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File #: 19-0944    Version: 1
Type: Agenda Item Status: Approved
File created: 6/7/2019 In control: Board of Supervisors
On agenda: 8/27/2019 Final action: 8/27/2019
Title: Environmental Management Department, Planning and Building Department, Department of Transportation, and Chief Administrative Office, Procurement and Contracts Division, recommending the Board consider the following: 1) Approve the continuation of nine (9) perpetual agreements as detailed in Attachment A; 2) Authorize the Purchasing Agent to establish change orders to add funds to each agreement as necessary to process associated payments for Fiscal Year 2019-2020; and 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. FUNDING: Road Fund, Community Development Block Grants, General Fund, Public Utility Franchise Fees, and Housing and Economic Development Program Income Funds (Federal, State, and Local Funds).
Attachments: 1. A - Attachment A - 2019-20
Related files: 18-1179, 18-1138, 18-0266, 12-1290, 09-0998, 16-0747, 17-0766, 17-0879, 21-1259, 20-0827
Title
Environmental Management Department, Planning and Building Department, Department of Transportation, and Chief Administrative Office, Procurement and Contracts Division, recommending the Board consider the following:
1) Approve the continuation of nine (9) perpetual agreements as detailed in Attachment A;
2) Authorize the Purchasing Agent to establish change orders to add funds to each agreement as necessary to process associated payments for Fiscal Year 2019-2020; and
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.

FUNDING: Road Fund, Community Development Block Grants, General Fund, Public Utility Franchise Fees, and Housing and Economic Development Program Income Funds (Federal, State, and Local Funds).
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. The termination provisions for each of the agreements are included as Attachment A.

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 upcoming fiscal year. This matter is intended to apprise the Board of these perpetual agreements listed in Attachment A, and recommend the Board authorize the Purchasing Agent to post a change order for each ongoing perpetual agreement to ensure availability of funding in FY 2019-20.

During FY 2019-20, Procurement and Contracts Division staff will continue to monitor and research the existing perpetual agreemen...

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