To better control contract expenditures and ensure that it receives the best value for the services it purchases, the city should also begin using the ERP system's uniquely assigned contract numbers for tracking and generating a list of contracts.
All City contracts are now required to be entered into the City's ERP system, EDEN, which assigns each contract a unique contract number for effective tracking of expenditures under a particular contract. The ERP system limits aggregate payments under a particular contract to the total contract amount. As of October 2012, contract managers for each department have been trained to run queries to track contract expenditures. On June 25, 2013, the Finance Department issued the City of Vernon Purchasing Manual to all City departments, as adopted by the City Administrator pursuant to the City's Competitive Bidding and Purchasing Ordinance (Ordinance No. 1200). The Purchasing Manual was prepared by the Finance Department, with significant input from the City Attorney's Office and all City departments. The Purchasing Manual sets forth all of the requirements of the Purchasing Ordinance as they apply in a practical manner to the day to day operation of the purchasing system. It includes a method of contract routing (Contract/Amendment Signature Routing Form) that ensures every affected department receives information about each contract before it is signed or approved pursuant to the City's good governance contract requirements.
The city indicates that all city contracts are now required to be entered into the ERP system and that each contract is assigned a unique contract number.
The city does not address our recommendation regarding creating a master contract list.
The city did not address this recommendation in its August 2012 response. (See 2013-406, p. 192)
Agency responses received after June 2013 are posted verbatim.