1. DHHS COE Meeting Agenda November 14, 2012 Welcome Introductions Contract Compliance Reporting Questions and Answers DIRM Vendor Management

2. Office of Procurement & Contract Services Quarter 1 – SFY 2013 Contract Report for Center of Excellence November 2012

3. Q1 - Average Number of Days Contract or Amendment Approvals (RFPs not included)

4. Q1 - Average Number of Days Contract or Amendment Approvals

5. Q1 - Department Timely Approvals

6. Department Timely Approvals Q1 - Monthly Comparison

7. Q1 - Contract and Amendment Approval Times (RFPs not included)

8. Q1 - Divisions submitting all contracts prior to the effective date Division of Health Service Regulation Division of Rural Health and Community Care

9. Q1 - Compliance Rating Monthly Comparison 5% 16% 9% 13% In Compliance %

10. Q1 - Compliance Rating

11. Divisions with a Compliance Rating above 90% Division of Health Service Regulation

13. Q1 – Areas of Compliance ( RFPs not included)

14. Performance Monitoring The Performance Monitoring Sections in contracts require strengthening. Many of the contracts lack this information. How are you going to monitor the contractors performance to ensure requirements outlined stay on track. Have you considered the following? Schedules Quality Acceptance Changes Data Contractors Performance Budget/Payment Subcontractors (if applicable) Corrective Action for Non conforming contracts, etc (example: notify the contractor of deficiencies, and direct appropriate action to correct) To address: What specific component within the contract is going to be monitored? How is the monitoring going to occur? Who is going to perform the monitoring function? When will the monitoring begin?

15. Updates State Certification effective in OW as of November 2012. Contracts started in the system but not completed prior to the release date will require the state certification. Example: Contracts needing to be made retroactive and/or contracts going through the approval flow now with contract start dates prior to the release date. Master State Certification will be uploaded for the UNC system. Signed copy has been received from UNC General Administration

16. Updates G.S. 114-8.3 - Legal has a comprehensive master checklist that they use when reviewing contracts. Some of the key questions that Legal have you to verify are the following: Is the Contractor registered with the North Carolina Secretary of State’s Office? Has the agency checked the Contractor’s NCSOS filings on-line, the SOS of the State of Contractor’s residence and/or performed other internet searches to verify the identity/legal existence of the Contractor? Has the agency checked the Contractor’s name against the State of North Carolina’s debarment list? Has the agency checked the names of the Contractor’s owners, officers, and/or principals against the State’s debarment list (i.e., some owners of debarred businesses will create new entities to get around the debarment)? If Contractor is not a resident of North Carolina, has the Contractor’s name been checked against the debarment lists of: (1) the state in which the Contractor was incorporated; and/or (2) the state in which the Contractor’s principal place of business/corporate headquarters is located? Has the Contractor’s name been checked against the federal debarment list? Have the names of all identified subcontractors in the Contractor’s bid or proposal been checked against the state and federal debarment lists?

17. COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled SFY 2013 Adams 264 10:00 am – 12 noon End of Fiscal Year 2012 Report – September 13, 2012 Quarter 1 Report and updates – November 14, 2012 Quarter 2 Report and updates – February 6, 2013 Quarter 3 Report and updates – April 3, 2013 Please send your Division’s COE meeting schedule to: Sharon.A.Jordan@dhhs.nc.gov