HomeMy WebLinkAboutBOARD STANDING COMMITTEES - 09102018 - Internal Ops Agenda Pkt
INTERNAL OPERATIONS
COMMITTEE
September 10, 2018
1:00 P.M.
651 Pine Street, Room 101, Martinez
Supervisor Diane Burgis,Chair
Supervisor Candace Andersen, Vice Chair
Agenda
Items:
Items may be taken out of order based on the business of the day and preference
of the Committee
1.Introductions
2.Public comment on any item under the jurisdiction of the Committee and not on this
agenda (speakers may be limited to three minutes).
3. RECEIVE and APPROVE the Record of Action for the June 11, 2018 IOC meeting.
(Julie DiMaggio Enea, IOC Staff)
4. CONSIDER accepting the semiannual Small Business Enterprise, Outreach, and Local
Bid Preference Programs Report, reflecting departmental program data for the period
January through June 2018. (David Gould, Purchasing Services Manager, Public Works
Department)
5.The next meeting is currently scheduled for October 8, 2018.
6.Adjourn
The Internal Operations Committee will provide reasonable accommodations for persons with
disabilities planning to attend Internal Operations Committee meetings. Contact the staff person
listed below at least 72 hours before the meeting.
Any disclosable public records related to an open session item on a regular meeting agenda and
distributed by the County to a majority of members of the Internal Operations Committee less than
96 hours prior to that meeting are available for public inspection at 651 Pine Street, 10th floor,
during normal business hours. Staff reports related to items on the agenda are also accessible on
line at www.co.contra-costa.ca.us.
Public comment may be submitted via electronic mail on agenda items at least one full work day
prior to the published meeting time.
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For Additional Information Contact:
Julie DiMaggio Enea, Committee Staff
Phone (925) 335-1077, Fax (925) 646-1353
julie.enea@cao.cccounty.us
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INTERNAL OPERATIONS COMMITTEE 3.
Meeting Date:09/10/2018
Subject:RECORD OF ACTION FOR THE JUNE 11, 2018 IOC MEETING
Submitted For: David Twa, County Administrator
Department:County Administrator
Referral No.: N/A
Referral Name: RECORD OF ACTION
Presenter: Julie DiMaggio Enea, IOC
Staff
Contact: Julie DiMaggio Enea (925)
335-1077
Referral History:
County Ordinance requires that each County body keep a record of its meetings. Though the
record need not be verbatim, it must accurately reflect the agenda and the decisions made in the
meeting.
Referral Update:
Attached is the Record of Action for the June 11, 2018 IOC meeting.
Recommendation(s)/Next Step(s):
RECEIVE and APPROVE the Record of Action for the June 11, 2018 IOC meeting.
Fiscal Impact (if any):
None.
Attachments
DRAFT IOC Record of Action 6-11-18 Meeting
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D R A F T
INTERNAL OPERATIONS
COMMITTEE
RECORD OF ACTION FOR
June 11, 2018
Supervisor Diane Burgis, Chair
Supervisor Candace Andersen, Vice Chair
Present: Diane Burgis, Chair
Candace Andersen, Vice Chair
Staff Present:Julie DiMaggio Enea, Staff
Attendees: Lamar Anderson
Sathya Rao
Maureen Parkes, Conservation & Devel Dept
Emlyn Struthers, Clerk of the Board's Office
Chris Peterson
Jason Crapo, Conservation & Devel Dept
Mark Goodwin, District III Chief of Staff
Jonathan Kevles
Cindy, District III Student Intern
1.Introductions
Chair Burgis called the meeting to order at 1:03 p.m. and self introductions were
made around the room.
2.Public comment on any item under the jurisdiction of the Committee and not on this
agenda (speakers may be limited to three minutes).
None of the attendees requested to speak during the public comment period.
3.RECEIVE and APPROVE the Record of Action for the April 9, 2018 IOC meeting.
The Committee approved the record of action for the April 9, 2018 IOC meeting as
presented.
AYE: Chair Diane Burgis, Vice Chair Candace Andersen
Passed
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4.RECOMMEND to the Board of Supervisors the reappointment of Richard "Tom"
Chapman to the At Large #2 seat on the Contra Costa County Fire Protection District
Advisory Commission to a four-year term beginning July 1, 2018 and ending June 30,
2022.
