C-73-10-021-2-00 - CONTRACT MONITOR.PDF

Agenda Item Id:
Item Title
TRANSFER EXPENDITURE APPROPRIATION FOR CONTRACT MONITOR
C Number: C-73-10-021-2-00
Action Requested:
Pursuant to A.R.S. §42-17106, transfer expenditure appropriation in the amount of $54,000 from the FY
2009-10 Non-Departmental (470) General Fund (100) Non-Recurring/non-project (0001) “General
Contingency” line to the FY 2009-10 Materials Management (730) General Fund (100) Non-
Recurring/non-project (0001) budget. This action requires decreasing the appropriated FY 2009-10 Non-
Departmental (470) General Fund (100) Non-Recurring/non-project (0001) “General Contingency” line in
the amount of $54,000 and increasing Materials Management (730) General Fund (100) Non-
Recurring/non-project (0001) appropriation in the amount of $54,000. This will allocate one-time
contingency to fund an additional Contract Monitor in Materials Management.
Also, direct OMB to continue to budget this position in non-recurring/non-project as long as the
recovery efforts can continue to support its annual cost.
Board Required Information:
Since 2004, over $880,000 has been recovered by the current Contract Monitor position in Materials
Management, and has been deposited into the General Fund and is included as part of the FY 2009-10
carryover (Non-Departmental General Contingency). This funding will be used to fund this additional
Grant/Contract Administrator position.
The purpose of this position is to perform contract monitoring and compliance reviews on County
construction and non-construction related contracts, in order to protect the County from fraud, waste
and abuse, identify recoverable dollars, and prevent contract leakage.
OMB will continue to budget this position in Materials Management non-recurring/non-project as long
as the recovery efforts continue to support its annual cost.
Additional Information:
Since 2004, over $880,000 has been recovered by the current Contract Monitor position in Materials
Management, and has been deposited into the General Fund and is included as part of the FY 2009-10
carryover (Non-Departmental General Contingency). This funding will be used to fund this additional
Grant/Contract Administrator position.

The purpose of this position is to perform contract monitoring and compliance reviews on County
construction and non-construction related contracts, in order to protect the County from fraud, waste
and abuse, identify recoverable dollars, and prevent contract leakage.
The primary duties of this position are:
•Plan and conduct internal card holder and contract compliance reviews in order evaluate compliance
with all applicable State Statutes, County Policies and Procedures, and Procurement Code.
•Evaluate contractual compliance between using agencies and service providers and issue reports on
findings.
•Monitor County contracts, complete written reports and make recommendations.
•Verify that all professional services and goods have been billed accurately as per the contractual
agreement. Pursues and collects monetary adjustments for contractual overpayments and fees not
billed in accordance with the agreement and allocates refunds appropriately.
•Monitors Procurement Card holders and account transactions
This position will be a contract position that will need to be funded through contract recovery efforts.
This position will also ensure that recovery of any funds will be deposited into the appropriate fund for
which the overpayment was made as the funds are recovered throughout the year. Materials
Management will be required to provide an annual report of the recovery efforts and funding received
by Department/Fund. Funding allocated in Materials Management Non-recurring/non-project budget is
solely for funding this position and can not be used for any other uses.
OMB will continue to budget this position in Materials Management non-recurring/non-project as long
as the recovery efforts continue to support its annual cost.
Expenditure Impact By FY:
FY2010 - No impact
Item Notes:
(9/21/2009 6:55:28 PM) - Comments From David Benton - CAOX
Recommend approval
(9/21/2009 8:47:20 AM) - Comments From Brian Hushek - OMBX
Recommend Approval
(9/21/2009 8:20:46 AM) - Comments From Marc Kuffner - OMBX
Recommend Approval
(9/21/2009 7:56:11 AM) - Comments From Mary Driessen - OMBX
Recommend Approval.

(9/18/2009 1:58:17 PM) - Comments From Juanita Garza - COBX
Routing check complete
Is there a Financial Impact?
yes
FY Bgt PAS Fund Agency Dept Org. Object Sub- $Amount Rept. Prjt
Obj Cat. Code
2010 Y GGOV 100 470 470 4711 0812 00 $(54,000) 0001
2010 N GGOV 100 730 730 7310 0700 00 $54,000 0001
2011 N GGOV 100 730 730 7310 0700 00 $69,750 0001
Is there related Managing for Results information?
yes
Program Activity Performance/Demand Anticipated Results
Measure
Operations Procurement Services Actual Dollar Value of Perform contract
Procurement Transactions monitoring and
compliance reviews on
County construction and
non-construction related
contracts, in order to
protect the county from
fraud, waste and abuse;
identify recoverable
dollars, and prevent
contract leakage.
General Item Information
Department: Materials Management
Constellation:
Contact Name: Lisa Nash - MMX
Phone Number: 602-506-8019
Return To: Lisa Nash - MMX
Phone Number: 602-506-8019
Location: Supervisors Auditorium
Board:
Meeting Date: 10/7/2009
Item Tracking

Step Action User Date
Originator APPROVE Lisa Nash - MMX 9/11/2009 10:09:47 AM
DeptCoor APPROVE Lisa Nash - MMX 9/14/2009 8:03:33 AM
DeptHead APPROVE Steve Dahle - MMX 9/15/2009 7:24:51 AM
DepartmentChief APPROVE Wes Baysinger - MMX 9/18/2009 1:20:09 PM
MtlsMgt APPROVE Wes Baysinger - MMX 9/18/2009 2:24:02 PM
OMB APPROVE Brian Hushek - OMBX 9/21/2009 8:47:20 AM
Legal APPROVE David Benton - CAOX 9/21/2009 6:55:28 PM
Finance APPROVE Shelby Scharbach - FINX 9/24/2009 8:52:10 AM
ClrkOfBrd APPROVE Juanita Garza - COBX 9/30/2009 11:43:14 AM
CountyManager APPROVE Chris Pinuelas - CAOX 10/1/2009 10:35:06 AM