Report 2012-105 Recommendation 2 Responses

Report 2012-105: Departments of Public Health and Social Services: Weaknesses in the Administration of the Child Health and Safety Fund and the State Children's Trust Fund Limit Their Effectiveness (Release Date: November 2012)

Recommendation #2 To: Public Health, Department of

To comply with state contracting laws and policies that protect the State's interest, Public Health should ensure that its staff do not allow contractors to work before the General Services has approved the contracts.

6-Month Agency Response

By June 20, 2013, the Deputy Director, CCDPHP, will issue a memo (copy of draft memo attached, Attachment D) to all CCDPHP staff reminding them that the Public Contract Code (PCC) sections 10295 and 1 0335, State Contracting Manual (SCM) section 4.09, and Public Health Administrative Manual (PHAM) section 3-1140 prohibit commencement of work without a fully executed contract.

- In their regular February 2013 two-on-two meetings, the Deputy Director, CCDPHP, directed Division Chiefs to discuss compliance with contracting policy with their respective Branch Chiefs.

- During the February 4, 2013, administrative update meeting, the CCDPHP Assistant Deputy Director reminded all branch administrative staff of contracting policy requirements and provided handouts of pertinent State Contract Manual and Public Health Administrative Manual provisions. See meeting agenda and copies of handouts attached (Attachment E).

California State Auditor's Assessment of 6-Month Status: Fully Implemented

60-Day Agency Response

Public Health stated that by February 2013, the center will take the following actions to ensure that its staff comply with this mandate and with the internal contracting policies that speak to this mandate: (1) issue an e-mail reminder of the relevant Public Contract Code, State Contracting Manual, and Public Health Administrative Manual sections that prohibit commencement of work without a fully executed contract; (2) direct division chiefs to discuss compliance with contracting policies with branch chiefs in their regular two-on-two meetings; and (3) remind administrative staff from all branches, via administration update meetings and e-mails, of the contracting policy requirements.

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2012-105

Agency responses received after June 2013 are posted verbatim.