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File #: 20-0827    Version: 1
Type: Agenda Item Status: Approved
File created: 6/17/2020 In control: Board of Supervisors
On agenda: 7/21/2020 Final action: 7/21/2020
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).
Attachments: 1. 1A - Attachment A - 2020-21
Related files: 19-0944, 16-0747, 09-0998, 17-0879, 12-1290, 18-1138, 17-0766, 18-0266, 18-1179
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 noti...

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