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Q&A
Ensuring timely contract registration for human services agencies
1:01:15
·
4 min
Council Member Julie Won inquires about the process of ensuring timely contract registrations, particularly for human services agencies. Representatives from various city offices explain their approaches to meeting registration deadlines and managing the contract process.
- The Mayor's Office of Contract Services (MOCS) implements a timeliness initiative to track and manage contract registrations
- Agencies work towards registering contracts by July 1st, with a 91% success rate in the previous fiscal year
- The Department for the Aging describes their frequent meetings with providers and adherence to procurement timelines
Julie Won
1:01:15
Okay because I just want to point out two things.
1:01:18
Advances only work in the contracts that are registered on time, so are they going to be registered you going to register the human services contracts on time for July 1?
1:02:13
So for the contracts to be registered on time to get them in advance, how are you going to ensure that registrations are happening on time especially all the agencies that are here we would like to hear from as well.
1:04:48
Yep, that's why they're here.
1:04:50
So we'd like to hear from you directly as well on what you're going to do to make sure that these contracts are registered on time.
Michael Sedillo
1:01:27
Great question, Chairwon.
1:01:29
So you're right that it only happens when it's a contract that is registered.
1:01:35
It doesn't mean though that if it's not registered on July 1 that they won't get the advance when the contract is registered.
1:01:40
If it's registered July 5, August first, that contract will get the advance that we agreed upon, so that upfront funding will come as soon as that happens, and I think with the work MOX is doing on their timeliness initiative work, that will be very key to making sure that we start the fiscal year off as healthy as possible.
1:01:58
And the other thing I'll point out, just as the speaker mentioned in the proposed legislation, when there are multi year contracts, so contracts that have already previously been registered, we don't need to go through a re registration process.
1:02:10
That contract is registered at the start of the fiscal year, they'll get the advance amount.
Kim Yu
1:02:25
Thank you Chair Wan so much for the question.
1:02:29
As mentioned earlier, the timeliness initiative is something that the city has performed for for some time now.
1:02:38
We've we've performed it every single year as part of this administration, and we will continue to perform it this year, and with have all intents to perform it next year.
1:02:48
So just to take a step back, under the PPB, the procurement policy board rules, we ask the human service agencies to forecast out and think through what human service contracts they are going to be needing in the upcoming fiscal year.
1:03:05
We collect that those lists and we post them on our website.
1:03:09
And that that set of set of contracts, those are our goals.
1:03:13
That's what we aim to work towards in the upcoming fiscal year.
1:03:19
So when we start this at different times of the year, but this year we started it in January to hit a July 1 target.
1:03:27
So we take those human service plans that as I mentioned before are 900 in count, and we work with each of the human service agencies to track this is what you projected out, how are you doing, what is the status, have you kicked off your contract in passport, have you engaged your vendor, Do you need something from your vendor?
1:03:52
Do you need something from your oversight, law department, OMB, mocks?
1:03:57
And with that we target to hit 100% by July 1 and as I mentioned we were at 91% last fiscal year.
1:04:10
And in between the start of the timeliness initiative and July 1, and we track it till about the beginning or the September, we're really looking week by week with our agency partners how they're performing on that list of contracts that they started out earlier in the year that they were gonna try to work towards.
1:04:33
The vast majority of the contracts are DYCD contracts, but I will say that the largest dollar amounts tend to be in the DHS agency portfolio.
Michael Ognibene
1:05:00
Good morning.
1:05:01
Michael Ogdenabeni, First Deputy Commissioner and Chief Operating Officer for New York City Department for the Aging.
1:05:07
I'm happy to be here to discuss contracts.
1:05:09
I will point out that NYC Aging does not fund any youth programs, but we were happy to see that there were a number of champions that support older adult services in the panel.
1:05:21
We meet with our providers constantly.
1:05:23
Our commissioner has a monthly meeting with all executive directors.
1:05:27
Our chief program officer meets with all directors of all providers.
1:05:33
We have information sessions.
1:05:34
We follow procurement timelines.
1:05:37
I've been around for twenty some years doing procurement, so we're well familiar with timelines, pre proposal conferences.
1:05:45
If we work with the providers to get the information into us on time, we are then successful with registrations.