The Committee approved the recommendation to reappoint Richard "Tom"
Chapman to the At Large #2 seat on the Contra Costa County Fire Protection
District Advisory Commission to a four-year term beginning July 1, 2018 and ending
June 30, 2022, and directed staff to forward the recommendation to the Board of
Supervisors.
AYE: Chair Diane Burgis, Vice Chair Candace Andersen
Passed
5.INTERVIEW candidates for the At Large #1 seat on the County Planning Commission
and CONSIDER nomination to the Board of Supervisors for appointment to a four-year
term beginning July 1, 2018 and ending June 30, 2022. (Julie DiMaggio Enea, IOC
Staff)
The Committee interviewed Sathya Rao and Lamar Anderson and decided to
recommend the appointment of Bhupen Amir to the At Large #1 seat on the County
Planning Commission to a four-year term beginning July 1, 2018 and ending June
30, 2022, and directed staff to forward the recommendation to the Board of
Supervisors.
AYE: Chair Diane Burgis, Vice Chair Candace Andersen
Passed
6.APPROVE recommendation from the Fish & Wildlife Committee for the off-cycle
allocation of 2018 Fish and Wildlife Propagation Fund grant funds in the amount of
$7,811.49 to the Lindsay Wildlife Experience for equipment to be used in its triage
wildlife hospital.
The Committee approved the recommendation from the Fish & Wildlife Committee
for the off-cycle allocation of 2018 Fish and Wildlife Propagation funds in the
amount of $7,811.49 to the Lindsay Wildlife Experience for equipment to be used in
its triage wildlife hospital, and directed staff to forward the recommendation to the
Board of Supervisors.
AYE: Chair Diane Burgis, Vice Chair Candace Andersen
Passed
7.Staff recommends that the Committee recommend to the Board of Supervisors that the
County’s PACE program application process be streamlined by reducing County review
of PACE program disclosure and financing practices and instead requiring confirmation
that the PACE program has an active license to operate from the State Department of
Business Oversight and that the PACE program meets the County’s indemnification and
insurance requirements.
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Jason Crapo presented the staff report and recommendation, highlighting that more
than 400 PACE loans had been made under the three programs operating in the
County unincorporated area for an aggregate amount of approximately $13 million
and an average loan amount of $33,000.
Chris Peterson and Jonathan Kevles commented on the report.
The Committee approved the staff recommendation that the County’s PACE
program application process be streamlined by reducing County review of PACE
program disclosure and financing practices and instead requiring confirmation that
the PACE program has an active license to operate from the State Department of
Business Oversight and that the PACE program meets the County’s indemnification
and insurance requirements.
AYE: Chair Diane Burgis, Vice Chair Candace Andersen
Passed
8.The next meeting is currently scheduled for July 9, 2018.
9.Adjourn
Chair Burgis adjourned the meeting at 1:55 p.m.
For Additional Information Contact:
Julie DiMaggio Enea, Committee Staff
Phone (925) 335-1077, Fax (925) 646-1353
julie.enea@cao.cccounty.us
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INTERNAL OPERATIONS COMMITTEE 4.
Meeting Date:09/10/2018
Subject:Small Business Enterprise & Outreach Program and Local Bid Preference
Program Reports for Jan-Jun 2018
Submitted For: Brian M. Balbas, Interim Public Works Director/Chief Engineer
Department:Public Works
Referral No.: IOC 18/1; 18/4
Referral Name: Small Business Enterprise and Outreach Programs; Local Bid Preference
Program
Presenter: David Gould, Purchasing Services
Manager
Contact: David Gould (925)
313-2151
Referral History:
Contra Costa County values the contributions of small and local businesses in the County and has
developed programs to assist in the solicitation and awarding of contracts. The Board of
Supervisors has adopted these programs to enable small and local businesses to compete for a
share of the County's purchasing transactions.
