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Board narrows on‑call contract approvals to six months and defers contract policy manual revisions
Summary
Following extended debate about repeated amendments to on‑call public works contracts, the board approved six‑month extensions for several on‑call contracts and continued the Contract Policy Manual (item 39) for further review and a possible workshop to address thresholds, RFQ/RFP practice, and encumbrance rules.
County supervisors spent a sustained portion of the Dec. 2 meeting debating the county’s reliance on on‑call contracts and repeated contract amendments.
Supervisor Nguyen urged staff and the board to reissue RFQs and RFPs instead of repeatedly increasing encumbrances on the same on‑call agreements. "We need to get to the point where this board has to have a policy that looks at these on call contracts," Nguyen said, arguing several contracts had been amended multiple times and grown far beyond the original scope.
Staff and the CEO explained that the contracts at issue had been awarded via a 2022 RFQ and that task orders are typically issued against those qualified lists. County counsel and procurement staff described the mechanics of job‑order contracts and the auditor‑controller encumbrance requirements that permit payment.
Board members agreed the county needed policy clarity. Several supervisors supported a temporary approach approving contract extensions for shorter periods while the Contract Policy Manual (CPM) is revised. Vice Chair Foley moved to approve six‑month extensions rather than the longer terms originally proposed; the board approved those six‑month extensions and directed staff to continue work on CPM updates and to schedule a workshop or special meeting for detailed review.
What the board did: Approved short‑term (six‑month) contract extensions for certain on‑call public works and landfill services contracts and continued the CPM item to the board’s second meeting in January to allow for a workshop and office feedback.
What’s next: Staff to gather board offices’ feedback, refine CPM language (thresholds for job‑order contracts and task order caps were specifically noted), and return to the board with revisions.
