What’s on the agenda? - Northeast Ohio Regional Sewer ... · Katie Waag Assistant Director of Law. ... James C. Ringenbach Senior Accountant Mary A. Paugh Accountant Robert Radd

Small Business Enterprise Program neorsd.org/sbe


What’s on the agenda?

• Introduction• Department Overviews

– Customer Service– Legal– Finance– Internal Audit– Information Technology– Safety & Security– Operations & Maintenance

• Managing opportunities


Customer Service

Pauletta HubbardCustomer Service Representative


Customer Service Mission

• “We will align, build upon, and sustainour key assets, resources, people andtechnology to meet our vision.”


Customer ServiceOrganizational Chart


Customer Service

• Liaison to ratepayers, general public, financialinstitutions and government agenciesregarding NEORSD billing matters.

• Provide accurate and updated information toensure customer issues are addressed in anexpeditious and complete manner.


Law Department

Katie WaagAssistant Director of Law


Opportunities• Outside Counsel

– Specialized Matters• Revenue Bond Issues• Labor Negotiations• Complex Litigation

• Appraisal other Real Estate Services• Document Management/Storage• Court Reporting and Transcription• Insurance

– Risk Management Services– Brokerage Services


Finance

Ken DuplayFinancial Analyst Manger


Finance Budget Centers

• Finance• Inventory Control• Purchasing• Contract Compliance• Customer Service


Shaded Boxes are included in Budget Center 6000

Director of FinanceJennifer L. Demmerle

Executive AssistantDawn V. Sparks

Deputy Director of FinanceOPEN

Cash and Investment AdministratorLutraila P. Hobbs

Debt ManagerJames E. Tubero

Accounting ManagerMonica B. Johnson

Admin. of Revenue and User Su…Janetta R. Griffin

AccountantKandis Morrissette

Assistant AccountantDebra L. Grace

Payroll AdministratorJacqueline Foster

Financial Analysis ManagerKenneth J. Duplay

Senior AccountantJames C. Ringenbach

Senior AccountantMary A. Paugh

AccountantRobert Radd

Budget AnalystOPEN

Financial AnalsytOPEN

Accounts Payable SupervisorBrandon J. Knittle

AccountantMichael A. Flynn

Assistant AccountantKathleen Latkovic

Accounting ClerkVanessa F. Snell-Byrd

Accounting ClerkDonna L. Thomas

Accounting ClerkP/T

OPEN

Materials Control ManagerKevin McCarthy

Purchasing ManagerJacqueline L. Williams

Customer Service ManagerSheila Fantroy

Contract Compliance ManagerTiffany E. Jordan


Request for Proposals

• Finance partners with firms or individuals whoprovide specific knowledge or expertise tocomplement NEORSD staff and providerequired services

• Financial services bid including investmentportfolio management, financial advisors, auditservices

• RFP’s are written and reviewed by departmentmanagement and subject matter experts


Requirement Contract Bid

• Classes of individual stock items are bidas a contract

• Bids are evaluated by Purchasing andInventory Control– Bid completeness and price are

considerations


2011 Opportunities

• Finance– Annual Financial Audit Services– Investment Advisory Services

• Inventory Control RequirementsContracts– Safety/First Aid– Bearings– Belts


Internal Audit

Michael CarrSenior Internal Auditor


Request for Proposals

• NEORSD solicits partners to provide assistanceto its Internal Audit Department

• Seek to leverage the talents of its existingstaff with its partners to achieve strategicbusiness objectives

• Looking for interested firms to dedicateprofessionals having the requisite experienceand knowledge


