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About SFOpenBook - Supplier Contracts
Table of Contents
What is SFOpenBook?
SFOpenBook is the City and County of San Francisco’s transparency
website, providing residents, journalists and others with
interactive tools to understand City financial, economic and
government performance data. To learn more about the other parts of
this website, such as our Economic and Government Performance
Barometers, budget, and actual Spending and Revenue including supplier payments,
view the Frequently Asked Questions about SFOpenBook.
What is SFOpenBook - Supplier Contracts?
The SFOpenBook - Supplier Contracts tool is a searchable, user-friendly public site that allows you to look up information about contracts between the City and its suppliers. Contracts differ from the
purchase orders presented on the SFOpenBook - Supplier Payments report in that a contract is a purchase agreement between the City and a supplier that
usually represents a series of purchases over a set term, while a purchase order is issued to make a single purchase from a supplier and establish the related encumbrance for accounting purposes. Depending on the governing purchasing authority, a purchase order
can be issued without first executing a contract, or a contract can expire without being fully released to purchase orders. For these reasons, the sum of issued purchase orders and contracts for a supplier across the two reports may not necessarily match.
What information can I find here?
The San Francisco Controller's Office maintains a database of contracts and payments made to Suppliers (vendors, contractors and grantees). The Supplier Contracts shown here include all fully executed, expenditure-only contracts, including City contracts for commodities, professional and general services, and construction from fiscal year 2018 forward, based upon the contracting departments' inputs. This data set includes both departmental and citywide contracts.
This data is presented on the Supplier Contracts report hosted at http://openbook.sfgov.org, and is also available in CSV format, which lists summary data by contract. We have removed sensitive contracts and information from this data in order to balance disclosure requirements and protected/confidential data. For example, we have removed contracts related to certain legal proceedings that are exempt from disclosure. New data is added on a weekly basis.
Revenue contracts, including concessions and rental income contracts, are not included in this data set; they are tracked in departmental subsystems and currently are not available in SF Open Book. For more information about Revenue Contracts, please contact the respective City Department that awards the contract, e.g. for Airport Concession Contracts, contact the San Francisco Airport Commission which maintains these records.
How can I use the reporting tool?
After making required filter selections, click GO to proceed.
- Report Type is a required selection.
- The "Prime Contractors Only" report type lists each contract and related attributes with only the prime contractor listed.
- The "Primes and Subcontractors" report type lists all details contained in the "Primes Only" report type as well as each member of the contract's project team: the prime contractor, subcontractors,
and joint venture constituents (if the prime contractor is a joint venture entity), with each member's scope of work and allocated awards and liquidations. This report type also includes a subtotal for each contract,
which matches the single record per contract appearing on the "Prime Contractors Only" report type
- If using the "Primes and Subcontractors" report type, please note that only a prime contractor is required in order to execute a City contract and for many contracts, no additional subcontractors contribute to the
contracted work. In these cases, only the prime contractor is listed.
- Optionally select one or more term start fiscal years, departments and/or suppliers to narrow down the dataset.
- Note that excluding some or all of the optional filters may cause the report to run more slowly.
- Selecting all of the items within a filter will yield the same results as selecting no items but causes the report to run much more slowly, so the best way to retrieve all items within a filter is to not use the filter at all.
- The Supplier Search function can be used to find suppliers by name. Enter the beginning of a keyword (or use the "Options" submenu to specify different search logic) and click Search to retrieve the matching results. Then, select the desired suppliers from the list of results and click Insert to add those suppliers to the filter.
When using the "Prime Contractors Only" report type, this will filter for contracts with a prime contractor matching the selected supplier(s). When using the "Primes and Subcontractors" report type, it will filter for contracts with any participating supplier matching the selected supplier(s), however all suppliers
associated with the contract will be displayed (whether or not selected) to reflect the complete contract.
What are the definitions of the various output columns?
- Prime Contractor: The supplier with which the City directly contracts to provide goods or services.
- Subcontractor: The prime contractor may enter into separate agreements with additional suppliers to perform additional work within the scope of the contract. These entities are considered subcontractors with respect to the contract between the City and prime contractor.
- Contract Number: The unique identifier of a purchase agreement entered into by the City and a supplier that lists specific goods or services to be provided by the supplier, the agreed upon prices, and the related terms and conditions.
- Contract Title: A brief description of the goods or services being contracted for, or other associated reference information.
- Term Start Date: The date on which suppliers' work has been authorized to begin, as specified in the contract.
