This record contains private information, which has been redacted from public viewing.
Record #: F2021-5   
Type: Report Status: Placed on File
Intro date: 1/27/2021 Current Controlling Legislative Body:
Final action: 1/27/2021
Title: Inspector General's fourth annual progress report on Procurement Reform Task Force
Sponsors: Dept./Agency
Topic: CITY DEPARTMENTS/AGENCIES - Inspector General, - REPORTS - Annual
Attachments: 1. F2021-5.pdf

 

CITY CF CHICAGO
OFFICE OF INSPECTOR GENERAL
740 NORTH SEDGWICK STREET, SUITE 200
CHICAGO, ILLINOIS 60654
JOSEPH M FERGUSON                     TELEPHONE (773) 478-7799

INSPECTOR GENERAL .                     FAX <773> 478-3949

 

DECEMBER 23, 2020

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:

 

Enclosed for your consideration is the City of Chicago Office Inspector General 2020 progress report on fulfillment ofthe recommendations ofthe Chicago Procurement Reform Task Force (PRTF). In previous years, OIG has issued our progress report in late spring, following the issuance ofthe annual PRTF report in March. In 2020, however, the COVID-19 crisis disrupted this timeline. The project's Chief Procurement Officers (CPO) Committee—comprising procurement officials from the City, 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) (collectively, the Participating Members)— was unable to issue the annual report until June. The timing ofthe CPO Committee annual report overlaid it with ensuing 2020 quarterly cycle activities, the reporting of which was likewise delayed by COVID-19 disruptions. In light of these and other operational challenges, OIG, in consultation with the CPO Committee Chair, have consolidated all 2020 calendar year reporting information into a single annual overview. In 2021, the CPO Committee and OIG anticipate returning to the original reporting schedule we followed in 2017, 2018, and 2019.

 

The PRTF initiative has been ongoing for more than five years, with the Task Force having first convened in May 2015. The City's CPO and the Inspector General co-chaired PRTF, which included the CEO, Executive Director, or Chancellor of each Participating Member. The Task Force undertook a six-month project to identify opportunities for these entities to implement—in a uniform manner- best practices for awarding, managing, and overseeing public contracts. PRTF's mission was to maximize operational efficiency, increase accountability, and economize public funds.

 

In November 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 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 the 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 Participating Members to begin work on Recommendation #5 by establishing a committee of Chief Information Officers (the Chicago Government IT Coordination Committee) 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 Participating Members' progress toward implementing the recommendations.

 

In March 2017, the CPO Committee issued the 2016 Annual Report ofthe Chicago Procurement Reform Task Force, indicating that the Participating Members had addressed, in whole or part, 27 ofthe 31 recommendations. In May 2017, OIG issued its First Annual Progress Report on the Chicago Procurement Reform Task Force. 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 had not yet begun to address the remaining 4. OIG suggested that the CPO Committee set target completion deadlines for the 24 open recommendations.

 

In March 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. In May 2018, OIG issued its Second Annual Progress Report. Our review concluded that the Members had fully implemented 14 of the recommendations and partially implemented 15 others, and that 2 ofthe recommendations remained in the "process completed; implementation ongoing" category. •

 

In March 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. To prepare the Third Annual Progress Report, issued in June 2019, OIG solicited the assistance of and worked in coordination with the IGs of the Participating Members to more closely assess whether represented actions had,

 

 

:Bk\. I OIG 'i IPLIME (866; iAQ-A'/HA \ TI'V (773) ■•.78-'.:_'366

 

in fact, been undertaken. Based on that joint-IG undertaking, we concluded that the Participating Members had fully implemented 13 ofthe recommendations and partially implemented 9 others, and that the remaining 9 recommendations, which were designated as completed, had not yet been fully and consistently operationalized across the board.

 

In June 2020, the CPO Committee issued the 2019 Annual Report, indicating that the Participating Members had fully addressed 27 recommendations and partially addressed the remaining 4. With the caveat that the 2020 challenges referenced above limited OIG's ability to undertake the full and rigorous review taken in past years, we tentatively confirm the Committee's assessment. In 2021, OIG—consulting, as necessary, with our colleagues from the offices of the IGs ofthe Participating Members—will endeavor, as in 2019, to provide a full account ofthe status ofthe remaining recommendations pending completion. These, in significant part, relate to information system and technology upgrades and reforms on the way to a more unified, interoperable platform across the City and its Sister Agencies, respecting procurement and contract programming, management, and enforcement.