SBE and Outreach Programs. The Board of Supervisors has set a goal of awarding at least 50%
of eligible product and service dollars to small businesses. The Small Business Enterprise (SBE)
Program applies to: (1) county-funded construction contracts of $100,000 or less; (2) purchasing
transactions of $100,000 or less; and (3) professional/personal service contracts of $100,000 or
less. The SBE Program's objective is to have at least 50% or more of the total eligible dollar base
amounts be awarded to SBEs. A Small Business Enterprise, as defined by the California
Government Code, Section 14837, Chapter 3.5 must be:
Independently owned and operated business, which is not dominant in its field of operation
Principal office of which is located in California
Officers of which are domiciled in California, and which together with affiliates, has 100 or
fewer employees
Average annual gross receipts of fourteen million dollars ($14,000,000) or less over the
previous three tax years, or a manufacturer with 100 or fewer employees.
Local Bid Preference Program. On August 10, 2004, the Board of Supervisors referred to the
Internal Operations Committee (IOC) the creation of a policy to grant a five percent preference to
Contra Costa County vendors on all sealed bids or proposals, except with respect to those
contracts which state law requires to be granted to the lowest bidder, and review of an ordinance
to be drafted by County Counsel to enact this policy. The 2005 IOC proposed a new ordinance to
the Board of Supervisors, and the Board adopted the local bid preference ordinance to support
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small local business and stimulate the local economy at no additional cost to the County. The
ordinance provides that if the low bid in a commodities purchase is not a local vendor, any
responsive local vendor who submitted a bid over $25,000 that was within 5% percent of the
lowest bid has the option to submit a new bid. The local vendor will be awarded if the new bid is
in an amount less than or equal to the lowest responsive bid, allowing the County to favor the
local vendor but not at the expense of obtaining the lowest offered price.
The ordinance defines a local vendor as any business that has its headquarters, distribution point,
or locally-owned franchise located within the county for at least six months immediately prior to
the issuance of the request for bids, and holds a valid business license by a jurisdiction in Contra
Costa County.
Reporting Requirements
It is the responsibility of each department to track and compile the data on purchasing and
outreach activities so that a countywide report can be provided to the Board of Supervisors. It is
the responsibility of the Purchasing Services Manager to comply with and report on the Local Bid
Preference Program. The Board receives reports for six month increments, and the last report
received by the Board was for the period ending December 2017. The attached report constitutes
the next report due for the time period of January through June 2018.
Since adoption, the IOC has continued to monitor the effects of these programs through annual
reports, currently prepared and presented by the Purchasing Services Manager.
Referral Update:
Attached is the SBE, Outreach, and Local Bid Preference Programs report for the period January
through June 2018.
Recommendation(s)/Next Step(s):
ACCEPT the Small Business Enterprise, Outreach, and Local Bid Preference Programs Report,
reflecting departmental program data for the period January through June 2018.
Fiscal Impact (if any):
None. This is an informational report.
Attachments
SBE, Outreach and Local Bid Programs Report for January-June 2018
SBE, Outreach and Local Bid Programs Report for January-June 2018- - Attachment A
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“Accredited by the American Public Works Association”
255 Glacier Drive Martinez, CA 94553-4825
TEL: (925) 313-2000 FAX: (925) 313-2333
www.cccpublicworks.org
Brian M. Balbas, Director
Deputy Directors
Stephen Kowalewski, Chief
Mike Carlson
Carrie Ricci
Joe Yee
September 5, 2018
TO: Internal Operations Committee
Supervisor Diane Burgis, District III, Chair
Supervisor Candace Andersen, District II, Vice Chair
FROM: David Gould, Procurement Services Manager
SUBJECT: Small Business Enterprise, Outreach, and Local Program Report for
January‐June 2018
RECOMMENDATION:
ACCEPT the SBE, Outreach, and Local Programs Report, reflecting departmental
program data for the period: January 1 through June 30, 2018.
BACKGROUND:
Contra Costa County values the contributions of small business in the County and has
developed programs to assist in the solicitation and awarding of contracts. The Board of
Supervisors has adopted these programs to enable small and local businesses to compete
for a share of the County's purchasing transactions.
