Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Supervisor Jackie Speier, District 1
Michael P. Callagy, County Executive
Subject: Quarterly Report on County Purchases
RECOMMENDATION:
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Adopt a resolution directing the County Purchasing Agent, or designee(s), to submit quarterly reports to the Board of Supervisors, beginning in October 2025, setting forth:
A) All County purchases of goods in the preceding quarter that exceeded $100,000; and
B) 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.
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BACKGROUND:
Chapter 2.83 of the County Ordinance Code provides that the County Executive shall serve as the County Purchasing Agent. Under County policy, the Purchasing Agent designates a Purchasing Manager to carry out the functions of the office, which include purchasing goods and services for the County. Controlling authority also provides that the Purchasing Manager approves all purchases of goods above $5,000, and that such purchases are generally required to be made through a competitive solicitation. Starting on July 1, 2025, the threshold for Purchasing Manager approval of purchases and competitive procurement of goods will increase to $10,000.
The Ordinance Code provides that the County Purchasing Agent may waive the competitive solicitation requirement for any purchase of goods if there are limitations on the source or supply, if there are necessary restrictions in specifications, or if there are other valid reasons, provided a record justifying the waiver is created and kept. Starting on July 1, 2025, the Purchasing Agent’s designee(s) will assume responsibility for approving all waivers of competition for services contracts between $10,000 and $200,000. Services contracts above $200,000, including non-competitive services contracts, require approval by the Board of Supervisors.
DISCUSSION:
This Resolution would require the County Purchasing Agent or designee(s) to provide a quarterly report to the Board of Supervisors identifying purchases of goods above $100,000 and non-competitive purchases of goods and services above $10,000.
While County staff benefits from the ability to quickly and agilely secure the broad range of goods and services needed for County operations, the Board of Supervisors has a responsibility to oversee County operations and finances, including with respect to procurement of goods and services.
This Resolution will further the Board’s appropriate oversight by ensuring that the Board receives periodic reports identifying County purchases above the specified thresholds. The report would include all purchases above those thresholds, whether for individual items or for like items in the aggregate. The report would not, however, include any purchases of goods or services that have been approved by the Board, such as service agreements above $200,000.
The Procurement Department will begin collecting all the relevant data required to prepare the report on July 1, 2025, through the County’s online procurement platform, OpenGov, and the Department will submit the first quarterly report to the Board in October 2025.
COMMUNITY IMPACT:
The proposed Resolution requiring the quarterly goods report will promote Board oversight of expenditures of public funds to the benefit of all residents of the County.
FISCAL IMPACT:
The quarterly report would be created by the Purchasing Agent as part of the existing functions of the office, and there is no net County cost associated with adoption of the proposed Resolution.