 

Once again, OIG is glad to acknowledge the continuing progress the Participating Members have made toward addressing and implementing PRTF's recommendations. We look forward to the steadily approaching day that this project is brought to full and final fruition.

Joseph M. Ferguson Inspector General City of Chicago

| QIC T'PLINE (866; .^48-47S4 | TI"V (773) 478 2066

 

 

Respectfully,

 

 

December 23, 2020

Fourth Annual Progress Report on the Procurement Reform Task Force

 

 

I.     PROGRESS ON TASK FORCE RECOMMENDATIONS

The following table illustrates the Participating Members' progress in implementing PRTF's 31 recommendations, from the outset ofthe reform process to date. According to the 2019 Annual Report, issued in June 2020, the Members had completed 22 recommendations, and work was ongoing or partially completed for the remaining 9. As ofthe CPO Committee's most recent quarterly, issued on October 27, 2020, the Members have now fully completed 27 recommendations and partially completed the remaining 4. OIG's independent review tentatively confirms the October assessment.1

 

Rec. No.

PRTF 2016 Annual Report (3/2017)

OIG First Annual

Progress Report (S/2017)

PRTF 2017 Annual Report (3/2018)

O/C Second Annual Progress Report (5/2018)

PRTF 2018 Annual Report (3/2019)

OIG Third Annual Progress Report (6/2019)

PRTF 2019 Annual Report (6/2.020) and latest quarterly report (10/2020)

OIG Fourth Annual Progress Report (12/2020)

#1

Completed

Completed'

Completed;,

';J,Completed'.-

■; Completed

^"Completed

. £ /Completed '

Completed

#2

Ongoing:

Completed

Completed

'•'Gompleted- ■

'-'Completed.'.

Completed '

' "# Completed -

Completed

#3

Completed.

Completed

Comp ft,—:

•Completed; .

^ v - • ^Completed .

Inconsistent; implementation

. |* Completed.

Completed*

#4

Ongoing'-.

Partially'.;;. completed*.

Partially * .completed^

• Partially ... ■ Incompleted^.-

^Ongoing

''•J£ Partially * :'| ' .^5.completed'   ■'

&T* • Completed--* ■

Completed

#5

Ongoing

' Partially -';" completed .

Completed •

Completed :

Completed ■

■~rCornpleted

Completed.-. *

Completed -

#6

Ongoing'

Partially completed

; Completed;:

,V; Completed

'■ Completed,

Inconsistent implementation

*v* Completed:. -.

- .i , -.         ' .i. .

Completed

#7

.Ongoing/!.':-.-

Partially • completed

■ Partially' completed.1

'•Vf-.-.Partially -'^completed '•

•'- Partially • -completed "i

; Partially '.completed

"Partially,:,   ' * * r, completed.* •••)■

Partially'; r completed

#8

Completed.'

. Completed

Completed

Con .p'eted

Completed

Inconsistent implementation

Tx •,

,JT- Completed -" '.

Completed

#9

Completed

Completed;

■ Completed

Partially completed ' •

'.■Completed

'■ Partially • -"'completed

. f                  .- - . - ,. Completed.^'; -

t- Completed1

#10

Completed

Completed^

Completed

^.Completed--.*

^Completed .

Inconsistent-implementation ■

'•V*; Completec

Jr\           '       - ^-~*...v

■Completed.-. .

#11

Completed

Partially completed

" Partially -' completed

' Partially a completed

Completed

':.-t Completed

' Completed .*

Completed

#12

Completed

Completed

Completed- -

■■ Completed

Completed

Inconsistent implementation

■ -C; Completed ■

Completed

#13

Completed

Completed'*

Completed *

,-iCornpleted*

■Completed

, Completed

• Completed. >•*

Completed

#14

Completed

Completed

'•.•Completed--.

Completed:...-;

Completed

•i;'Completed

Completed i£'v

Completed-

#1S

Ongoing *

Partially.;, completed.

