To: BOARD OF SUPERVISORS
From: Executive Office
Meeting Date: December 16, 2025
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Department Contact: |
Sara Pierce |
Phone: |
707-463-4441 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Adoption of Resolution Approving a Revised Mendocino County Policy No. 1 - Purchasing, Leasing, and Contracting Policy, Replacing and Superseding the Previously Approved Mendocino County Policy No. 1 in its Entirety
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Recommended Action/Motion:
recommendation
Adopt Resolution approving a revised Mendocino County Policy No. 1 - Purchasing, Leasing, and Contracting Policy, replacing and superseding the previously approved Mendocino County Policy No. 1 in its entirety; and authorize Chair to sign same.
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Previous Board/Board Committee Actions:
On July 22, 2014, Item 5c): “Upon motion by Supervisor Brown, seconded by Supervisor McCowen, and carried unanimously; IT IS ORDERED that the Board of Supervisors adopts the revised Mendocino County Policy No. 1 - Purchasing, Leasing and Contracting Policy thereby superseding the previous Mendocino County Policy No. 1 adopted by the Board of Supervisors on April 17, 2007.”
On August 26, 2014, Item 4j): “Adoption of an Amendment to Mendocino County Policy No. 1 - Purchasing, Leasing and Contracting Policy Pertaining to Clarification of Leasing Facilities Thereby Eliminating Policy No. 20 - Departmental Space Requirements.”
On December 5, 2017, Item 4h): “Approve amendment to Mendocino County Policy No. 1, Purchasing, Leasing and Contracting, amending Section 5.0 regarding local vendor preference in order to comply with FEMA public assistance and procurement mandates.”
On October 7, 2025 Item 4d): Introduce and waive first reading of an Ordinance Amending Sections of Mendocino County Code Chapter 2.32 - Purchasing Agent relating to the powers and duties delegated to the Purchasing Agent and other officials, including an increase in the contract signature authority of the Purchasing Agent from Fifty Thousand Dollars ($50,000) to Seventy-Five Thousand Dollars ($75,000); and possible direction to staff regrading proposed revisions to Mendocino County Policy No. 1 - Purchasing, Leasing, and Contracting Policy.
On November 4, 2025 Item 3d): Adopt an Ordinance of the Board of Supervisors of Mendocino County Amending Sections of Mendocino County Code Chapter 2.32 - Purchasing Agent relating to the powers and duties delegated to the Purchasing Agent and other officials, including an increase in the contract signature authority of the Purchasing Agent from Fifty Thousand Dollars ($50,000) to Seventy-Five Thousand Dollars ($75,000); and authorize chair to sign same.
Summary of Request:
The Executive Office Purchasing Division is bringing forward a comprehensive revision to Mendocino County Policy No. 1 - Purchasing, Leasing, and Contracting Policy, which, if approved, will supersede the previous Mendocino County Policy No. 1.
The revision aims to bring clarification of some aspects of current policy that have been left to interpretation and, therefore, have been confusing to staff. Additionally, the revision makes procedural changes aimed at increasing efficiency.
On October 7, 2025, the Purchasing Division presented a preliminary draft of revisions proposed to Policy No. 1. The attached red-line and clean copies of the Policy include more recent proposed edits, some of which expand County requirements for competitive bidding. Other proposed revisions address expectations related to contracting for services on an ongoing basis. Below is a summary of changes.
Chapter 1.3 Definitions
• Removed Consumer Price Index as the section this pertained to has also been removed.
• Updated Formal Procurement to include Request for Qualifications as an allowable form of solicitation.
• Updated Informal Procurement to include proposals, or statement of qualifications as an allowable form of solicitation.
Chapter 1.6 Required Training
• New section, as it is a vital section to certify staff are properly trained and ensure compliance.
Chapter 1.7 Policy Review
• New section, as it is important to review policies timely and to ensure policy is compliant with current regulations and is remaining effective.
Chapter 4.1 Solicitation Requirements - Goods and Services
• Updated section to include solicitation of bids or quotes as allowable forms for goods, and included solicitation for proposal or qualification as an allowable form for services, Additionally added in the note, competitive procurement is not limited to procurement of goods and services at the lowest cost, and includes qualification-based procurement such as those required by Government Code Section 4526 et seq.
• Updated sections a-c to include the stated amount is annually and added in a length of time, 3 years, a department can hold a contract without prompting a more extensive solicitation requirement. For example, a department can informally solicit a service with a maximum of $50,000 per year for 3 years and remain within the informal procurement threshold. However, if a department wishes to continue these services for a fourth year, the department must formally solicit for the services.
• Added language stating, contract splitting, which is dividing work across multiple contacts or years so as to avoid competitive procurement or change signatory authority is prohibited.
Chapter 4.2 Exemptions from Competitive Bidding Requirements - Goods and Services
• Updated language under 4.2.2 Single Source Procurement to note previous experience and historical knowledge alone are not sufficient justifications.
• Removed section 4.2.3 Extension of Existing Agreements as this now conflicts with the updated language under 4.1.
Chapter 6.5 Authority to Execute
• Updated language under 6.5.3 Authority of the Purchasing Agent to note when contracts for services are anticipated to repeat on an annual basis, the Purchasing Agent shall, whenever possible, enter into multi-year agreements.
• Updated language under 6.5.4 Authority of Officials to note County Officials shall not enter into one-year agreements for services that are anticipated to repeat on an annual basis. If a Department reasonably anticipates that the same contractor will be used for similar services in a subsequent year, the Department shall enter into a multi-year agreement.
Chapter 9.1 Leases of Real Property Where the County is the Tenant (Lessee)
• Updated language under 9.1.4 Event Rentals to clarify all amounts must be budgeted in the respective department’s budget and to note any rental which includes additional costs such as food or decorations would require Purchasing Agent approval.
Chapter 9.2 Leases of Real Property Where the County is the Landlord (Lessor)
• Updated language under 9.2.1 Authority to Execute to include further authority based on additional Government Code sections.
Alternative Action/Motion:
Do not approve revised policy and provide direction to staff.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: N/A |
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current f/y cost: N/A |
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budget clarification: N/A |
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annual recurring cost: N/A |
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budgeted in current f/y (if no, please describe): N/A |
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revenue agreement: No |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: Yes
CEO Liaison: Darcie Antle, CEO
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
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Executed By: Deputy Clerk |
Final Status: Item Status |
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Date: Date Executed |
Executed Item Type: item |
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Number: |
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