The selected contractor will be responsible for the following deliverables and activities: 1. Contract Lifecycle Mapping o Conduct facilitated discussions and interviews with key stakeholders, including Health Department’s Contracts Administration staff, contract managers, and leadership. o Document and map the full lifecycle of contracts awarded for the Health Department— from pre-award planning and initiation through execution, monitoring, amendment, renewal, and closeout. o Identify key decision points, roles, bottlenecks, approval chains, and system dependencies throughout the process. 2. Process Improvement Analysis o Conduct a gap analysis comparing current practices to municipal and industry best practices. o Identify inefficiencies, redundancies, and potential areas for simplification, improvement or automation o Analyze system interactions (e.g., SharePoint, City’s financial systems) and recommend improvements in workflow or data tracking. 3. Clarification of Roles and Responsibilities o Define and distinguish responsibilities between the Contracts Administration Team and individual contract managers. o Identify overlaps or inconsistencies and recommend improvements to workflows and decision-making authority. 4. Documentation of SOPs and Supporting Tools o Create or revise standard operating procedures (SOPs) for each stage of the contract lifecycle. o Create clear, user-friendly job aids to support staff in understanding and executing contract management tasks. o Draft or suggest revisions to job descriptions and role expectations for staff engaged in the contract life cycle. o Health department in alignment with City’s Records Retention requirements for individual departments. 5. Health department in alignment with City’s Records Retention requirements for individual departments. Final Report and Recommendations o Prepare a comprehensive final report that summarizes findings, identifies short- and long-term improvements, and includes a practical implementation roadmap. o Present key findings and recommendations to MHD leadership and relevant stakeholder groups. o Provide a communications framework or slide deck for internal use to support training or onboarding related to new tools or processes