Partially-completed'1-

Partially completed

'■Completed

Completed

:- Completed  : :-

Completed

#16

Ongoing... ■ ■•

. Completed.

.•Completed.,

Completed

•Completed

Inconsistent implementation

I   Completed , ,

Completed

 

 

For purposes of clar ty and consistency with our previous progress repoi t.s, we use the term "partially completed" to describe the recommendations classified as "outstanding'' by the CPO Committee in its annual and quarterly reports Further, we do not repeat narratives for recommendations deemed completed in our previous progress repotts (specifically, lecommenclaiions 1, 2 5,11,13. 14. IS, 21, 22. 2b. 27. 29. and 30) below, we simply desci ibe thei n as completed

 

 

iCCI IQ'-GO 0"-G | QIC l iPLINE (866) /. 48-4754 I TTY (773) 478-2066

 

 

Fourth Annual Progress Report on the Procurement Reform Task Force                     December 23, 2020

 

Rec. No

PRTF 2016 Annual Report (3/2017)

OIG First Annua/

Progress Report (5/2017)

PRTF 2017 Annual Report (3/2018)

OIG Second Annual Progress Report (5/2018)

PRTF 2018 Annual Report (3/2019)

OIG Third Annual

Progress Report (6/2019)

PRTF2019 Annual Report (6/2020) and latest quarterly report (10/2020)

OIG Fourth Annual Progress Report (12/2020)

-ff 17

,. Ongoing

Completed

f     ** i

s  Ongoing *■

•Partially completed

Ongoing:.

>, Partially >. -completed

...*. -Partially '.' completed

.''Partially completed .

#18

Ongoing •

.partially ". completed •

Partially " completed-

partially completed

Partially V'f completed'-':'

": Partially , 'completed

'.-i Completed

:< Completed-**.

#19

■ ' Ongoing-.'

Partially •completed-'

Partially _ ■ completed.1;

Partially «,. co.mpleted •.

■■■ Partially ^'•completed

Partially...-, ',<7completed **"

V. Partially s'r ' completed

.Partially " completed*^*- .

#20

Ongoing,

'Partially completed

. ■. Partially "., completed*:

Partially "'completed

■;■ Partially,* . completect*'.

">„ Partially -'., '""completed

;■'''■- Completed /

■;' Completed

#21

Ongoing

Completed

.Completed

■ Completed

Completed,'.

* Completed:-!

.     Completed ' -'-i. :'

■ Completed

#22

. Ongoing1;.

' .Completed".

.\Com*pteted"

. Completed

v Completed^.v

^"Cphnpleted-.,-

Completed  ';''

'   * Completed '"■*•-.

#23

Ongoing

Partially completed*?

Completed;;'

Completed,

■. Completed -

Inconsistent:'*1 implementation

^ '.       ' * -' : ':'*. Completed   ; *

>ra*    ~;      -v.' fl.

'• _ •Cpmpleteciv-';*'-

#24

; Ongoing

"Partially completed

, Completed/

'Completed

-..Completed-'

... ■'        • •>;-

Inconsistent implementation

Vt .Completed'' -C

<■ --.iCornp ■ .

#25

Ongoing,,'.,

Partially completed

-   Partially ''• •, completed-.

Partially completed

Completed:'.

„\:         -• . .

';• Completed,

•fc ' _        '" . ;• Completed ;-

, Completed:,'.

#26

"Ongoing:;

Partially completed''.

Completed

Raiti ally completed

Completed^-

. Inconsistent- . implementations

. ,**F Completed- ' I

.£ omp|eted,;:,-

- *-"#.-

#27

Completed."

Completed

• 'Completed- *

Completed-.

Completed-

, - Com pi* "

C $ Completed  .; '

"Compie'ted rf

#28

Not . addressed1?11-

Not yet ... begun

'bng.oing ~f t             * -*

'Partially completed

"f: Ongoing

4' Partially;^: . ^completed;''

%) *;. Partiallyi ■» *-<r- completed

; Partially y    com pfeted

#29

Not', addressed:

. Not yet . begun.

