The mission of the Business Contracts and Risk Management Office is to: (1) provide value-oriented business contracts and risk management services in support of the District's mission; (2) process all business contracts in a professional and timely manner, in accordance with the State of California laws and District policies to enable the District to meet its goals and objectives without serious risk of liability; and (3) provide timely and professional handling of all aspects of the risk identification and management function to protect the District’s human, financial and physical assets and resources from the adverse consequences of losses.
A. Organization of Unit: The Business Contracts and Risk Management Department is administered by the Manager, Business Contracts and Risk Management who reports directly to the Vice President for Administration. The department has a part-time student assistant. B. Functions of Unit: The Business Contracts and Risk Management Department serves the entire District academic, administrative, and student community with services in the areas of business contracts and risk management to provide the proper procedures, oversight, and assistance to ensure that these functions comply with District Policy and applicable laws and regulations. Functions include: Insurance Program Management Administers the District’s insurance and self-insurance programs, including: property, general liability, automobile liability and workers’ compensation, student and athlete accident, fine arts, crime, and other required insurance. Coordinates the issuance of District’s certificates of insurance. Serves as the District’s liaison to the insurance carrier. Claims Management Processes third party liability claims filed against the district to coordinate the investigation, processing and defense of claims against the district. Processes and coordinates the handling of all District property claims in collaboration with District’s third-party administrator, investigator, and legal counsel as required. Contract Management Provides contract review for legal compliance, risk management issues, insurance criteria and indemnification alignment. Develops contracts and contract templates that are consistent with District policies and applicable laws and regulations, based on the contracting needs of the District’s programs and activities. Provides periodic reports to the Board on contracting activities. Collaborates with the faculty, staff, and students engaged in contracting, legal counsel, and risk management consultants to properly draft contracts to provide the appropriate business, policy and legal review. Risk Management Procures and maintains liability, property and other appropriate insurance and self-insurance programs. Develops and implements systems, policies and procedures for the identification collection and analysis of risk related information. Educates and trains staff as to the risk management program and their respective responsibilities in carrying out the risk management program. Assists faculty, staff and students to identify, eliminate, or reduce conditions or practices which may expose the District to human, environmental, or financial loss. Works with Facilities Planning and Management in designing and implementing Safety and Loss Control Programs. Participates in District Safety Committee. Serves as liaison to General Counsel in the areas of contracting and other legal affairs. Provides analysis and assessment of risks and liabilities to the District resulting from proposed business contracts or District activities.
Campus clients will report that they are satisfied with the turnaround time on their request for contracts or risk management services.
Campus clients will receive information, training and support on district policies and procedures related to contracts and risk management.
Campus clients will be able to access contracts and risk management forms and tools using MyBC.
The department serves the campus community and affiliated entities as a strategic partner and resource; providing innovative process, exceptional customber service, efficient tools for appropriately balancing risk and opportunity, efficient tools for developing contracts through sound business practices. The benefits as seen by campus clients include: Better exploitation of opportunities, More efficient use of resources, Promotion of continuous improvement, Fewer unwelcome surprises, Improved focus and perspective on risk, Improved communication, Effective and efficient procurement of goods and services in support of district's mission and goals.
The department serves the campus community as a strategic partner and resource in support of student, faculty and staff success by providing support tools and resources so that students, faculty and staff can be successful. Focusing on: (1) effective contract management for district contracts and (2) services to encourage all staff, faculty, and students actively practice risk management and loss avoidance.
The unit plan serves as the Program Review for Contracts/Risk Management
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Effective contract management for district business contracts. |
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Support the district’s overall mission by assisting district departments and employees with contracting for the acquisition and provision of goods and services in compliance with applicable laws, rules and regulations. |
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Create a Risk Management culture where all staff, faculty and students actively practice risk management and loss avoidance. |
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Reduce Risk, Frequency and Severity of Losses by identifying and mitigating emerging risks to reduce liability exposure. |
Strategy 1 - Procedures
Develop non-existing and update existing District Administrative Procedures related to Contracts.
Required as part of District Board Policy and Administrative Procedure update.
Strategy 2 - BCRM Resources
Utilize Business Contracts & Risk Management MyBC Page to present contracts and risk management resources.
Need to provide introduction of Department's role and services to campus community. Need to provide awareness of and access to procedures, guidelines and information related to units areas of responsibilities: Business Contracts, Risk Managment and Insurance to the campus community. Improve services to faculty, staff and students with electronic accessibility of resources and contract documents.
2012 survey indicated campus community is not aware for the services provided by department or have any reason to utilize the services of the department.
Strategy 3 - Safety Committee
Attend quarterly Safety Committee meetings and participate in at least one safety walk sponsored by the Safety Committee.
Actively participate in loss control, risk identification and management, and safety activities.
Strategy 4 - Information and Training
Provide at least one in-person training to campus administrative/clerical staff regarding a subject related to business contracts or risk management that is relative to the entire campus clients.
BCRM continues to develop new guidelines, procedures, template forms, and template contracts for use by campus clients for activies related to contracting for goods or services and risk assessment and management.
Strategy 5 - Insurance & Risk Management
Purchase insurance coverage required by law and for the adequate protection of district human, financial and physical assets.
Board Policy requires securing insurance to protect the district from liabilities.
Strategy 6 - JPA Participation
Represent the District as Board Alternate to JPA's providing Property & Liability, Worker's Compensation, and Risk Management programs and services.
The success and effectiveness of a risk managment program relies on external resources and internal cooperation, participation and support to achieve our purpose of making the district a healthy and safe environment.
Strategy 7 - Professional Development
Department Manager will complete Associate Risk Management program course 3.
To improve knowledge and leadership skills of department manager.
None
| Original Priority | Program, Unit, Area | Resource Type | Account Number | Object Code | One Time Augment | Ongoing Augment |
| Description | Supporting Rationale | Potential Alternative Funding Sources | Prioritization Criteria | |||
| 1 | Business Contracts & Risk Management | Personnel | $12,000.00 | $0.00 | ||
| Student Assistant | Need assistance with document imaging and management system administration, and clerical duties. Student Assistant estimated at a maximum of 20 hours/week Fall 16 and Spring 17 semesters, and 32 hours per week Summer 16. |
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| 2 | Business Contracts & Risk Management | Operating Expenses | 110002001660000 | 55200 | $1,000.00 | $0.00 |
| Professional Development | Professional Development training for department staff to further educate staff in areas of risk management. ARM course 3 of 3 in program to achieve certification. |
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