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File #: 23-0832    Version: 1
Type: Agenda Item Status: Approved
File created: 4/13/2023 In control: Board of Supervisors
On agenda: 6/20/2023 Final action: 6/20/2023
Title: Health and Human Services Agency (HHSA) recommending the Board: 1) Approve the continuation of nine (9) 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 Fiscal Year 2023-24; 3) Delegate authority to the Purchasing Agent 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 beyond what is outlined in Attachment A, contingent upon approval by County Counsel and Risk Management; and 4) Authorize the HHSA Director to terminate perpetual agreements, as appropriate, including but not limited to those listed in Attachment A. FUNDING: Various, see funding sources in Attachment A.
Attachments: 1. A - FY 2023-24 Perpetual List
Related files: 13-0674, 18-0554, 19-0700, 20-0450, 21-0626, 22-0592
Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Approve the continuation of nine (9) 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 Fiscal Year 2023-24;
3) Delegate authority to the Purchasing Agent 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 beyond what is outlined in Attachment A, contingent upon approval by County Counsel and Risk Management; and
4) Authorize the HHSA Director to terminate perpetual agreements, as appropriate, including but not limited to those listed in Attachment A.

FUNDING: Various, see funding sources in Attachment A.
Body
DISCUSSION / BACKGROUND:
In accordance with Board of Supervisors Policy C-17, Section 2.3, “Perpetual Agreements,” Departments must obtain authorization from the Board of Supervisors, initially, and on an annual basis, to utilize any contract that does not have a stated contract term and exceeds the Purchasing Agent authority.” Accordingly, HHSA is requesting the Board authorize the continuance and/or termination of the following specified perpetual agreements for FY 2023-24.

The County’s financial system (FENIX) requires that each perpetual agreement have a change order processed to allocate funding for payments in the upcoming FY. Therefore, HHSA is apprising the Board of the perpetual agreements listed in Attachment A, and recommending the Board authorize the Purchasing Agent (PA) to post a change order for each ongoing perpetual agreement to ensure the availability of funding in FY 2023-24, effective July 1, 2023.

On June 28, 2022, for FY 2022-2023, the Board approved the continuation of thirteen (13) perpetual agreements (22-0592). For the current FY, HHSA has two (2) additions to the perpetual list as follows:
1. Agreement 3446...

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