Title
Chief Administrative Officer recommending the Board review and make revisions to the Board of Supervisors Policy C-17-Procurement. (Cont'd 1/15/08, Item 27)
Body
Fiscal Impact/Change to Net County Cost: None.
Background:
On March 20, 2007 (item #31), the Board adopted several revisions to Policy C-17 which related to the process for contracting for services. After evaluating the impacts of the new policy requirements on the contracting process, I recommend the policy revision detailed below.
In March, Section 7.4.2 was added to the policy, requiring the Purchasing Agent to review every contract amendment request and provide written findings of appropriateness for each such amendment. The requirement for the Purchasing Agent to provide this level of detailed review for every proposed contract amendment has proven to be a burden on the contracting process. I recommend deleting this requirement, as there are other existing policy provisions which limit the term of contracts and require the Purchasing Agent to determine appropriate processes for contractor selection:
Section 4.5 requires the Purchasing Agent to determine the appropriate contract term based on the County’s needs and the market for that particular service or commodity. It limits the term of any contract to three years, inclusive of amendments. Any contract exceeding three years must be approved by the Board of Supervisors, regardless of the value of the contract.
Section 7.5 requires the Purchasing Agent to review requests for contracts over $100,000 and determine the appropriate method for selecting a contractor. It also requires justification for the contractor selection process to be included in the Board agenda transmittal.
Section 7.10 requires that the contractor selection process for any contract over $100,000 must include a review of the scope of services and the contractor’s qualifications by a qualified individual from outside the department making the request for ...
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