Contractor Management 2018 CDBG-DR Problem Solving Clinic Atlanta, - - PowerPoint PPT Presentation

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Contractor Management 2018 CDBG-DR Problem Solving Clinic Atlanta, - - PowerPoint PPT Presentation

Dec 09, 2023 34 likes •207 views

Contractor Management 2018 CDBG-DR Problem Solving Clinic Atlanta, GA | D e c e m b e r 1 2 - 1 4 , 2 0 1 8 2018 CDBG-DR PROGRAM Welcome & Speakers Session Objectives Provide best practices and tips for procuring and managing

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2018 CDBG-DR PROGRAM

Contractor Management

2018 CDBG-DR Problem Solving Clinic Atlanta, GA | D e c e m b e r 1 2 - 1 4 , 2 0 1 8

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2018 CDBG-DR PROGRAM 2018 CDBG-DR PROGRAM

Welcome & Speakers

  • Session Objectives
  • Provide best practices and tips for procuring and managing contractors
  • Speakers
  • Ryan Flanery, HUD DRSI Assistant Director
  • Jeff Haley, State of Louisiana
  • Ransford Reinhard, Agency Operations Manager, South Carolina Disaster

Recovery Office (SC DRO)

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Agenda

  • Practical tips for contractor management
  • Best practices from grantees
  • Louisiana
  • South Carolina
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2018 CDBG-DR PROGRAM

Practical Tips for Contractor Management

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Look to the End!

  • Good contractor management begins with

a good scope of work in the RFP and subsequent contract.

  • Set milestones and only adjust with

unexpected situations demand it.

  • Don’t rely on termination clauses. Set

performance requirements and reasonable liquidated damages.

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Why is Contractor Management Important?

  • Critical to overall success
  • Stewardship of Federal taxpayer dollars
  • Consistency and Stability of Relationship
  • Failure to manage vendors leads to:
  • Duplicative work
  • Repayment
  • Bad publicity
  • Delays in implementation
  • Lawsuits
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Louisiana Division of Administration

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Restore LA Homeowner Assistance Program

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How the program works

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Critical Contract Support Decision Points

  • Action Plan Development
  • Program policy development
  • Program system development and maintenance
  • One prime contractor
  • Construction management and program management separate
  • Damage Assessments
  • QA/QC
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Proposal Review

  • Taking the time to thoroughly evaluate proposals
  • Oral presentations
  • References and past performance
  • Request for documents and outcomes on other projects
  • Verifying current and projected capacity
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Vendor Management

  • Start up and surge costs
  • Strong state program and process manager embedded with the

vendor

  • Invest in the relationships: regular and multiple forms of direct

communication

  • Regularly tracking and communicating on deliverables
  • Third party review of files and building in controls
  • Communication plan
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South Carolina

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South Carolina’s 12 Bits of Free Advice Concerning Contractor Management

  • Public Administrator…do your Homework: study the problem you

are trying to solve and build options…know your disaster

  • The Public Administrator must have the ‘vision’ for recovery…the

contractor/consultant/expert can shape…but the vision must come from the Grantee

  • Shape the vision into a strong and meaningful ‘outcomes based

contract’ …anybody can spend money…pay for an outcome…not an effort…generate Metrics

  • Be very specific in your pre-bid or pre-submittal conference….give

business your vision and let them cost it out and compete for your business

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South Carolina’s 12 Bits of Free Advice Concerning Contractor Management

  • No free chicken…capitalism works with carrots and sticks…incentives

and penalties …adjust as required by the market…not by the contractor

  • Make contractors ‘show cause’ for change orders
  • Public Administrators must have ‘business sense’ and be good

negotiators

  • All Grantees but especially Millionaire grantees…watch every tax

payer dollar in your program

  • Write Letters of Concern when warranted, and don’t be afraid to fire
  • utfits who can’t get it done
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South Carolina’s 12 Bits of Free Advice Concerning Contractor Management

  • State wants recovery and contractor wants successful business

venture…requires ‘honest’ talk

  • Meet quarterly with all Decision Makers from both the state and the

contractor and put it all on the table

  • Remember: it’s your contract and you are the customer…on the

behest of the citizen and don’t ever forfeit that relationship

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Questions

Jeff Haley, State of Louisiana, Jeff.Haley@la.gov JR Sanderson, State of South Carolina, jeffrey.sanderson@scdr.sc.gov