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Health and Human Services Agency (HHSA) recommending the Board:
1) Approve the continuation of 10 perpetual agreements as detailed in Attachment A;
2) Authorize the Purchasing Agent to post a change order for each ongoing perpetual agreement to ensure availability of funding in Fiscal Year 2024-25;
3) Delegate authority to the Purchasing Agent to execute amendments, as needed, to the perpetual agreements detailed in Attachment A, that do not increase the maximum dollar amounts beyond what is outlined in Attachment A, contingent upon approval by County Counsel and Risk Management; and
4) Authorize the HHSA Director or Chief Assistant Director to terminate perpetual agreements, as appropriate, including but not limited to those listed in Attachment A.
FUNDING: Various, see funding sources in Attachment A.
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DISCUSSION / BACKGROUND:
In accordance with the October 20, 2022, Board of Supervisors Policy C-17, Section 2.4, “Perpetual Agreements,” a perpetual agreement is a contract that does not have a stated term. Under this policy, the County Purchasing Agent (PA) is authorized to sign perpetual agreements where the dollar amount does not exceed the PA’s authority. The PA authority is determined based on the dollar amount to be expended within the first 36 months of the contract.
Beginning June 20, 2017, and thereafter on an annual basis each year, the Board has authorized the Purchasing Agent to sign specific HHSA perpetual agreements to ensure continued administration and provision of services to the community. This annual approval process has allowed HHSA to ensure continuity in services on specific perpetual agreements without any undue delays. Most recently, on June 20, 2023, the Board approved the continuation of nine HHSA perpetual agreements for Fiscal Year (FY) 2023-24 (Legistar file 23-0832).
HHSA is requesting the Board authorize the continuance of 10 specified perpetual agreements for FY 2024-25. For FY 2024-25, HHSA has one addition to...
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