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File #: 19-0700    Version: 1
Type: Agenda Item Status: Approved
File created: 4/23/2019 In control: Board of Supervisors
On agenda: 6/4/2019 Final action: 6/4/2019
Title: Health and Human Services Agency (HHSA), recommending the Board: 1) Approve the continuation of eighteen (18) perpetual agreements as detailed in Attachment A; 2) Authorize the Purchasing Agent to encumber funds for the Fiscal Year 2019-2020 payments required for each perpetual agreement; 3) Find that, in accordance with County Ordinance Section 3.13.030, it is more economical and feasible to engage independent contractors for the various services provided via the perpetual agreements detailed in Attachment A; 4) Delegate authority to the HHSA Director to execute amendments, if any, to the perpetual agreements detailed in Attachment A as needed, including amendments that do not increase the maximum dollar amount or change the term of the Agreement, and contingent upon approval by County Counsel and Risk Management, and notify the Board of such amendments on an annual basis; 5) Receive and file the list of perpetual agreements to be terminated in Fiscal Year 2018-2019 detailed in At...
Attachments: 1. A - Perpetual Agreement List 2019-20, 2. B - Termination List
Related files: 18-1023, 18-1873, 13-0674, 18-0554, 18-1660, 20-0450, 20-1608, 21-0626, 22-0592
Title
Health and Human Services Agency (HHSA), recommending the Board:
1) Approve the continuation of eighteen (18) perpetual agreements as detailed in Attachment A;
2) Authorize the Purchasing Agent to encumber funds for the Fiscal Year 2019-2020 payments required for each perpetual agreement;
3) Find that, in accordance with County Ordinance Section 3.13.030, it is more economical and feasible to engage independent contractors for the various services provided via the perpetual agreements detailed in Attachment A;
4) Delegate authority to the HHSA Director to execute amendments, if any, to the perpetual agreements detailed in Attachment A as needed, including amendments that do not increase the maximum dollar amount or change the term of the Agreement, and contingent upon approval by County Counsel and Risk Management, and notify the Board of such amendments on an annual basis;
5) Receive and file the list of perpetual agreements to be terminated in Fiscal Year 2018-2019 detailed in Attachment B; and
6) Authorize the HHSA Director to terminate other perpetual agreements as appropriate, and including but not limited to those listed in Attachment B, and notify the Board of such terminations on an annual basis.

FUNDING: Federal and State funds, or grants with the County share of cost or required match, if any, met with realignment or other Non-General Fund resources.
Body
DISCUSSION / BACKGROUND:
Board of Supervisors Policy C-17, Section 4.5, “Contract Term,” requires departments to obtain authorization from the Board of Supervisors, initially, and on an annual basis, to use any contract that does not have a stated agreement term.

In the past, departments recommended the Board authorize the Purchasing Agent to execute a blanket purchase order for each perpetual agreement, to ensure availability of funding for payments. Since the implementation of FENIX, each perpetual agreement must have a change order executed to allocate funding for payments in the upco...

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