Community-Based Organizations: Partners in the Community*

R1

The County should develop a review and approval process that outlines how low-dollar, simple scope contracts may be expeditiously approved. Response: 933.05(b) (4) The recommendation will not be implemented because it is not warranted or is not reasonable. On of the Report, it is stated "Although the Board of Supervisors' policy allows delegation of authority to the Director of Procurement or to the Agencies/Departments, the new policy has raised the delegation of authority from the Departments to Procurement for contracts less than $100,000." This statement is erroneous. Board of Supervisors' Policy Manual section 5 relating to Soliciting and Contracting provides Agencies/Departments with the authority to enter into agreements with a total contract value of $100,000 or less without Board of Supervisors' approval, but the Director of Procurement had previously, and continues to have, executing authority for these agreements. Departments usually execute contracts under $100,000 using the Director of Procurement's authority, ” and the Department has the option to add contracts to the Master Contract List (MCL) if the Department enters into subsequent contracts with the same contractor resulting in a cumulative total exceeding $100,000. In referring to the review process that is under development by the Office of the County Executive and the Procurement Department, the report states on :"However, unless this process re- establishes departmental authority for contracts less than $100,000, the review could become a roadblock to expeditious processing of small dollar contracts, particularly with CBOs who have a proven track record of good service to the County." The primary aim of section 5 is to confirm the authority of the Board of Supervisors as the only body that has authority to enter into contracts and issue solicitations on behalf of the County, unless contracting authority has been specifically delegated to someone other than the Board pursuant to state law, County Ordinance Code, resolution, or express action of the Board. To aid Agencies/Departments in the solicitation process, section 5 provides for advance planning after the identification of a need to ensure that the selected solicitation process will result in the best outcome for the County. The policy states that an informal competitive process may be used to procure professional services with a contract value of no more than $100,000 per budget unit per fiscal year. As has been the past practice, Agencies/Departments utilizing this process must send the solicitation document to a minimum of three vendors, and explain in a written justification to the Director of Procurement why and how the vendors were selected. The solicitation document for this process is not required to be posted or made public.2 The Administration affirms the intent of section 5 is to provide for an open and competitive process for individuals and organizations that do business with the County. The Office of the County Executive and the Procurement Department, along with the Office of the County Counsel, will continue to work with Agencies and Departments to streamline small dollar contracting processes within the limits of the current Board policy.

R2

The County should initiate a cross-functional team, including representatives of the County Agencies and CBOs, to evaluate ways to streamline or consolidate client surveys. Response: 933.05(b)(2) The recommendation has not yet been implemented, but will be implemented in the future. The recommendation has been partially implemented, but will be fully implemented in the future. The Administration has established communications with the Silicon Valley Center for Nonprofits (SVCN) and other CBOs with regards to contract issues, and this issue was included in past discussions. A cross-functional team with representatives of County operating departments and CBOs will be established to evaluate ways to streamline and improve the survey and monitoring process. This team will begin meeting in mid-January, after the CBO peak season. Cal, Gov. Code § 23005; Policy 5, section 5.3.5.1 Authority of the Board. Policy 5, section 5.6.5.1.C.2 Informal Competitive Procurement Board of Supervisors: Mike Wasserman, George Shirakawa, Dave Cortese, Ken Yeager, Liz Kniss CHILD IMPACT The recommended action will have no/neutral impact on children and youth. SENIOR IMPACT The recommended action will have no/neutral impact on seniors. SUSTAINABILITY IMPLICATIONS The recommended action will have no/neutral sustainability implications.