TO: RULES AND OPEN FROM: Julia H. Cooper
GOVERNMENT COMMITTEE
SUBJECT: SEE BELOW DATE: November 2, 2022
Approved Date
11/3/2022
SUBJECT: UPDATE TO THE AUGUST – DECEMBER 2022 PUBLIC
SAFETY, FINANCE, AND STRATEGIC SUPPORT COMMITTEE
WORK PLAN
RECOMMENDATION
Approve an amendment to the August – December 2022 Public Safety, Finance, and Strategic Support Committee Work Plan to drop the following item from the November 17, 2022 Committee meeting:
Amendments to Title 4 of the Municipal Code Related to Procurement of Goods and Services Report.
Purpose: Provide a report on amendments to Title 4 of the San José Municipal Code Chapter 4.04 Contract Authority and Chapter 4.12 Procurements of Goods and Services to help streamline the City’s procurement process for goods and services.
BACKGROUND
In February 2019, the Finance Department, in collaboration with the City Manager’s Office of Civic Innovation, announced the launch of the “Procurement Improvement and Readiness Program,” in response to a dramatic citywide increase in demand for procurement services to support the growing number of initiatives underway in the organization. One major component of that effort was securing funds through the City’s Fiscal Year 2019-2020 budget process to procure consulting services for a comprehensive assessment of the City’s procurement and contracting processes for the acquisition of equipment, goods, and services.
On April 7, 2022, the Administration presented the results of that comprehensive assessment as part of the FY 2021-2022 City Roadmap: Procurement Status Report at the City Council Smart Cities and Service Improvements Committee1
. This item was subsequently cross-referenced and
heard at the City Council May 10, 2022 meeting2
and included the final report from Guidehouse,
the City consultant for this scope of work, on potential strategies for procurement innovation, 1 April 7, 2022 City Roadmap: Procurement Improvement Status Report https://sanjose.legistar.com/LegislationDetail.aspx?ID=5526271&GUID=E5ED8EA7-1B0B-4B32-B6A2-377FDBD74945&Options=&Search= 2 May 10, 2022 City Roadmap: Procurement Improvement Status Report https://sanjose.legistar.com/LegislationDetail.aspx?ID=5567613&GUID=18B91667-1895-4905-ABAE-2E711A986346&Options=&Search= RULES COMMITEE: 11/9/2022
FILE: ROGC 22-476
ITEM: B.5
RULES AND OPEN GOVERNMENT COMMITTEE
November 2, 2022
Subject: Update to Public Safety, Finance, and Strategic Support Committee Work Plans
recommendation innovations and reforms, and assessment and evaluation of resources required to fully implement the strategies. Staff was directed to return to City Council with “recommendations to update Chapter 4.04 Contract Authority and Chapter 4.12 Procurements of Goods and Services of Title 4 of the San José Municipal Code.”
ANALYSIS
The Fiscal Year 2022-2023 Adopted Operating Budget incorporated Manager’s Budget Addendum #14, the Final 2022-2023 City Initiatives Roadmap3 and Backlog4 , which included
the Procurement Improvement and Disparity Study Initiatives (Initiatives) under the Strategic Fiscal Positioning and Resource Deployment Enterprise Priority (Foundational). These two Initiatives are led by the Purchasing & Risk Management Division in the Finance Department.
The Deputy Director – Finance, Purchasing & Risk Management, who was a critical subject matter expert and the project manager for both these Initiatives, left City employment on September 30, 2022.
While that position is in recruitment, the Assistant Director of Finance has assumed that scope of responsibility and is focused on delivering the Disparity Study Initiative, in collaboration with the City Manager’s Offices of Communications, Racial Equity, and Economic Development and Cultural Affairs. The Disparity Study has been moving along briskly, with data collection and collateral materials complete, a dedicated website deployed, an ongoing survey, an upcoming Business Engagement meeting on November 14, 2022, and a planned up to fifty one-on-one conversations with businesses over the next three months. Given that level of activity and the consequent need to maintain focus on the Disparity Study in the short-term, the Finance Department requests to drop the report on amendments to Title 4 of the Municipal Code related to procurement of goods and services from the current work plan. The department plans to add the item to the Committee Work Plan in spring 2023, pending Rules Committee approval for the January – June 2023 Public Safety, Finance, and Strategic Support Committee Work Plan. /s/
JULIA H. COOPER
Director of Finance
For questions, please contact Luz Cofresí-Howe, Assistant Director of Finance at luz.cofresi[email protected] or (408) 535-7041. 3 Printable PDF Version of the 2022-23 City Initiatives Roadmap is available https://www.sanjoseca.gov/home/showdocument?id=86061 4 MBA #14 – Final 2022-23 City Initiatives Roadmap and Backlog https://www.sanjoseca.gov/home/showpublisheddocument/86081/637889820001870000