Research Request: Contract Management

PROGRAMS AND PROJECTS | May 8, 2019

As part of your membership benefits, the Alliance staff provide research services for local government member submitted requests. Topics can range from pressing issues to emerging trends. This benefit is made possible through our partnership with Arizona State University Marvins Andrews Fellowship

Request Prompt:

“…determine what other entities do in terms of contract management. [Methods, ways, etc. to assist with] contract review and management, [namely] the [benefits of] centralization of contract review and management”. 

Summary of Findings: 

Management Systems: 

  • Edict Systems 

  • Cloud-based Electronic Data Interchange services for buyers and suppliers. 

  • View Alliance virtual event here 

  • Vendor Registry  

  • Free vendor management for local governments. Hand-coded government bids for vendors. 

  • Link 

Peer Practices & Case Studies: 

City of Scottsdale 

The City of Scottsdale’s Procurement Code was adopted to simplify, clarify, centralize and modernize the regulations governing procurement by the city. The Code ensures the fair and equitable treatment of all individuals involved in the procurement of materials and services by the city. 

Procurement Code 

City of Seattle 

The City of Seattle reformed the contracting process for homeless service providers, consolidating more than 200 separate contracts with 60 providers. One provider and 18 separate contracts, meaning less funding flexibility for those seeking assistance.  

Tied into performance management by establishing metrics and tracking results. 

The city now practices “active contract management,” meeting with providers to make sure contracts are meeting the program goals.  

Read the case study here. 

View results here. 

Procurement website found here. 

ICMA: How Local Governments Can Win with Procurement, 2018  

Establish a research and development group within your organization by connecting folks from procurement, operations, technology, data, and customer pools. 

Allocate time in their schedules to scout products, participate in demos, and gradually become subject matter experts. 

Offer the opportunity to establish a knowledge base so they can share their expertise and perspective on each potential solution. 

Allocate and distribute training dollars to ensure that each team member understands market trends, emerging methodologies, technical complexities, and ethical considerations. 

Source 

The University of Texas at Dallas Contract Management Handbook, 2017 

Best Practices Matrix, Appendix 1 

 

 

 

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