Civil grand jury faults city for letting contractor-performance database sit unused; supervisors press Public Works for timeline

Supervisor Rafael Mandelmann, chairing the hearing at the San Francisco Board of Supervisors' Government Audit and Oversight Committee on Sept. 15, introduced a civil grand jury report that found the city's contractor performance evaluation database has not been implemented as intended and is underused across chapter 6 departments. Michael Hoffman, the civil grand jury foreperson, said the database was developed after a 2016 Administrative Code change but has had no entries since February 2020 and no training since September 2019.

"It's time to finish implementing the database and start using it," Hoffman said, urging a single source of truth so departments can evaluate past contractor performance when awarding new work. The jury recommended adding mandatory "lessons learned" fields, allowing non-chapter-6 client departments to provide feedback, and integrating social-impact compliance data from the Public Utilities Commission.

Douglas Legge, deputy city administrator, told the committee the mayor's office supports reengaging the database but cautioned that the tool alone would not solve procurement problems. Legge said departments diverted attention during the pandemic and noted that the database was last populated in February 2020. He said broader changes in contracting practice would be needed to make the database actionable for low-bid procurements.

Ron Alameda, deputy director of Public Works, described technical and staffing obstacles. Alameda said the database platform is "no longer supported," the original project manager has left and some supporting services have expired. He estimated that an initial implementation would require one project-manager-level staffer and perhaps an analyst, and that replatforming or technology procurement could be necessary for long-term success.

Supervisors pressed for firm timelines and funding. Vice Chair Connie Chan asked whether Departments could require that contracting panels consult the database and how the Department of Technology would support any replatforming. Legge and Alameda said departments will need to coordinate with the city attorney and Department of Technology and acknowledged that public-works staffing sits roughly 20% below target, limiting near-term commitments.

Supervisor Mandelmann proposed board responses urging the Department of Public Works to assign a project manager by Dec. 31, 2022, hold outreach and training by Dec. 31, 2022, and present an implementation plan by March 31, 2023. The committee voted to amend and send the resolution with a positive recommendation to the full Board.

What happens next: The committee requested follow-up reports and urged the city administrator and Public Works to provide a concrete project timeline, a funded position for a project manager, and a technology plan to ensure the database is usable and can inform contractor selection.

Authorities and documents: The grand jury referenced Administrative Code section 6.26 (contractor performance evaluation database) and prior controller and grand jury audits dating to 2014 and 2016. The report and the city's written responses were entered into the meeting record.