Title
Chief Administrative Office, Procurement and Contracts Division, Planning and Building Department, and Department of Transportation, recommending the Board consider the following:
1) Approve the continuation of eight (8) perpetual agreements as detailed in Attachment A and;
2) Authorize the Purchasing Agent to establish change orders to add funds to each agreement as necessary to process associated payments for Fiscal Year 2020-21.
FUNDING: Road Fund, General Fund, and Public Utility Franchise Fees (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.
The Trans Union, LLC Master Agreement for Consumer Reporting and Ancillary Services and the Addendum for Agreement for Fair Isaac Score Services #213-S0910/FENIX #415 used by the Housing and Economic Development Program, Planning and Building Department, has been removed as a perpetual agreement due to its limited use and because the department is able to utilize other reduced cost resources for this service.
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 2020-21.
During FY 2020-21, Procurement and Contracts Division staff will continue to monitor and research the existing perpetual agreements. For any agreement that is no longer needed, Procurement and Contracts Division staff will terminate them as appropriate, and notify the Board of such terminations on an annual basis.
ALTERNATIVES
The Board may choose not to approve any or all of the perpetual agreements. As each item facilitates an important service, alternative methods to deliver these services would need to be identified, in addition to associated costs.
PRIOR BOARD ACTION
1) 08/05/2014, 09-0998, Item 8
2) 08/16/2016, 16-0747, Item 11
3) 08/15/2017, 17-0766, Item 10
4) 09/19/2017, 17-0879, Item 4
5) 09/26/2017, 12-1290, Item 21
6) 05/08/2018, 18-0266, Item 43
7) 07/24/2018, 18-1138, Item 2
8) 08/21/2018, 18-1179, Item 12
9) 08/27/2019, 19-0944, Item 29
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The current FY 2020-21 budgeted amounts are included in Attachment A.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure, Good Governance, and Public Safety
CONTACT
Tiffany Schmid, Director
Planning and Building Department
Rafael Martinez, Director
Department of Transportation
Michele Weimer, Purchasing & Contracts Manager
Chief Administrative Office
Procurement and Contracts Division