Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael P. Callagy, County Executive
Roberto Manchia, County Chief Financial Officer
Jas Sandhar, Procurement Director
Subject: Procurement Quarterly Report: October 1, 2025 - December 31, 2025
RECOMMENDATION:
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Receive and accept the Procurement Quarterly Report for the period of October 1, 2025 through December 31, 2025.
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BACKGROUND:
The Procurement Department has collected data in accordance with Resolution No. 081152, which requires a quarterly report setting forth: 1) all County
purchases of goods in the preceding quarter that exceeded $100,000; and 2) all non-competitive County purchases of goods and services in the preceding quarter that
exceeded $10,000, excluding any contracts that have been approved by the Board of
Supervisors. The current reporting period covers the second quarter of fiscal year 2025-26 (October 1st, 2025 - December 31st, 2025). Data is obtained through OpenGov, the County’s eProcurement platform, and through OFAS, the County’s financial software.
DISCUSSION:
A summary of the findings of the FY 25-26 Q2 Procurement Report are below:
|
Type |
Number of Procurements |
|
Vendor Agreements for goods over $100,000 |
4 |
|
Purchase Orders for goods over $100,000 |
36 |
|
Non-competitive Purchases of goods with waivers |
7 |
|
Non-competitive Purchase of goods without waivers |
2 |
|
Non-competitive Service Contracts with waivers |
42 |
|
Non-competitive Service Contracts without waivers |
0 |
Nine purchases of goods were completed with competition waivers. Seven of these nine waivers were received and approved by the Procurement Department before purchase. The eighth and ninth purchase of goods were submitted and approved after purchases were made by the Sheriff’s Office to ensure continuity of services after expiration of a contract. The Procurement Department made a recommendation to the Sheriff's Office to conduct competitive solicitations in a timely manner to prevent future lapse of contracts or to reach out to Procurement in a timely manner to extend contracts for goods.
42 service agreements were executed without a competitive solicitation process. 40 of these agreements were approved by the Procurement Department in accordance with County Administrative Memo B-1, which establishes competitive procurement and waiver requirements. The County Administrative Memo B-1 has 23 grounds for waiver, many of which were exercised by departments to waive the competitive solicitation process for the 40 agreements. The Procurement Department is reviewing and will be proposing revisions to the 23 grounds for waiver to limit waivers in the future and increase competitive solicitations. Two waivers were for emergencies and were purchased through an Emergency Purchase Order (EPO). One was submitted by the San Mateo Fire Department and the other by the Department of Public Works. The Procurement Department later received and approved a Waiver of Competitive Requirements for both EPOs. The Procurement Department made a recommendation to both departments to conduct competitive solicitations and execute on-call contracts in preparation for future emergencies.
The Procurement Department, with the support of the County Executive’s Office and County Attorney’s Office is reviewing County Administrative Memo B-1 and will be proposing revisions to the current list of grounds for waiver from competitive solicitation requirements available for use by the departments, as well as increasing the number of training courses provided to departments regarding procurement policies. The revised list of grounds for waiver will focus on those that are both relied upon by County departments in practice and that are in the County’s best interests to retain. The Procurement Department will continue to collaborate with County departments and collect data for this report to ensure compliance with procurement standards and requirements.
COMMUNITY IMPACT:
County employees are stewards of public funds and follow Procurement ethics and the County Administrative Memo B-1. Procurement has implemented internal controls, data collection, and reporting to ensure the appropriate, accountable use of public funds in County contracts.
FISCAL IMPACT:
There is no fiscal impact associated with receiving the Procurement Quarterly Report: October 1st, 2025 - December 31st, 2025.