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 receive consistent, courteous and effective customer assistance.
In support of campus clients, unit provides technical assistance and compliance support in the development, and administration of Business Contracts.
In support of campus clients, unit provides technical assistance and compliance support in the process of mitigating and reducing risk in programs and activities.
Campus clients will become independent users of business contracts and risk management forms and resources.
The department serves campus clients and affiliated entities as a strategic partner and resource; providing innovate process, exceptional customer service, efficient tools for appropriately balancing risk and opportunity, and efficient tools for developing contracts through sound business practices. The efforts of the department support the college in meeting its student achievment goals by assisting campus clients to: better exploit opportunities, incur fewer unwelcome surprises in activites, improve focus and perspcetice on risk, and effectively and efficiently procurement of goods and services.
The department serves campus clients as a strategic partner and resource by providing support tools and resources in an effort to support meeting Strategic Direction and Priorities:
Supporting Student, Faculty, and Staff Success
Maximizing Resourcs to Support Student Learning
Using Data-Informed Processes for Continuous Improvement
The unit plan serves as the Program Review for Contracts/Risk Management
Provide campus clients with consistent, courteous, and effective customer assistance.
Create a Risk Management Culture.
Effective Contract Management for District business contracts.
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 campus clients regarding a subject related to business contracts or risk management.
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, and attend PARMA Annual Conference.
To improve knowledge and leadership skills of department manager.
Strategy 8 - Hire New Staff
Add staff to department to enhance delivery and timeliness of department services.
Increase in the contracts processed through the department, and need for additional risk managment programs based on district programs and activities.
The volume of contracts increased 69.96% from 2013-14 - 2015-16.
Additional programs and activities require new or updated processes to mitigate and reduce risk.
Surplus furniture if available: Workstation and Chair for new staff member.
Indirect cost fuding from grants and categorical programs.
JPA funding for professional development (PARMA).
| 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 | $0.00 | $62,721.00 | ||
| Administrative Support Staff | Due to the growth in contracts processed through the Business Contracts and Risk Management office and the need for an increase of and/or enhancement of risk management programs and services, a new administrative support staff is required. This new position will assist, coordinate, and support in the development and control of the district's business contracts and approval process to provide for more efficient and effective control of contracts and enhanced delivery and timeliness of business contracts development and processing. This new position will assist, coordinate, and support in the development and implementation of risk management programs. This new position will assist, coordinate and support in insuring the accuracy of business contracts and risk management operations, compliance to policy and laws on a daily basis. This new position will provide prompt services to campus clients. |
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| 2 | Business Contracts & Risk Management | Operating Expenses | 110002001660000 | 55200 | $1,000.00 | $0.00 |
| Professional Development - ARM Course | 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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| 3 | Business Contracts & Risk Management | Operating Expenses | $1,450.00 | $0.00 | ||
| Professional Development - PARMA Annual Conference | Participation needed to help Manager stay current with job requirements. |
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| 4 | Business Contracts & Risk Management | Equipment | $1,800.00 | $0.00 | ||
| Computer | New staff computer. |
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| 5 | Business Contracts & Risk Management | Operating Expenses | $150.00 | $0.00 | ||
| PARMA Membership | Membership in PARMA will help Manager stay current with job requirements. Membership results in lower registration fee for annual conference and participation in other PARMA training events. |
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