City Contract Management System (CCMS) Prime and Subcontractor Training
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1 City Contract Management System (CCMS) Prime and Subcontractor Training Economic Development Department Small Business Office
2 Table of Contents Topic Slide No. What is SBEDA Compliance - Overview 3 Prime Contractor and Sub-contractor Responsibilities Understanding the Audit Process The City Contract Management System (CCMS) CCMS Compliance Notification Timeline CCMS Log-In 6 11 Prime: Resolving Incomplete Audits Sub-contractor: Resolving Incomplete Audits Prime: Resolving Disputes Sub-contractor: Resolving Disputes Prime: Change or Modification of Sub-contractors Completed Sample Change to Utilization Packet Prime & Sub-contractor: General CCMS Navigation Prime & Sub-contractor: Add User to Vendor Profile Prime & Sub-contractor: Search Contracts in CCMS
3 Overview CCMS is a web-based tool that provides: Contract compliance Online Audits Automatic Notifications S/M/WBE Monthly Utilization Reports B2Gnow is the software vendor providing and maintaining the system for the City of San Antonio 3
4 Understanding the Audit Process Primes begins work, submits pay applications City payment info uploaded from SAP monthly to pay Primes in system CCMS s the Primes to enter payments to subs Primes login, enter amounts paid to subcontractors w/in 14 days CCMS s Subs to confirm payment amounts Subs confirm Prime payments, or dispute amounts w/in 10 days System records information received by Primes & Subs Originating Dept reviews CCMS monthly to determine SBEDA compliance issues CCMS Action Prime Contractor Action Subcontractor Action City Action 4
5 5
6 CCMS Log-In (Processing)..... * Access Granted * 6
7 1 7
8 1 8
9
10 1 2 10
11 User Homepage / System Dashboard 11
12 Prime Resolving Incomplete Audits 12
13 User Homepage / System Dashboard
14 Incomplete Audits per Contract per Month
15 Resolving Incomplete Audit Month
16 Contract Audit: March
17 Reporting Payments to Subcontractors
18 Completed Audit Month 18
19 Repeat Steps and Complete All Incomplete Audit Months 19
20 Subcontractor Resolving Incomplete Audits 20
21 User Homepage / System Dashboard
22 Incomplete Audits per Contract per Month
23 Resolving Incomplete Audit Month
24 Confirm Payment: March
25 Dispute Payment: March
26 Click View All Audits to complete other audits if pending 26
27 This screen shows that there are no additional incomplete audits and that the subcontractor is up to date on audits 27
28 Prime Resolving Disputes 28
29 User Homepage / System Dashboard
30 Disputes per Contract per Month
31 Resolving Disputes Audit Month
32 Resolving Disputes: March
33 Resolving Disputes Audit Month 1 33
34 Resolving Disputes Audit Month
35 Completed Dispute 1 35
36 Subcontractor Resolving Disputes 36
37 User Homepage / System Dashboard
38 Disputes per Contract per Month
39 Resolving Disputes Audit Month
40 Resolving Disputes Audit Month 1 40
41 Resolving Disputes Audit Month
42 Completed Dispute 1 42
43 Prime Contractor: Change or Modification of Subcontractors 43
44 Reasons for Change or Modification of Subcontractors Change in scope to contract on behalf of the City Prime removes/adds/modifies Subcontractors Contract is cancelled Change orders If project goes back to Council, SBO must be included in Workflow to approve RFCA Other reason not otherwise stated How to Complete Process and Make Change Official: 1. With OD s help, Prime must Complete a Change to Utilization Plan 2. OD & SBO work together to complete a change to utilization worksheet 3. Obtain acknowledgement/agreement s from any Subcontractors that were removed from contract or had a reduction in utilization 4. Assistant Director for SBO approves change 5. Finally, appropriate changes made in CCMS 44
45 45
46 46
47
48 48
49 49
50 50
51 Prime Contractor and Subcontractor: General CCMS Navigation 51
52 User Homepage / System Dashboard
53 Vendor Contracts: Prime & Sub
54 Contract Main Tab
55 View Tab 55
56 Subs Tab
57 Compliance Audit List Tab
58 Prime Contractor and Subcontractor: Add a User to Your Vendor Profile 58
59 1 2 59
60 1 2 60
61
62 1 62
63 Prime Contractor & Subcontractor: Search for Contracts 63
64 1 2 64
65 65
66 Questions? 66
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