahge'afxj educate the;::-'v.;v'::^
o-V';- ■:-' ■■■ 1'  ■ • ^H'<? ■■'*■' vendpncom hi ti n ity.; a nd't he" C P.O Com in i.t tee's judgment'' '
•:.■ :  .                     ; v  '•:: f 'thatits current resources should be dedicated to other ■' ;T

:iJ9:.yyy^r:,-j^                     refori^;;^v.y;;-.■j^^i^^^^.i^ y['Z-.i-::-':~^

•   RECOMMENDATION #15 o   Lead agency: CPS "Implementation reviewed by Participatinq Members' Inspectors General*

 

Establish a process for information-sharing and collaboration among Participating Members on personnel matters such as professional development efforts and recruitment.

 

Status Assessment in 2018 Annual Report

Completed

 

$GomPleted:MG^f^

cedent i&n'sfea'e h';ParjticiF>atii?'g->M em' b'e'K-has-'fineti it-s.y spiting iorcthe\PR^

 

B.    THE MID-TERM RECOMMENDATIONS

•   RECOMMENDATION #16 o   Lead agency: CTA "Implementation reviewed by Participating Members' Inspectors General*

 

Establish uniform standards based on best practices for approval of noncompetitive awards, including small purchase, emergency, and sole source.

 

Status Assessment in 2018 Annual Report

Completed

2019 OIG Evaluation-

• Inconsistent implementation. This recommendation ■coriternplates "uniform standards." And in the annual report,.the Participating Members commit to the. : "incorporation" of specific policies and procedures related to small and emergency purchases. (The issue of sole-source purchases is addressed above under Recommendation #3.) However, IG review discovered that not all Members' relevant policies and procedures match those required under this recommendation Indeed,

 

 

 

IGCkliCACO ORG | OIG TIPLINb (866) '.48-4754 | TTY (773) 478-2066

 

 

Juno 4, 2019

third Annual Pi ogress Report on the Procurement Reform I ask Force

 

some Members operations bear little resemblance to
these standards.                      

 

•   RECOMMENDATION #17

o   Lead agency: ITCC

Develop a common electronic Economic Disclosure Statement system that: allows for the submission of uniform information for all Participating Members' vendors and subcontractors; integrates disclosures and certifications into Participating Members' procurement databases; automates conflict checks and due diligence; and can be updated in real time.

 

Status Assessment in 2018 Annual Report

Ongoing (Target date: 3/31/2019 3/31/2020)

f2019'OIG Evaluatioh^J

t;       :;>ty f&      ^ t ;:'0i^§

.tlvfeSB;y

.'P^YViallv cbinpleted. The CPO Committee upqfaded the; : ^cjj'rfep^ 20}7/ ^The-x^                                                           a . -'>■-:

■ ^'*^■^•^''^•'■^^■^v^■^:v;;■:■^■^fv■.^■i.■;:;i^^.:::^:•^r.':

imdde'r&application: platforrrv thia^^GaniSuppGrtia-ystandard:1-VEjJ||fjo^^                                                     ITGC;:set'

m\a\o^mUm^ir^in*2018,>"the!project was put on holder ?r^wj!argW^

•   RECOMMENDATION #18 o   Lead agency: City

Establish a process for the use of joint pre-qualified vendor pools that recognizes the different statutory requirements applicable to Participating Members.

 

Status Assessment in 2018 Annual Report

Partially completed (Target date. 6/30/2019)

•2Q19 ^                        -''

' Partially- completed. The CPO .Committee tipted- in .the  ;: -

2017 Annual Report thattl'^                    :.-:.;^ ■Recdr/YM^ " 5Recp;mmera^

. ppjle'tfeja'te') and .set a June 36/20^               to ... : complete this recpmmendat^                       the City '<p'rp7pPs^                                                      .; :.deyej'pp"'Contraa                                      based on ; '••pxistH^                                                   those .

 

 

IGCT IICAGOORG | OIG TIPI.INE (866) 448-4784 | TI Y (773) 478-2086

 

 

June ;>019

Thud Annual Progress Repot I on the Procurement. Reform Task Force

 

•  .: T.:                     •:/.';•'       'gbqds/seryje^                     Report, the'

•yyI■■■■ r^^'^i>M:>foy'PaVticHp.a^                     proposal. ., 7

 

•   RECOMMENDATION #19

o   Lead agency: City

Develop best practices for routine audits of procurement functions and contract awards, and evaluate use of shared services to perform this function.

 

Status Assessment in 2018 Annual Report

Partially completed (Target date: 6/30/7019)

'2019 |6*IG Evaluation'7^

;          •"''■   7 ,'vi:^.l^:'-'-'

■    :.-':-.V:      il•• vkbVl'A**"*««NS£|A

■ .rr: Si.-           ■^■> fjN}1

!;'Partia 1 Iv'completed: As-noted in lastvear'sprpqress > '•<. 'Teppi^the 'CTty.deqdeovtb engage a tHird paPty'tb assist • • : Pa rtici pat i hg' Mem befs"yvith'; cdrri pi ia nee aiu'd its. The. 77. i^embe'rs^dllabdPated to draft

•?orde^fpbpsi.iag.©n^ollectipg-,Tewiewing-, ;a na lyzi ng, a nd ri^. *fe,pprtir^

Ey     E/Ti>B E

'iQppp'rJu h ityja nd'.Ghicagbi;resideney/lbca I - hi i ri ng aspects'pf:

$5!r||£^                                    © 1 G:i rbbom'm ends t Hafe!

