City Contract Management System (CCMS) Prime and Subcontractor Training Economic Development Department Small Business Office

Table of Contents 2 TopicSlide No.  What is SBEDA Compliance - Overview3  Prime Contractor and Sub-contractor Responsibilities Understanding the Audit Process 4  The City Contract Management System (CCMS) CCMS Compliance Notification Timeline 5  CCMS Log-In6 – 11  Prime: Resolving Incomplete Audits12 – 19  Sub-contractor: Resolving Incomplete Audits20 – 27  Prime: Resolving Disputes28 – 35  Sub-contractor: Resolving Disputes36 – 42  Prime: Change or Modification of Sub-contractors Completed Sample Change to Utilization Packet 43 – – 50  Prime & Sub-contractor: General CCMS Navigation51 – 57  Prime & Sub-contractor: Add User to Vendor Profile58 – 62  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

4 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 Originating Dept reviews CCMS monthly to determine SBEDA compliance issues Subs confirm Prime payments, or dispute amounts w/in 10 days System records information received by Primes & Subs Primes begins work, submits pay applications CCMS ActionPrime Contractor ActionSubcontractor ActionCity Action Understanding the Audit Process

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CCMS Log-In (Processing). * Access Granted * 6

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2 1 10

User Homepage / System Dashboard 11

12 Prime Resolving Incomplete Audits

13 User Homepage / System Dashboard 2 1

14 Incomplete Audits per Contract per Month 1 2 3

15 Resolving Incomplete Audit Month 1 2

Contract Audit: March

17 Reporting Payments to Subcontractors

18 Completed Audit Month

19 Repeat Steps and Complete All Incomplete Audit Months

20 Subcontractor Resolving Incomplete Audits

21 User Homepage / System Dashboard 2 1

22 Incomplete Audits per Contract per Month 1 2 3

23 Resolving Incomplete Audit Month 1 2

24 Confirm Payment: March

25 Dispute Payment: March

26 Click View All Audits to complete other audits if pending

27 This screen shows that there are no additional incomplete audits and that the subcontractor is up to date on audits

28 Prime Resolving Disputes

29 User Homepage / System Dashboard 1 2

30 Disputes per Contract per Month 1 3 2

31 Resolving Disputes Audit Month 1 2

32 Resolving Disputes: March

33 Resolving Disputes Audit Month 1

34 Resolving Disputes Audit Month

35 Completed Dispute 1

36 Subcontractor Resolving Disputes

37 User Homepage / System Dashboard 1 2

38 Disputes per Contract per Month 1 3 2

39 Resolving Disputes Audit Month 1 2

40 Resolving Disputes Audit Month 1

41 Resolving Disputes Audit Month

42 Completed Dispute 1

43 Prime Contractor: Change or Modification of Subcontractors

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

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51 Prime Contractor and Subcontractor: General CCMS Navigation

52 User Homepage / System Dashboard 2 1

53 Vendor Contracts: Prime & Sub

54 Contract Main Tab 1 2

55 View Tab

56 Subs Tab 1234

57 Compliance Audit List Tab 1 2

Prime Contractor and Subcontractor: Add a User to Your Vendor Profile 58

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Prime Contractor & Subcontractor: Search for Contracts 63

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Questions? 66