Ongoing*-'

■ t. Parti ally 'completed

Scbnnpleted'i:

'Completed.;.:

'..."*?.' Cqrnpletep

: Com pleted ■'ji*

#30

Not ■ addressed

' Not yet ibegun

>'• Ongoing

partially-completed

. Completed; -

^ Completed

- Completed   . -j-

'Completed';,;;?:,'

#31

Not addressed.,,.

Not yet ■i.begun

Ongoing'*.',

. 'u

Partially completed - »

i/i. Ongoing-.;'.

.';". Partially' \ '.'^completed U

If .Co'mpleted   -,.

Completed ' * .,

 

A.     THE IMMEDIATE RECOMMENDATIONS

• RECOMMENDATIONS 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

 

CPO Committee Status Assessment

Completed

'"^i^fivi/ lua tion

 

 

•   RECOMMENDATION #2 o   Lead agency: City

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

 

 

K AC/.'.' ORG I OIC TiPUNE (866) 448-4754 | TTY (773) 478-2066

 

 

Fourth Annual Progress Report on the Procurement Reform Task Force                     December 23, 2020

 

CPO Committee Status Assessment

Completed

OIC Evaluation

/•    >     ■': Completed     4 , •-'■„.     •   , :'<

 

•   RECOMMENDATION #3 o   Lead agency: CTA

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.

 

CPO Committee Status Assessment

Completed

. OIC Evaluation ']  ""i \

!'Completed. EacnVParti'cipatina a; {Non>CompetitivefRevfew Committee and,has come into* £ co'f^,pliance;^vith tfre- requirements of p'rdvidi'nga. publicly/ 1 posted'j'^sti^                                           squro'e '' ; proc,urer^,ent<s.:ancl' including' ail=-per;tinef§t documents in-' "U ^justification packages'su omitted to'the'.Coiinmittee.':'; *

 

•   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 draft uniform contract templates incorporating the required terms ofthe Participating Members, including contract duration and number of renewals and (b) Where appropriate, standardize solicitation documents issued by Participating Members and the documents required in response.

 

CPO Committee Status Assessment

Completed

OIG Evaluation,;? :.

Completed. Working with outside leaal.cou'nsel. the Citv .< developed a framework for-.competitively bid'contracts Ithafc all Participating.Members-fiave^adopted.   >'\   v

 

•   RECOMMENDATION #5 o   Lead agency ITCC

Charge the Chicago Government IT Coordination Committee (ITCC), which consists of the ClOs of the Participating Members, with identifying the procurement-related systems that can be shared and developed jointly and developing a schedule for implementation

 

 

 

GO ICAGO PRC: | OIC TIPUNE (866) 4-'.8-4754 | TTY (773) 4 /8-2066

 

 

December 23, 2020

Fourth Annual Progress Report on the Procurement Reform Task Force

 

 

CPO Committee Status Assessment

Completed

OIG Evaluation^

&m     -      ■       Completed.     J;    , ,;

 

•   RECOMMENDATION #6 o   Lead agency. CCC

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

 

CPO Committee Status Assessment

Completed

OIG Evaluation v.

'-'■f       M. -

Completed,All Participating Members hJye developed a* ""' plat-form tq.displayithe i^fqrmatj^mjclen^fied in^ihis;;';•*;* recommendation;.;'.' . .!"*?              -1$.   • '-'Vy-' " -X''-'

 

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

 

CPO Committee Status Assessment

Partially completed

V©/C Evaluation;     *;t| ,

Partiallvcompleted'BaseeTon requirements provided bv ITCC members, new website functionality-has been developed and deployed to provide access to additional bid opportunity/solicitation related.'information'.'ifcc is-in the process of collecting the necessary data from Participating .Menripers to support the website as ■ developed and plan'ning'rrext steps for moving forward to mitigate data challenges and address the website's ■   % ' '-rollout.              ;.    '                          '\l       'M "f

 

•   RECOMMENDATION #8 o   Lead agency CHA

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

 

 

 

 

ICQ-;ICAGO PRC I QIC UPLINE (866) 44&-<;7S4 | TTY (773)478-2066

 

 

December 23, 2020

Fourth Annual Progress Report on the Procurement Reform Task Force

 

 

CPO Committee Status Assessment

Completed

OIC Evaluation

• r*;'

"Completed: All Participating- Members hive adopted and operationalized the requirements developed by the CPO /■Committee.      ,•    2.       -'* •■    -P'-    '.:!*■      H -n

 

•   RECOMMENDATION #9 o   Lead agency: City

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

 

CPO Committee Status Assessment

Completed.

