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File #: 21-0626    Version: 1
Type: Agenda Item Status: Approved
File created: 4/8/2021 In control: Board of Supervisors
On agenda: 5/18/2021 Final action: 5/18/2021
Title: Health and Human Services Agency recommending the Board: 1) Approve the continuation of eleven (11) perpetual agreements as detailed in Attachment A; 2) Authorize the Purchasing Agent to post a change order for each ongoing perpetual agreement to ensure availability of funding in FY 2021-22; 3) Delegate authority to the Health and Human Services (HHSA) Director to execute amendments, as needed, to the perpetual agreements detailed in Attachment A, that do not increase the maximum dollar amount or change the term of the Agreement, contingent upon approval by County Counsel and Risk Management, and notify the Board of such amendments on an annual basis; 4) Receive and file the list of perpetual agreements terminated in FY 2020-21 listed in Attachment B; and 5) Authorize the HHSA Director to terminate other perpetual agreements, as appropriate, including but not limited to those listed in Attachment B, and notify the Board of such terminations on an annual basis. FUNDING: Various, s...
Attachments: 1. A - Attachment A, Perpetual Agreements, 05-18-2021, 2. B - Attachment B, Terminated Agreements, 05-18-2021
Related files: 20-0450, 13-0674, 18-0554, 19-0700, 21-1179
Title
Health and Human Services Agency recommending the Board:
1) Approve the continuation of eleven (11) perpetual agreements as detailed in Attachment A;
2) Authorize the Purchasing Agent to post a change order for each ongoing perpetual agreement to ensure availability of funding in FY 2021-22;
3) Delegate authority to the Health and Human Services (HHSA) Director to execute amendments, as needed, to the perpetual agreements detailed in Attachment A, that do not increase the maximum dollar amount or change the term of the Agreement, contingent upon approval by County Counsel and Risk Management, and notify the Board of such amendments on an annual basis;
4) Receive and file the list of perpetual agreements terminated in FY 2020-21 listed in Attachment B; and
5) Authorize the HHSA Director to terminate other perpetual agreements, as appropriate, including but not limited to those listed in Attachment B, and notify the Board of such terminations on an annual basis.

FUNDING: Various, see funding sources in Attachment A.
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.

Since the implementation of FENIX, each perpetual agreement must have a change order executed to allocate funding for payments in the upcoming fiscal year. Therefore, Health and Human Services Agency (HHSA) is apprising the Board of the perpetual agreements listed on Attachment A, and recommending the Board authorize the Purchasing Agent to post a change order for each ongoing perpetual agreement to ensure availability of funding in FY 2021-22, effective July 1, 2021.

Agreement 404-O1511 (FENIX 3553) with El Dorado Community Foundation was misidentified as an expenditure agreement and erroneously added to the Perpetual List. This Agreement was approved by the Board on...

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