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HomeMy WebLinkAboutMINUTES - 12032002 - SD7 TO: BOARD OF SUPERVISORS FROM: Supervisor Mark DeSaulnier ,. Contra Costati DATE: DecemberAr, 2002 County SUBJECT: Opening and Standardizing Contract Services SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: Direct the County Administrator to develop guidelines to standardize the County's Request for Proposals for contract services. Included in the guidelines should be a mechanism to trigger performance reviews and the re-issuance of an RFP for multi-year contracts. It is the intent of the Board of Supervisors to ensure that the County has an open and fair bidding process for contracted services and that its RFP process stands up to public scrutiny. Currently, there is a concern that some multi-year contracts are rolled-over at the end of the agreement period rather than being sent back out for bid thus becoming perpetual contracts. In addition the County purchases a wide variety of goods and services annually and while typically a contract of$75,000 or$100,000 could trigger a Request for Proposals, it doesn't always and there is no standardized process when it does. BACKGROUND: Many cities and counties throughout the state and nation are reforming and standardizing their contracting process to make sure the parameters for bidding on contracts are competitive and that the public is receiving the best service or product for the best price. Whether it's the private sector or the public sector,procurement extends beyond the actual cost of goods and services. It is the ability of the organization to perform its primary mission,which for counties is delivering services to constituents. Last year,the City of Chicago implemented the Chicago Procurement Accountability and Control (CPAC). The initiative was co-sponsored by the City's law Department and demonstrates how government can adopt the best practices of private industry. Chicago's re-engineered contracting process was achieved through the use of technology,procurement teams,cycle time reductions and an on-going focus on MBE and WBE inclusion. This system uses "procurement teams"that compile a list of contracts in their area and determine how the contracts are to be prioritized and managed. Under Chicago's City Ordinance,the formal RFP process kicks in for contracts for goods or services with a value greater than$10,000, In the County of Los Angeles,the Board of Supervisors must award service contracts over $100,000.For architect, engineer, and construction contracts, that figure is $75,000 and cost- effective service privatization contracts the figure is anything over$25,004. Nearly all the information required for doing business with L.A. County can be found on-line under the heading "Doing Business with Us."The site includes policies and standard terms and conditions as well as registration information for potential vendors. CONTINUED ON ATTACHMENT, YES SIGNATURE: � ga. RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMME ATION OF BOARD COMMITTE APPROVE OTHER SIGNATITR ACTION OF BOARD ON December 3. 2002 APPROVED AS RECOMMENDED X OTHER X VOTE OF SUPERVISORS See attached V&RTIFY THAT THIS IS A TRUE XX UNANIMOUS(ABSENT Bone 3 AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON TIME MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED December 3, 2002 JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact: cc: o 1%0 BY DEPUTY l�.T,J•-t�. ADDENDUM TO ITEM S D.7 T December 3, 2002 On this date, Superz iso-,DeSm nfer presented background int-on-nation concerning the openI and szanda diving of contract services, and he eeulaned tale -intent oftl;is request is to strealiillne a process to bake sure that there is soine kiiid of performance re ievvs that are standardized and ,-' assure that community based orcrani at,ons or contractors have the abilit�7 to 'participate in a con-ipetltive nature. Supervisor DeSaulrner moved the recommendation directing the Count"Y Administrator to develop guidelines to standardize the Count",s- Request for Proposals for contract seri ices. Supt=.�.Jiso-DeSaulnier also directed the C i u iY) Adrninistrators staff to returi,to the Board in si_;i. Tit7nt' s v isci sortie pronosais and to outreac, with the Coi;tra. CC?sta Cotitractor'b Alliance and other con-imunity based LrManiZati Jns. Silpe 'rsoi" { iota'iegi-Tested that tYie purchase order process he ;revikev ed, particularly those purchase orders that are renewed under the thres-hold amounts. Su;-f r-isor Gerber also recommended that the report should include an este ate of the cost;fcr additlonal procedural require nents in tern-is of the benefits arid the cost. The rnot on "tii'as Seconded IJV Supervisor Glover, It ir= by the Boar d orderea .'nat: ale (ti`r}.my Adi-n n strator is DIItL� TED d � ri s to to evelo .iiide,'i -e standardize the County's request to,- proposals 'RFP) process for recrwitinQ contract services, that the County Administrator is DIRECTED to re[urn to the Board in six months With, sortie proposals and to outreach -vlth the Contra Costa. contractor's Alliance and other Community based organizations, and it is REQITESTED that:the purchase order process he rej'iewea' part•cularly those purchase orders that are renewed cinder die threshold amounts, and it is further R—F-.QI BESTED that the County Adinitit stratoCs report. include an estiniate of the cost for additional procedural recquirements in terms of the benefits and tie cost.