• OIG-Evaluation

i f

. Comple'ted' All"Partici'patincy.Members"Have addpted"a'nd •dperat'ion'alized the standards. The|CPO:".C;'6mmrittee' •"'}*•; ;determined'that ther>e;are te,phnql^gicai|and process v* 1 imitations tdprpvi'ding'"Partfeipati ng Members"accessed .the City's debt system (IRIS). Instead, as.r'epqrteel, each   ' ■' Participating/Memb!|rensured thcit its Erectrohife:' '■ Disclosure System (EDS) includes a section for vendors to affirm clebt-fr.ee'.status'::pimps are VequireVto cqmplete-.an EDS prior.to award of a contract ahd'-'mOsibe kept current as the'c'ontra'ct requires. If it is determined that information prbvided:in the"EDS is false or;ihaccurate the contract may be rescinded", or other remedies under the contract may. be pursued... ■ .    ■:,         .:

 

•   RECOMMENDATION #10 o   Lead agency: CTA

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

 

CPO Committee Status Assessment

Completed

OIG Evaluation ,v

Completed. AlLParticipatina Members have adopted and •operationalized'the f'Qlesand policies. -:;,. '■

 

 

December 23, 2020

Fourth Annual Progress Report on the Procurement Reform Task Force

 

 

•   RECOMMENDATION #11 o   Lead agency. PBC

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

 

CPO Committee Status Assessment

Completed

^iWmiuatio-n

.'-f'        ' Completed      >*■ . '.,        "-' '?1

 

•   RECOMMENDATION #12 o   Lead agency: PBC

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.

 

CPO Committee Status Assessment

Completed

OIG E&aluatjon '. -j

Completed. All Part;icipatinct: Members b'aS/e'.adopted and ;.ppera;tionalized theproossses described :rn thVsheektist . ' developed under this reebrr^mehdatiqn to theiexteiit i? >

ajlowedpy^otner-superseding.^                     v ■•- ~: •*

 

•   RECOMMENDATION #13 o   Lead agency: CCC

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

 

CPO Committee Status Assessment

Completed

f&i&EVdluatjO'ij}.

- :      ;              '. Compl|tet#»W»S^

 

•   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.

 

CPO Committee Status Assessment

Completed

 

 

 

 

 

■CCI ICAGO ORG | OIC I IPLINh (866; 448-4754 I TP' (773! 478-2066

 

 

December 23, 2020

Fourth Annual Progress Report on the Procurement Reform Task Force

 

 

•   RECOMMENDATION #15 o   Lead agency CPS

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

 

CPO Committee Status Assessment

Completed

OIG Evaluation ;\ . ■*

;       *' -'i>';-.       Completed :             •: ■

 

B.    THE MID-TERM RECOMMENDATIONS

•   RECOMMENDATION #16 o   Lead agency: CTA

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

 

CPO Committee Status Assessment

Completed

OIG Evaluation '

' Completedi-'AII Paltici patina Members'have adopted-and ' operatibri'alized me standards:; "•'>      \>NT.             .„• '

 

•   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.

 

CPO Committee Status Assessment

Partially completed

OIG Evaluation ? " \

Partially completed!. In 2018. the technical aspects of this recommendation were put on hold pending the      ;: -"■ completion of a'related procurement process. Ongoing development work to;update the applicatipn-to a modern application platform that will support a.common EDS is ■ targeted for .compl.etionvpy the"end of 2020. "       • >

 

 

December 23, 2020

fourth Annual Progress Report, on the Procurement Reform Task Force

 

 

•   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.