- Term Start Date: The date on which suppliers' work should be completed, as specified in the contract.
- Contract Type: A broad descriptor for contracts entered in the City's financial system which indicates the type of good or service to be purchased and general related procurement processes. Examples include Construction Contracts and Professional Services.
- Purchasing Authority: The charter statute or other authority which grants the City the right to enter into the contract. Examples include Term Contract and Competitive Solicitation.
- Sole Source?: Identifies whether the contract work is being performed under a sole source purchasing authority, indicating that the supplier is the sole source available for the required goods or services.
- Department: Departments are the primary organizational unit used by the City and County of San Francisco. Examples include Recreation and Parks, Public Works, and the Police Department.
- Controller’s Concurrence: Indicates whether the contract was subject to an alternative approval process by the Controller’s Office in accordance with a Mayor’s Emergency Declaration.
- Supplier Name: An organization that the City pays in return for goods or services.
- Supplier LBE Status: Indicates whether the supplier is currently certified as a Local Business Enterprise by the City's Contract Monitoring Division. For more information on this program, please visit the Contract Monitoring Division's website.
- Non-profit: A supplier that is a non-profit organization as defined through the City's business tax process.
- Contract Line Number: The contract line number, representing one group of goods or services to be purchased. A contract can have multiple lines, and these can be of type “category line” (‘CTG’) or “contract line” (‘ITEM’).
- Product Category: The National Institute of Governmental Purchasing (NIGP) category code and title representing the type of goods or services to be purchased.
- COVID-Related Project: Indicates that the contract was for a COVID-19-related procurement or contract extension.
- Supplier Type: Indicates whether the listed supplier is the prime contractor, a subcontractor, or a joint venture constituent (if the prime contractor is a joint venture entity) as identified on the contract's project team.
- Scope of Work: The type of good or service provided by the supplier, which may differ between the prime contractor and a subcontractor on a contract. For example, the prime contractor on a construction
contract might provide general contractor services while a subcontractor performs electrical work.
- Contract Award Amount: The total price for the goods and services to be rendered during the course of the contract. For the "Primes and Subs" report type, the allocation to each participating supplier is listed.
- Purchase Orders Outstanding: The sum of outstanding contract liquidations released to purchase orders. For the "Primes and Subs" report type, the allocation to each participating supplier is listed.
- Payments Made: The sum of contract payments to date. For the "Primes and Subs" report type, the allocation to each participating supplier is listed.
- Remaining Contract Award Amount: The balance of awards less purchase order releases and payments made to date. For the "Primes and Subs" report type, the allocation to each participating supplier is listed.
What is the definition of "Contract Authority"?
Contract Authority is the approved, not-to-exceed (NTE) contracting dollar amount, e.g., a $1M Purchase Order (PO) issued off of a Contract with an NTE of $10, results in a $9M remaining available contracting authority balance that can be used to issue future POs.
What information will I not find here?
To protect confidentiality as legally required, certain activity is excluded from the supplier contracts report such as payments to employees (reimbursements, garnishments) and jury members, revenue refunds, payments for judgments and claims, witnesses, relocation and rehousing, and a variety of human services payments. Additionally, revenue contracts, including concessions and rental income contracts, are not included in this data set; they are tracked in departmental subsystems and currently are not available in SF Open Book. For more information about Revenue Contracts, please contact the respective City Department that awards the contract, e.g. for Airport Concession Contracts, contact the San Francisco Airport Commission which maintains these records.
How far back does the data go?
The data included in the Supplier Contracts report reflects supplier expenditure contracts that were awarded by City Departments after 7/1/2017, the date the City & County of San Francisco implemented the PeopleSoft Financial & Procurement System, as well as the remaining not-to-exceed contract authority for all supplier expenditure contracts that were still active along with their associated purchase order (PO) available, unexpended balances as of 7/1/2017. For partially used contract authority, the Contract Award Amount only includes the portion that was unutilized and available as of 7/1/2017, unless the Contract Award Amount was updated by the department after July 1, 2017. Contracts that were expired before 7/1/2017 as well as contracts that had no remaining contracting authority from which to issue new purchase orders were not converted or loaded into PeopleSoft. For information requests regarding the latter as well as for the portion of contract of authority used prior to 7/1/2017 for otherwise unexpired contract balances that were converted and still active as of 7/1/2017, please contact the City department(s) that issued the contract.
How often is the website updated?
SFOpenBook - Supplier Contracts is updated weekly every Sunday night.
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