Stevens, Joy Nderu, Kariuki G [kgnderu@seattleschoo's.org] ‘Monday, January 12, 2009 9:45 AM Gary Moorhead; English, Ron; Stephens, Fred E.; Potter, Silas, Subject: RE: Revised Cover Letter Attachments: SPS - Observations Cover Letter (January 11 edits). doc Follow Up Flag: Follow up Flag Status: Completed ‘See changes within document. Are we still going to include the detailed findings in the final report? Internal Aualtor Finance / Operations Mail Stop: 11-371, 2445 3rd Avenue South ‘Seattle, WA 98124 Tel: 206 252 0243 From: Gary Moorhead [mailto: Sent: Sunday, January 11, 2009 4:29 PM To: Gary Moorhead; English, Ron; Stephens, Fred E.; Nderu, Kariuki G; Potter, Silas Subject: Revised Cover Letter Attached is my revised cover letter. Please review and provide comment. Gary Moorhead The Sutor Group 355 118th Avenue SE, Suite 200 Bellevue, Washington 98005 (425) 990-1610 Direct Line (425) 990-1601 FaxY, vw svror crovr [Network of Construction Species ‘December January 119, 20098 Mr. Fred Stephens ‘Seattle School Distict MS 22-332, P.O. Box 34165 Seattle, Washington 98124-1165 Re: Small Works Roster Compliance-Review Report of ObservationsFindinge Dear Mr. Stephens: We have been engaged by the Seattle Schoo! District (District to conduct a compliance review of the Small Works Roster (SWR) program, contracting practices. Distict's soope-ot work documont.thal was-provided-io-s-The purpose ofthe review is. to evaluate-observe and assess the-overall compliance of the SWR wits tothe Board Adopt Procadue 2rd erty contol mes Forde sndstandardoperoing ‘Summary of ObservationsFindinge 4. The SWR program lake lacked a documented detailed stat procedure 2, The SWR program invites invited quotes (and therefore awards contracts) from contractors, giving preference to those contractors participating in the Small {55 1D Ane SE Site 20-Belonn MASCNS Tete 425350180 Fx 2520101 seconwe rt ey zy) | (December 119, 20098 al nagar er rir Se eon 4 Tengu rts inn Sor eg Pepencaba a shame eee ns ‘4-—There are.vere SWR program procedures that have not been followed. In : ‘addition, the SWR program has not formally adopted the Collective Bargaining ‘Agreement provisions into written procedure, and therefore these provisions are not being followed. 5. The contract and contractor files maintained by SWR were generally incomplete ‘and unorganized- “The foregoing are-only-our- general observationstindings More detailed ‘Sbeanvationsfindinge ore included. wit the-attached document, Management Response tis my understanding thatthe District's management, including that of the SWR program, has reviewed the observationsfdings, conclusions and recommendations ofthis report, and agrees that the content ofthis report is correct. Further, itis our understanding thatthe Distict agrees with our overall recommendation to ‘separate the management ofthe entire SWR program from the staf that manages the ‘SBDPIHUBs program. We understand that the SW program administration has already been transferred to Procurement which includes, but is not limited to, creation and ‘maintenance ofthe roster, creation and protection of supporting documentation, maintenance ofthe website, periodic advertising, management ofthe quote process, checking of contract forms, reporting of results, enforcement of insurance requirements {nd the other requirements of the SWR program. We understand that a Maintenance Project Manager will be assigned to each SWR contract for creation of a detailed work scope, estimate preparation, management ofthe work and general contract ‘administration, ‘The foregoing changes tothe SWR program wil bring the Small Works Roster process within the Distict's normal administrative departments that have expertise in these areas. ‘The District believes this action, coupled with a comprehensive review ofthe existing documentation and the preparation of comprehensive staff procedures, wil address most, if not al, ofthe issues identified in this report We understand that uni these changes are fully implemented, all small works contract ‘opportunities wil be closely monitored by the responsible legal staff to assure compliance with applicable statutes and Board Policy and Procedure. Finally, the Distict is curent in the process of wring the aforementioned detailed SWR staff procedure and we have been asked to advise as to whether the new work flow chart | and writen procedures wil address the finge-observations found in this report. Page 20f9(Mr, Fred Stephens Seattle Public Schools 110, 2 Page 3013