The Board of Supervisors has set a goal of awarding at least 50% of eligible product and
service dollars to small businesses. The Small Business Enterprise (SBE) Program applies
to: (1) county-funded construction contracts of $100,000 or less; (2) purchasing
transactions of $100,000 or less; and (3) professional/personal service contracts of
$100,000 or less.
The SBE Programs objective is to have at least 50% or more of the total eligible dollar base
amounts be awarded to SBEs. A Small Business Enterprise, as defined by the California
Government Code, Section 14837, Chapter 3.5 must be:
•Independently owned and operated business, which is not dominant in its field of
operation
•Principal office of which is located in California
•Officers of which are domiciled in California, and which together with affiliates, has 100 or
fewer employees
•Average annual gross receipts of fourteen million dollars ($14,000,000) or less over the
previous three tax years, or a manufacturer with 100 or fewer employees.
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SBE, Outreach, and Local Business Report
September 5, 2018
Page 2 of 4
Reporting Requirements
It is the responsibility of each department to track and compile the data on these
purchasing activities so that a countywide report can be provided to the Board of
Supervisors. The Board receives reports for six month increments, and the last report
received by the Board was for the period ending December 2017. Attachment A constitutes
the report due for the time period of January 1-June 30, 2018.
Summary Findings
The table below summarizes the attached department activity on a countywide basis.
January - June 2018
ACTIVITY TYPE:
Total # of
ALL
Contracts
Total # of
SBE
Contracts
SBE
Percent of
Total
Total Dollar
Value of ALL
Contracts
Total Dollar
Value of SBE
Contracts
SBE
Percent of
Total
Professional/Personal Services 228 123 53.9% $12,155,809 $4,730,577 38.9%
Purchasing Transactions 1570 552 35.2% $27,520,175 $9,812,560 35.7%
Construction Contracts 0 0 0% $0 $0 0%
Overall this information shows the County is directing a large volume of qualifying activity
to SBE firms. For professional/personal services contracts, this activity fell short of the
50% goal for the dollar value of contracts. The dollar value of contracts awarded to
businesses under the program was $4.7 million for this period compared to $7.7 million in
the previous reporting period. This equates to a respectable 38.9% of eligible dollars
awarded to program participants.
For the category of purchasing transactions, it should be noted that while the activity did
not achieve the 50% goal, the dollar value of these contracts awarded to SBE businesses
increased by $3 million over the previous reporting period. Departments report no
construction contracts awarded under the program for this period.
It is worth noting that the SBE participation goals of surrounding agencies are more
typically in the 20-25% range. By that measure, Contra Costa County’s reported activity is
above that threshold in every reporting category.
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SBE, Outreach, and Local Business Report
September 5, 2018
Page 3 of 4
E-Outreach Report
In order to encourage the use of small, local, and disadvantaged businesses, the County's E-
Outreach Program requires bids and Request for Proposals of $10,000 or more to be
solicited online. For this period there were 34 bids totaling $28,875,577 that fell within the
County's E-Outreach Program.
In addition, outreach data for all electronic solicitations is maintained and provided
through the Purchasing Division of the Public Works Department reflecting outreach to
small, women, minority-owned, local, disabled veteran, and disadvantaged business
enterprises. During the reporting period, 34 bids were conducted using the BidSync e-
outreach site. Notifications were sent to 153,598 businesses of which 44.7% are considered
a small, local, or disadvantaged business.
E-Outreach
January 1, 2018 - June 30, 2018
Number of Solicitations 34
Total Notifications 153,598
Dollar Value $ 28,875,577
BUSINESS CATEGORY Notifications Percentage of Total
MBE - Minority Business Enterprise 12,013 7.8%
WBE - Women Business Enterprise 12298 8.0%
SBE - Small Business Enterprise 33,382 21.7%
LBE - Local Business Enterprise 378 .25%
DVBE - Disabled Veteran Business Enterprise 81 .05%
DBE – Disadvantaged Business Enterprise 10,559 6.9%
Total 68,711 44.7%
8.0 7.7
4.7
8.0 6.8
9.8
0.1 0.2 $‐
1/1 to 6/30 2017 7/1 to 12/31 2017 1/1 to 6/30 2018
Value of Contracts Awarded
In Millions of Dollars
Professional Services Purchase Orders Construction Contracts
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SBE, Outreach, and Local Business Report
September 5, 2018
Page 4 of 4
Local Business Preference
The Local Bid Preference Program allows a bidder in a commodity bid exceeding $25,000,
who is a low bidder, to submit a new bid if they are within 5% of the low bidder. There
were no instances of the Bid Preference being utilized for this reporting period.
