San Benito supervisors update purchasing rules for public works, raise informal‑bid thresholds and ban evergreen contracts

The San Benito County Board of Supervisors on Sept. 23 approved an update to the county purchasing policy that tightens oversight of public‑works contracts, raises informal‑bid thresholds and requires a scheduled review of so‑called “evergreen” contracts.

County counsel Greg (last name in meeting materials) and Steve Loop, who presented for RMA, told the board the update aligns county code with the California Uniform Public Construction Cost Accounting Act (CUPCCAA) and recent state changes. Key changes approved by the board: contracts exceeding $50,000 will require board approval; departments may not evade those limits by splitting work into multiple smaller contracts; formal plans and specifications will be required for projects above $220,000; projects in the $75,000–$220,000 range may use an informal bidding process the county will publish; and the county will review existing evergreen contracts and will seek termination dates rather than perpetual renewals, with CAO review required by the end of 2026.

Loop said the state changed the threshold that previously required only $60,000 to $75,000 for the three‑proposal rule; the county’s policy was adjusted accordingly and to maintain the board’s ability to review larger spend. The update also formalizes a purchase‑order and contract tracking process and adds training for staff. The policy states department heads may execute contracts up to $10,000 (with county council form review), the CAO can approve up to $50,000 and the board must approve higher amounts.

The update includes a small‑purchase exception for food: the CAO may delegate authority up to $250 on a case‑by‑case basis for department food purchases; purchases above $250 must be approved by the CAO or designee. County counsel said the offices will log and track all department contracts to detect contract splitting and stacking and will provide training for staff on the new rules.

Motion and vote: The board moved to adopt the updated policy and to introduce an ordinance amending county code sections related to purchasing; a roll‑call vote recorded a 5‑0 approval.

Why it matters: The changes centralize oversight of contracts, aim to prevent piecemeal contracting that erodes competitive procurement, and put a deadline on indefinite contract renewals. Supervisors said they wanted greater transparency and budget predictability.

Next steps: County council and the CAO will implement contract tracking, review evergreen contracts and return with any implementing ordinances and training materials.