The mission of the Business Contracts and Risk Management Office is to provide administrative support and guidance to procure necessary goods and services and to safeguard the District�s assets and minimize risks in support of the District�s mission and strategic goals.
A. Organization of Unit: The Business Contracts and Risk Management Department is administered by a Manager, Business Contracts and Risk Management, reporting directly to the Vice President for Administration, and supported by a full-time Administrative Secretary Non-Instructional. B. Functions of Unit: The Business Contracts and Risk Management Department provides the District community with support 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: 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. 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.
The unit plan serves as the Program Review for Contracts/Risk Management
Provide effective and efficient support to the District administration, faculty, and staff in understanding contract management processes and practices and developing business contracts for the procurement of goods and services.
Provide effective and efficient support to the District administration, faculty, and staff in understanding and minimizing risks relating to their programs and activities and to protect the District's resources from from the adverse effects of unpredictable events.
Strategy 1 - Create Risk Management Culture
Develop and maintain District Administrative Procedures and department operating guidelines related to risk management functions.
Advise the campus community of practices and processes that incorporate safety and risk management concepts into programs and activities so that the campus community is aware of and deals proactively with risk management concerns.
Coordinate and disseminate information and resources to convey risk management concepts.
Facilitate the identification of loss exposures with departments and determine appropriate risk prevention and mitigation measures.
Establish protocols and instruments to mitigate risks for injuries and liability against the district.
Coordinate with Facilities Planning and Management, College Police, and Loss Control Consultants to establish appropriate loss control measures.
Provide timely and efficient services to the campus community.
Actively participate in committees realted to risk management and safety.
Develop and maintain a culture and processes that protect the District's human, financial and physcial assests and resources from adverse consequences of losses.
Strategy 2 - Insurance & Risk Management
Assist Vice President for Administration in developing a Risk Management and Insurance program for the district through JPA's.
Purchase insurance coverage required by law and for the adequate protection of district human, financial and physical assets.
Purchase loss control services to assist district in establishing and monitoring safety, risk management, and loss control programs.
Administer propety and liability claims working with district's Third Party Administrator and Legal Counsel.
Administer loss control programs to mitigate risk management concerns and provide effective methods and resources for risk management activities.
California law requires district procure insurance.
Provide value-oriented risk management services to support the district's mission.
Strategy 3 - Professional Development
Department staff will attend appropriate workshops and conferences.
To improve knowledge and leadership skills of department manager, and knowledge and skills of department secretary.
Strategy 4 - Contract Management
Develop and maintain District Administrative Procedures and department operating guidelines related to contracts.
Develop new and update outdated contract templates as required.
Disseminate information and resources to enable campus departments to procure goods and services timely and efficiently.
Develop contracts in coordination with legal counsel and third party administer.
Develop contracts in accordance with applicable California laws and District policies.
Provide timely and efficient services to campus community.
Provide value-oriented business contracts services in support of teh district's mission.
California law prescribes procurement for public agencies.
Strategy 5 - Customer Assistance
Communicate and encourage proactive risk management concepts to campus community.
Communicate and support campus community in purchasing goods and services based upon an impartial, open, competitive vendor selection process that complies with applicable laws and District policies and achieves the lowest available acquisition cost consistent with the specified features, functions, quantity, quality, level of service, and required delivery time.
Offer assistance in a courteous manner to campus community.
Offer assistance in a timely manner to email and telephone inquiries.
Maintain effective working relationships with district's legal counsel and third party administrator to ensure services and support to campus community.
Department serves as an adminstrative support function.
Provide timely, professional, and effective servies in the areas of risk management and contracts to campus community in support of the district's mission.
SWACC JPA funding for manager professional development.
District professional development funding for administrative secretary and/or manager professional development.
| 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 | Operating Expenses | $2,500.00 | $0.00 | ||
| Professional Development | Provide professional development opportunities for Manager and Administrative Secretary. |
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| 2 | Business Contracts & Risk Management | Operating Expenses | $150.00 | $0.00 | ||
| PARMA Membership | Membership in PARMA is district membership for employees to participate in regional meetings and trainings, and reduced annual PARMA Conference registration fees. This will help Manager and other employees stay current with risk management topics. |
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