SpnGe^fieltfoirdipai^

fde^1bpfa^'actibh;>'blan}ihclu

iprorapT^ity^G^

tbear i r g^a note n ab i'e?©1G to"-m'eas'iai;eiprogressagainst-':.:'\;:-:v--i 'Jciear :te                    : ;' :. ' :.:, ■

•   RECOMMENDATION #20 o   Lead agency: CCC "Implementation reviewed by Participatinq Members' Inspectors General*

 

Require each Participating Member to create a comprehensive procurement, manual for its staff that is user-friendly and available to the public.

 

Status Assessment in 2018 Annual Report

Partially completed (Target, date' 9/30/2-Q18 3/31/7019)

:;2l319;^

'Partial^                                                 H7 "' • '■'iPa&leij^

/nbt all pf:the:;^a.n . :i('i"e;MP;?^ .

 

 

 

 

IGCHICAGOORG | OIG 'UPLINE (866) 448-',7S4 | TTY (773) 478-2066

 

 

hi:::l Annua! Pi ogress Pepon on tho Procurement Reform Task l-oico                     Tune 2019

;                     target date for the Members.to meet this final aspect of

■ r-::}-'".the recommendation.

•   R E CO M M E N DAT IO N #21 o   Lead agency: City "Implementation reviewed by Participatinq Members' Inspectors General*

 

Codify and provide training to Participating Members' employees on procurement rules and regulations, including appropriate authority, prohibited communications, and reporting obligations.

 

Status Assessment in 2018 Annual Report

Completed

2019 OIG Evaluatidn'^^

*C6mpleted. DPS has bequix.and.will continue, tohosO.^'-traihing $essions,desig'ned to educate the Participating. ' • ^.Mernbiers' personnel.bn their responsibilitiesunder Z';"*■%'. ', p roc u rejtie n t - re 1 a ted la ws a n d regulations. IG review. -'b'Qnfi.riTTS.that Members avail therhseivesbf these sessions ■aQd7bf.;prbvide"traihing to their.own personnel:     ^;^v?. ;

•   RECOMMENDATION #22 o   Lead agency: City Develop universal programming for vendor outreach and training.

 

Status Assessment in 2018 Annual Report

Completed

,2019 OIG Evaluation

'Completed. DPS includes the other. Participatinq   ' V:;.1 '•Members in .the City's extensive'vendor training and t.; ' ;putreach program:.The City has also/'begun .         , , .'' spearheading joint dutreach efforts, such as the annua! Vendor Fair, which ideludes a 11 ;pf the Sister Agencies, the: State, and the County."                                          ••' '

•   RECOM Ml EN DATION #23 o   Lead agency: PBC "Implementation reviewed by Participating Members' Inspectors General*

 

Develop uniform), minimum contract close-out procedures for use by all Participating Members

 

 

K:GHIGAGG\0PG i OIG TIP! INI   {Hbb) m40--754 | I : V f77.ii m7m-2000

 

 

:iune a. ;joiy

Third Annual Progress Report on the Procurement Reform Task i-orce

 

 

Status Assessment in 2018 Annual Report

Completed

2019 OIG Evaluation

Inconsistent implementation IG review confirms that , each Pantieipating-Member follows a close-out process.

r^owevef/the'St'atem     in the annual report that the';

checklistdeyelpped urider this recommendation "is being /used-by jail ;PXrticipating, Members'' is not accurate. Some. :

Members use.the'!chec.klist, but others omit certain

e 1 e m e n ts, -o reyen,fql 1 by/-^substantially different process, ■■a'ltpgethety'i'?'.^^.v^yW!y''\= '9-■

•   RECOMMENDATION #24 o   Lead agency: PBC "Implementation reviewed by Participatinq Members' Inspectors General*

 

Develop minimum standards for project managers and other on-site review personnel to ensure vendor compliance.

 

Status Assessment in 2018 Annual Report

Completed

 

SI'Rlbm'sist'efit^

^MbmbViis^

the stand a rd^e;t? lD^i#^Sdfe'llgjLj ide created under this. jecommenb^                                       was.unable--; :to confirn^\that;Mt^                 ly.u.tilizes the.guide, and • ■ a seobnei'Me'mb^^                          its agency was y-'? still reviewing/and ;h'ad.:not adopted; the guide. : 'i-yiv.-

•   RECOMMENDATION #25 o   Lead agency: Parks implementation reviewed by Participating Members' Inspectors General*

 

Establish a process for information sharing among Participating Members regarding poor performance, noncompliance, or wrongdoing of a vendor.

 

Status Assessment in 2018 Annual Report

Completed

:2-0J-9;6:iG/.;Evaluat       . ]

Com dieted. Near:the'ehd\:)f2Cii8; Parks uploaded a ,;' :".D.efau 11 Docu i^enj^ationVS^readsheet-" to the -PRTF 7':':-7