 

CPO Committee Status Assessment

Completed

OlChEvaluatioh

rCbmpleted. This"recommendation ori'aiRallv ';-/contemplated the b'.tilizatjopbf standardized contract

boilerplate, d^velop^eid in <i#m$ia.i7iee wife % \    t if' _Recommendation #4. The CPO'dommltieejultimatelY ; 'determined that-any'thep'retic^l erfjciehpy gain's realized*

through stahcjafdization.-.across a'genjcies|w.ould result in g.

awtkwardiy.ofganized te^nhpjates at the individual agency"; Tevel and-therefdre createv&a"ditiortateq

vendor com m'u n ity; Acrosslth.e- boa rd util iz§tid>i ofthe 'St ."City's Rpfe?e4ce;Cofitra.ct Pol icy-allows tile 'most flexibility

for paiticipating Members to meet .their^rganjzation's .

needs wftfle ensuYing^ii-^lUsidn' of;pf55/is^ril le^afl^ ' "■ ^•required for their agengesVThe polic^is-^/ai'la^le oh tfW*v->;City's websjte;ahb! has'bee'n-circulated"fof;Participating • ^Members''refererfice;: .y.'i^.,-.x        ^ |V \  ?t '    -iy ,

 

.   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.

 

CPO Committee Status Assessment

Partially completed

OIC Evaluation.   .' -;.

Partially completed. The Citv decided to.enqaae a third party to assist Participating Members with compliance audits. Thetask order for this project is being finalized. The CPD Committee-anticipates that'thejcontract will be .' awarded and;work-will commence in;Qlg021.   ■       r'~ ?

 

•   RECOMMENDATION #20 o   Lead agency CCC

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

 

 

 

C AGO ORG | OIG TIPLINF (866; -'OB 4754 ; 1 i'Y (773) ■•■.78-2066

 

 

December 23, 2020

Fourth Annual Progress Pepo't on the Procurement Reform Task Force

 

 

CPO Committee Status Assessment

Completed

OIG.Evaluation l' -.-

Completed. AII-Participatina.;Members:have created manuals and made them availabNe:to;thefpublie.tKrb:ug.h . ■'the BRTR.'Website. " ".i,,        :v                f'" ■         ". t

 

•   RECOMMENDATION #21 o   Lead agency: City

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

 

CPO Committee Status Assessment

Completed

■ OIG.Evaluation . J'.'

 

 

•   RECOMMENDATION #22 o   Lead agency: City

Develop universal programming for vendor outreach and training.

 

CPO Committee Status Assessment

Completed

OIG.Evaluation ,. .-

■ .'     Completed •

 

•   RECOMMENDATION #23 o   Lead agency: PBC

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

 

CPO Committee Status Assessment

Completed

OIG Evaluation

Completed. All P'articipatinq Menibers have adbpteci and .operationalized theclose-ourcheeklist developed by the - ' CPO .Committee under this recommendation.

 

•   RECOMMENDATION #24

o   Lead agency PBC

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

 

 

 

CKKAGO ORG | OIG UPLINE (366) .V',8-4754 I TTY (773) 478-2066

 

 

December 23, 2020

Fourth Annual Progress F-Jeport on the Procurement Reform Task Force

 

 

CPO Committee Status Assessment

Completed

OIG Evaluation

CompletedrAII Participatinq M.embers.'have adopted and operationalized the site-visit guide devefSped.by the CPO Committee under, this,recommendatiqn||    ■;     a ■'-■<

 

•   RECOMMENDATION #25 o   Lead agency: Parks

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

 

CPO Committee Status Assessment

Completed

OIG Evaluation , v > ;

 

 

•   RECOMMENDATION #26 o   Lead agency: CHA

Seek to establish reciprocal debarment among Participating Members through the use of a debarment review board or another mechanism as permitted by law.

 

CPO Committee Status Assessment

Completed

OIG Evqluqtion ;

■ Completed?AlhParticfpatino Members.ha*ve effectively-' - ;^ - adopted and operationalized the-standa;rff reciprocal "' • '.debarment-fanguage. - •- -  ■' .f               \        ■; •:

 

•   RECOMMENDATION #27 o   Lead agency: CPS

Establish uniform practices, where permitted by law, to expand preferences for local vendors and support a workforce development or similar contract award preference.