Dollar Value Awarded to Local and Bay Area Businesses
The dollar value of Purchase Orders issued for the period was $62.5 million. The dollar
value awarded to Contra Costa County businesses was $11.9 million, a $4.3 million increase
from the previous period. The value of awarded to all Bay Area businesses was 36% or
$22.7 million. This represents a significant contribution to the local economy.
Contra Costa County $11,853,196 19%
Other Bay Area Counties $10,854,109 17%
Other $39,774,230 64%
Total $62,481,535 100%
Conclusion
The County demonstrates continued commitment to achieving the 50% goal for
participation by SBE firms in contract and purchasing activity. While the data for some
departments is below this threshold, this is often due to unique business requirements that require
sole source purchases or contracts.
Attachment A
8.7 7.6 11.9
23.8
12.7 10.9
44.1
68.8
39.8
1/1 to 6/30 2017 7/1 to 12/31 2017 1/1 to 6/30 2018
PO Value by Area
In Millions of Dollars
Contra Costa County Other Bay Area Counties Other
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ATTACHMENT ASMALL BUSINESS ENTERPRISE ‐ Program Activity reportReporting Period: January ‐ June 2018Total # of Total # of SBE percent ofTotal dollar value Total dollar value SBE percent ofALLcontractsSBEcontractsTotal # of contractsof ALL contractsof SBEcontractsTotal contracts valueAgricultureProfessional/Personal services contracts 7 4 57.1% $93,545 $57,663 61.6%Purchasing Transactions20525.0%$78,301 $10,02312.8%Construction contracts000.0%$0$00.0%Animal Services Professional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 33 16 48.5% $87,011 $68,899 79.2%Construction contracts 0 0 0.0% $0 $0 0.0%AssessorProfessional/Personal services contracts 1 1 100.00% $650 $650 100.0%Purchasing Transactions 15 3 83.30% $90,754 $16,395 18.1%Construction contracts 0 0 0 $0 $0 0.0%Auditor‐ControllerProfessional/Personal services contracts 1 0 0.0% $596 $0 0.0%Purchasing Transactions 1 0 0.0% $437 $0 0.0%Construction contracts 0 0 0.0% $0 $0 0.0%Clerk‐Recorder‐ElectionsProfessional/Personal services contracts 18 7 38.9% $174,393 $117,14367.2%Purchasing Transactions20945.0%$93,100 $50,60454.4%Construction contracts000.0%$0$00.0%Conservation and DevelopmentProfessional/Personal services contracts 9777.8%$352,345 $259,40573.6%Purchasing Transactions8450.0%$119,838 $72,91260.8%Construction contracts000.0%$0$00.0%County Administrator's Office ‐ AdministrationProfessional/Personal services contracts 100.0%$89,250 $80,00089.6%Purchasing Transactions8225.0%$105,735 $17,01216.1%Construction contracts000.0%$0$00.0%Page 1 of 413
ATTACHMENT ASMALL BUSINESS ENTERPRISE ‐ Program Activity reportReporting Period: January ‐ June 2018Total # of Total # of SBE percent ofTotal dollar value Total dollar value SBE percent ofALLcontractsSBEcontractsTotal # of contractsof ALL contractsof SBEcontractsTotal contracts valueCounty Administrator's Office ‐ Clerk of the BoardProfessional/Personal services contracts 1 1 100.0% $51,080 $51,080 100.0%Purchasing Transactions 0 0 0.0% $0 $0 0.0%Construction contracts 0 0 0.0% $0 $0 0.0%County Administrator's Office ‐ Communications and MediaProfessional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 9 4 44.4% $36,676 $54,635 149.0%Construction contracts 0 0 0.0% $0 $0 0.0%County Administrator's Office ‐ Dept. of Information Technology (DoIT)Professional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 