Page 62 - CONTRACT POLICY MANUAL

§3.4-115 Vendor Selection

(1) Except where applicable state and/or federal regulations dictate otherwise and with the exception
of Sole Source human services contracts as defined in Section 4.5 of this manual, selection shall be
based on the competitive process. Solicitations shall be made as follows:

a) Contracts $50,000 or less over the life Minimum of one written solicitation
of the contract

b) Contracts above $50,000 over the life Written solicitation issued on County’s
of the contract bidding system

§3.4-116 Retroactive Contract Amendments/Changes

(1) In general, retroactive contracts or contract overruns are not permitted, and if they occur they are
invalid unless ratified by the Board of Supervisors, or unless one or more of the following
exemptions applies:

a) Contracts with a total value <$500.

b) Contracts with a total value between $500 and $9,999 that have the approval of the County
Procurement Officer and Chief Financial Officer on the form(s) approved and provided by
the County Procurement Office.

c) Contracts with a total value of $10,000 and above shall require approval by the Board of
Supervisors.

(2) Retroactive contracts in the following categories shall also be exempt form Board of Supervisors
approval;

a) Contracts governed by separate rules and regulations such as Public Works and Human
Services Contracts.

b) Telephone Services Requests and Emergency Contracts in any amount.
c) Modifications for computer hardware/software maintenance to add licenses and/or users.

§3.4-117 Commodity Purchases

(1) Provisions within Section 3.1 of this manual shall also apply to human services commodity
purchases to the extent they are not inconsistent with the funding source rules and regulations or
the provisions within this Section.

§3.4-118 HIPAA – Business Associate Language

(1) With the passage of the Health Insurance Portability and Accountability Act (“HIPAA”) Protected
Health Information (“PHI”) has become a key legal consideration in the drafting of County
contracts for departments subject to the HIPAA rules. For services to be performed in situations

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