 

CPO Committee Status Assessment

Completed

OIG.:Evqluation ,:

,-; > ;   •      ; _   • "■• Completed ; .-.""| -   ■-     -.- •• :

 

 

December 23, 2020

Fourth Annual Progress Report on the Procurement Reform Task Force

 

 

C.    THE LONG-TERM RECOMMENDATIONS

•   RECOMMENDATION #28 o   Lead agency: ITCC

Implement a universal procurement system that serves as a single point of entry for posting and responding to all Participating Members' procurement opportunities, and as a central repository for all contract and vendor information.

 

CPO Committee Status Assessment

Partially completed

'OIC Evaluation v -:

\            " ►

Partia'llv completed. Unforeseen,dela'vs Occurred in the;; "' sele'etio'n of a"vendor forthis^recomrrfendation' due to the pace'ofthe project budget approval process and;the    ;■ ': onset of COVID-19 in Q1 2*020. However,-the'City has how''-/ engaged .'a. vendor. The figst phase'of theiprpjectls'-"'',   •/ ?; Business Process,Re-engineering."(BPR)|--i.e., =. - . dpGumentatpn;pf existing processes ancUegal or>;      " % reggjatpry requirements/ari^ ') processor other.'chahges.that'Wduld;he%vd.to be-<  A -i -implemented across all agencies to-support a 'single: ' system. The City .anticipates fin.ishing::BP^ by the'enci of '. 02 2*021. Tne'second phase will implement-the single-     ." system across all agencies, Which the City anticipates will.', occur in approximately two'years:'-;BPR v^ijifielp refine " timelines; elements, and estimated- budgets for the ■' ; second phase. OIG continues to eneo'uragethe Parjicipating-Members td remain committed to fulfilling * th'is-rec^mm^ndatipn.'wB'ich' is crucial tc^m'aximizing " efficiency in rhunicipaTcohtr-acting-   ']  \ '. v •        .- •;•

 

•   RECOMMENDATION #29 o   Lead agency: City

Identify compliance functions that can be shared among Participating Members, including MBE/WBE compliance activities, and establish a joint compliance field team.

 

CPO Committee Status Assessment

Completed

■MI.@ME^:luairQ^^^.:d: ^

 

 

 

 

 

 

.'■ Cr-', | OIG TIP LINE (866; •^i8-m'754 | Fl Y (773) <'i78-20G6

 

 

December 23, 2020

Fourth Annual Progress Report on tlie Procurement Reform Task Force

 

 

•   RECOMMENDATION #30 o   Lead agency: City

Secure a pro bono study regarding the financial impact ofthe City's risk shifting contractual provisions.

 

CPO Committee Status Assessment

Completed

OIG Evaluation, • ,"XW.''

* """Completed • „^;"

 

•   RECOMMENDATION #31 o   Lead agency: City

Evaluate the benefits of center-led or consolidated procurement among the Participating Members.

 

CPO Committee Status Assessment

Completed

• OIG Evaluation

>)V/';''*     •                             ,        C'   ' 'VG;,\

Completed, this re'eSro'meVndatibh called.on the'CPO^ ;-.. .;Cpmmjttee"'tp^^                          ofc'enter^ed tfrffiK''* ^consolidated prbcureme^£a'mpng.,th • • Members. The-resulting data'analysis conducted-by-City' '' \of Chicago Mayoral Fellows and'World Business-Chicago'-showed relatively little'overlap in the procurement; Y\ opportunities at any giventjm.e, and therefore; concluded that center-led or-consolidated procurement would be ■ operationally inefficient."Further, the analysis found that ■ the pracurement-.clepfart^       each .individual;.-V'/";;.' Participating Men^0iW0§h^>dns\ve'to'fheir   H'"'; >' -: '*' .iprganization'&uriique'bp'eratipnal needstand faciMtating *. "'-'needed procurement activities accordingly.   ■. ',.*!', ■ ,'.

 

II. CONCLUSION

Under the leadership ofthe CPO and IT Coordination Committees, the Participating Members have continued to progress toward full implementation ofthe recommendations in the 2015 PRTF Report. OIC appreciates the efforts to date and looks forward to continued progress toward achieving these important reforms.

 

 

 

 

 

 

 

 

RG | OIG TIPi.INl (8Gbj 446-4754 I TTY (773) 478-2066