Subject:
Title
Permission for Board of County Commissioner Chair to Execute Contract Extensions
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Fiscal Impact:
To Be Determined; Based on Contract Being Extended
Dept/Office:
Central Services
Requested Action:
Recommendation
It is requested that the Board of County Commissioners amend the previously approved Annual Supply Bids, Proposals, and Requests for Qualifications (Fiscal Year 2019/2020) and/or Negotiate Competitive Agreements to authorize the Chair or designee to execute contract extensions upon review and approval by the County Attorney’s Office, Risk Management, and Purchasing Services.
This requested action is specific to contract extensions only and would be in effect through the end of fiscal year 2019/2020 (September 30, 2020).
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Summary Explanation and Background:
On August 6, 2019 the Board of County Commissioners granted approval to per perform the following actions regarding the attached list of commodities and services for fiscal year 2019/2020:
1. Solicit competitive bids, quotes, and/negotiate competitive agreements and award to lowest, responsive, responsible and most qualified supplier;
2. Solicit competitive proposals and requests for qualifications, establish selection and negotiation committees approved by the County Manager (or designee); and award contracts and/or open purchase orders with the highest ranked proposer;
3. Exercise renewal options upon evaluation of suppler performance, and recommendation from user departments/offices; this establishes that continuance of the contract is favorable prior to renewal of the agreement, and;
4. Authorize the Chair to execute contracts and renewals over $100,000.00 in total aggregate value, subject to prior approval by the County Attorney’s Office and Risk Management.
Central Services is requesting that paragraph 4 above be revised to include the following sentence:
4. Authorize the Chair or designee to execute temporary contract extensions through the end of fiscal year 2019/2020 (September 30, 2020) to enable the continuation of services, as needed, subject to prior approval by the County Attorney’s Office, Risk Management and Purchasing Services.
In light of current events as they relate to County facilities being closed to the public and Purchasing Services having to extend due dates and public bid openings for the foreseeable future, there are contracts that need to be extended. In lieu of flooding the Board Agenda with several individual contract extension requests, Central Services is looking to add this language to the original approval. If approved, this would alleviate the need to bring contracts previously executed by the Chair to the Board individually for execution of an extension. All contract extensions would be reviewed/approved by the County Attorney’s Office, Risk Management and Purchasing Services prior to being routed through the County Manager’s office for approval to submit to the Chair for execution.
These extensions would be limited to a time period (anticipated not to exceed 180 days each) which will enable a continuation of services until a new solicitation can be advertised and awarded once the County returns to normal operations and can reopen County facilities to allow for public bid openings and public selection committees.
Clerk to the Board Instructions:
None