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Consent-General Government # 14.
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| Board of Supervisors |
Financial Services |
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| Subject |
| Receive the annual procurement report and adopt changes to procurement policies. (No general fund impact) (Rinde/Pistochini) |
| Recommended Action |
- Receive the annual procurement report; and
- Adopt changes to the Policy on Procurement.
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| Strategic Plan Goal(s) |
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In Support of All Goals |
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| Reason for Recommended Action/Background |
Annual Procurement Activity in Fiscal Year 2019-20
As required by the Procurement Policy adopted by the Board in December, 2018, the County Purchasing Agent hereby submits this annual report on procurement during the fiscal year ended June 30, 2020. The current procurement system is not yet capable to efficiently deliver the types of information specifically stipulated in the policy at this time (due to not having yet implemented the Contracts Management module), however the following summary statistics are offered:
The County issued 1,144 purchase orders totaling $16.9 million in FY 2019-20. The County entered into 318 contracts last fiscal year, with a total value of $49.4 million. Some of these contracts are multi-year contracts, and the value does not represent the total authorized spent within FY 2019-20. The total number of active contracts continuing into FY2020-21 is 441 contracts for a total maximum compensation of $291.1M.
As part of responsiveness to a previous Board request on June 9, 2020 as part of Recommended Budget, in Attachment B is a Summary of the Largest 25 Procurements.
Revise Procurement Policy
In 2019, the County received a protest on a construction bid which resulted in a detailed review of the Procurement Policy, RFP templates, and approach to ensure full compliance. As a result, it was determined that though language and information was contained in RFP documents referring to the process for suspension and debarment that this process was inadequately described in the procurement policy. As a result, enhancements are proposed in the Policy to better clarify this process should it be required to be employed.
The Department of Financial Services recommends modifying County procurement policy to mirror the recent changes.
All proposed policy changes are shown in Attachment A.
Future Activity
The Procurement division continues to collaborate with the Sustainability committee on exploration of sustainable procurement policy options. The recent solicitation for janitorial supplies included green cleaning options and the division has worked with the Innovation and Technology Services department on green technology standards though these are not yet fully prepared to be formalized by policy. Due to the COVID-19 Pandemic and the scale of emergency procurements required, this formalization work has been put on hold and an enhanced focus on sustainable procurement will occur when staffing resources allow, which may not be for 6-12 months into the future.
In addition, this has also delayed implementation dates of the Contracts management module of INFOR. It is currently unclear when staff will be able to return to that implementation work. |
| Collaborations (including Board advisory groups and external partner agencies) |
| Policies are updated in collaboration with the County Administrator's Office and the County Counsel's Office. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| Adoption of the new sustainable procurement policy may result in incremental costs being borne by the departments, but potentially offset by latent costs associated with waste disposal and the impact of greenhouse gases. |
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