55 22 40.0% $1,038,925 $562,293 54.1%Construction contracts 0 0 0.0% $0 $0 0.0%Dept. Child Support Services (DCSS)Professional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 29 11 37.9% $231,183 $69,874 30.2%Construction contracts 0 0 0.0% $0 $0 0.0%County CounselProfessional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 5 5 100.0% $15,663 $15,663 100.0%Construction contracts 0 0 0.0% $0 $0 0.0%District AttorneyProfessional/Personal services contracts 2 2 100.0% $31,000 $31,000 100.0%Purchasing Transactions 37 15 40.5% $602,195 $339,920 56.4%Construction contracts 0 0 0.0% $0 $0 0.0%Employment and Human ServicesProfessional/Personal services contracts 19 10 52.6% $735,479 $350,97647.7%Purchasing Transactions109 4945.0% $1,060,754 $473,24644.6%Construction contracts000.0%$0$00.0%Page 2 of 414
ATTACHMENT ASMALL BUSINESS ENTERPRISE ‐ Program Activity reportReporting Period: January ‐ June 2018Total # of Total # of SBE percent ofTotal dollar value Total dollar value SBE percent ofALLcontractsSBEcontractsTotal # of contractsof ALL contractsof SBEcontractsTotal contracts valueFire Protection DistrictProfessional/Personal services contracts 1 1 100.0% $24,999 $24,999 100.0%Purchasing Transactions 10 1 10.0% $343,017 $42,982 12.5%Construction contracts 0 0 0.0% $0 $0 0.0%Health ServicesProfessional/Personal services contracts 108 60 55.6% $5,180,611 $2,744,310 53.0%Purchasing Transactions 544 110 20.2% $9,757,944 $1,731,224 17.7%Construction contracts 0 0 0.0% $0 $0 0.0%Human ResourcesProfessional/Personal services contracts 0 0 0.0% $0 $0 0.0%Purchasing Transactions 1 1 100.0% $9,900 $9,900 100.0%Construction contracts 0 0 0.0% $0 $0 0.0%LibraryProfessional/Personal services contracts 2 1 50.0% $3,921 $2,000 51.0%Purchasing Transactions 43 26 60.5% $173,574 $127,532 73.5%Construction contracts 0 0 0.0% $0 $0 0.0%ProbationProfessional/Personal services contracts 21 9 42.9% $308,377 $189,47161.4%Purchasing Transactions442454.5%$466,068 $271,89058.3%Construction contracts000.0%$0$00.0%Public DefenderProfessional/Personal services contracts 5120.0%$27,571 $14,48052.5%Purchasing Transactions4125.0%$46,037$5,05611.0%Construction contracts000.0%$0$00.0%Public WorksProfessional/Personal services contracts 181688.9%$514,720 $487,40094.7%Purchasing Transactions379 17445.9% $5,806,141 $3,089,952 53.2%Construction contracts000.0%$0$00.0%Page 3 of 415
ATTACHMENT ASMALL BUSINESS ENTERPRISE ‐ Program Activity reportReporting Period: January ‐ June 2018Total # of Total # of SBE percent ofTotal dollar value Total dollar value SBE percent ofALLcontractsSBEcontractsTotal # of contractsof ALL contractsof SBEcontractsTotal contracts valueOffice of the SheriffProfessional/Personal services contracts 14 3 21.4% $4,567,272 $320,0007.0%Purchasing Transactions 176 6536.9% $7,233,870 $2,761,150 38.2%Construction contracts000.0%$0$00.0%Treasurer ‐ Tax CollectorProfessional/Personal services contracts 000.0%$0$00.0%Purchasing Transactions16212.5%$108,957 $10,90010.0%Construction contracts000.0%$0$00.0%Veterans Services OfficeProfessional/Personal services contracts 000.0%$0$00.0%Purchasing Transactions4375.0%$14,095 $10,49874.5%Construction contracts000.0%$0$00.0%Total Activity ReportedProfessional/Personal services contracts 228 12353.9%$12,155,809 $4,730,57738.9%Purchasing Transactions1570 55235.2%$27,520,175 $9,812,56035.7%Construction contracts000.0%$0$00.0%Page 4 of 416