Internal Auditservices request

• SCOPE– What we want tested, confirmed or assessed

• OBJECTIVES– What we are trying to achieve

• PROCEDURES– How we want it accomplished

• TIMING & DURATION– Time Frame & Estimated Hours


Engagement types

• Internal Audit• Information Technology• Construction


InformationTechnology

Humberto SanchezDirector of Information Technology


InformationTechnology

Project Mgmt.Services

TechnologyServicesInfrastructure Helpdesk

Business network , servers, storage area network (SAN),telecommunications

Linux/OES, eDirectory/Active Directory, SAN Operating SystemPhysicalSecurity

Novell Client, Windows XP, MS Office

Oracle Database MSSQL

Desktop/Network Support


Strategic Planning

• 5-Year Strategic Plan– 11 strategic initiatives– 2-5 objectives per initiative– IT Program

• 40 projects addressing key business areas

• Information Technology Role– Business Process Management– IT Governance

• RFP/RFQ Procurement


Key 2011 Projects

Systems• Exchange implementation• Enterprise Content

Management• SharePoint• ODMS replacement• Business Process

Management– BPM Center– Business Process

Improvements

Infrastructure• Network enhancements• Fiber rehabilitation• Collection system wireless

upgrade• A/V, paging, and remote

access upgrades• Phone system VoIP

upgrade• A/V, cabling and paging

maintenance services


Safety & Security

Jim DavidsonManager of Safety & Security


Operation &Maintenance

Ramona LoweryAdministrative Manager

Operation and Maintenance has the overallresponsibility for the administration, planning,direction and coordination of the operation andmaintenance of the plants and collectionsystems.


Operation & Maintenance

• Administration– Administrative Services Contracts: Snow Plowing, Lawn

Maintenance, Copier Maintenance Services, janitorialservices, office furniture and office supplies

• Planning– Building Maintenance Projects: windows, overhead doors,

fencing– Collaboration with engineering and other departments

• Instrumentation & Process Control Systems– Contracts: Wonderware HMI software Support and

Predictive Maintenance


Operation & Maintenance

• Fleet Services– Contracts: all District vehicles, fuel for District vehicles and

services (i.e. power washing)• Coordination of the operation and maintenance of

the Plants (Southerly, Easterly & Westerly WWTPs)– Plant contracts: chemicals, utilities (i.e. natural gas),

backflow inspection and repair, uniforms, bulk treated icecontrol (salt) and ash removal & hauling, industrial cleaning

• Coordination of the operation of the collection systems– Sewer System Maintenance & Operations contracts: sewer

repairs (3 year emergency contract; 5 of the 8 contractor’son this list are SBEs) and sewer cleaning/generalmaintenance


Evaluation Process

• Operation & Maintenance is responsiblefor over 50 contracts– $10,000 to $10 million– Contracts are combination of direct

purchases, quotes, RFP, bids– Direct Purchases: motors, repairs and

other miscellaneous items– Quotes: rubbish removal, backflow

inspections and nitric acid


Evaluation Process

• RFPs issued in 2010 (eligibility criteria varies)– Southerly WWTP pH issue, Natural Gas, Electricity and

Copy machine service

• Bids issued– 2008: 22 | 2009: 26 | 2010: 32– O&M process in place to identify/reach SBEs– Of those issued, possible SBE opportunities:

• Lawn, snow, backflow inspections, chemicals, fence,windows, overhead doors, freight for tanks (i.e. ferricchloride), sludge cake hauling (Southerly & Westerly),Ash removal (Westerly), janitorial services and HVACmaintenance


How Districtopportunities are

managed


Law GoverningOpportunities

• Governed by Ohio Revised Code6119.10– Construction Requirements

• Competitive Bidding

• Ohio Revised Code Chapter 153– Public Improvements– Professional Design Service Requirements


Notification ofOpportunities

• http://neorsd.org• Plain Dealer/Call & Post• Direct email/fax


After Opportunity Award

• Successful bidder– Contract submitted for signature

• Unsuccessful bidder– Follow-up to review winning

bidder/proposers submission


Documents

What’s on the agenda? - Northeast Ohio Regional Sewer ... · Katie Waag Assistant Director of Law. ... James C. Ringenbach Senior Accountant Mary A. Paugh Accountant Robert Radd