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Agenda Item
ASR
Control 18-000107 |
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MEETING DATE: |
03/27/18 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
Child Support Services (Approved) |
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Department contact
person(s): |
Jim Gorzo (714) 347-4955 |
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Araceli Perez (714) 347-8927 |
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Subject: Extension of ABC Legal
Services, Inc. Contract
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$10,667 |
Annual Cost:
FY 2018-19 $29,333 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 3/28/2017
#13, 3/22/2016 #12, 3/24/2015 #33, 4/1/2014 #17 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment # 5 with ABC Legal Services, Inc. to extend the current contract term by three months, through and including July 31, 2018, and increase the contract amount by $40,000, for a new contract total amount not to exceed $440,000 for the term of May 6, 2017, through and including July 31, 2018; for a revised cumulative total contract amount of $2,140,000.
SUMMARY:
Authorization to extend the Legal Process Service contract with ABC Legal Services, Inc. will allow continued services to the Department of Child Support Services for a critical service needed for establishing and enforcing court orders for the financial and medical support of children.
BACKGROUND INFORMATION:
The Department of Child Support Services (CSS) enhances the quality of life for children and families by establishing and enforcing court orders for the financial and medical support of children. As a standard business practice, CSS contracts for legal process service to personally serve legal documents including, but not limited to: Summons and Complaints; Summons and Petition; Order to Show Cause in Regarding Contempt; Registration of Foreign Support Order; Subpoenas; Expedited Process; Judgment Debtor Exam, Judgment; Court Order after Hearing; Wage Assignments, and Order to Defendant.
On April 9, 2013, as the result of a Request for Proposal (RFP), the Board authorized contract with ABC Legal Services, Inc. for the provision of legal process services in support of CSS for the period of May 6, 2013, through May 5, 2014, in an amount not to exceed $350,000 renewable for four one-year terms. The Board approved four contract renewals since the original term: first renewal on April 1, 2014, for the period of May 6, 2014, through May 5, 2015, in an amount not to exceed $350,000; second renewal on March 24, 2015, for the period May 6, 2015, through May 5, 2016, with an increase of $100,000 in an amount not to exceed $450,000; third renewal on March 22, 2016, for the period May 6, 2016, through May 5, 2017, in an amount not to exceed $450,000; and fourth and final renewal term on March 28, 2017, for the period of May 6, 2017, through May 5, 2018, in an amount not to exceed $400,000.
ABC Legal Services is averaging 660 served documents a month with the majority being Summons and Complaints to establish child support and Court Orders/Motions for court appearances.
As CSS is in the fifth and final year of the legal process services contract with ABC Legal Services, CSS conducted an RFP for a new contract for legal process services; however, only one proposal was received despite the large number of potential contractors in the industry. Due to the low response, CSS exercised the right to cancel the RFP to conduct an after action review. In completing the review, CSS was able to determine that the reason for the low number of responses was due to potential contractors missing the filing deadline. CSS reissued the RFP increasing the number of notifications to potential contractors and reinforced the deadline, which resulted in an increase in the number of proposals received. However, due to the reissuance, the solicitation process is not complete and CSS does not expect to be able to award and negotiate a new contract until after the current contract expires. To allow the necessary time to complete the solicitation, award and negotiate the new contract, CSS is requesting Board authorization to extend the current contract by three months. Based on the expenditures under the contract, CSS anticipates that it will need to increase the contract value for the current term by $40,000, for a new contract total amount not to exceed $440,000 for the final contract period. Services provided by this vendor have been satisfactory.
CSS will be returning to request Board authorization of the new contract following the RFP process.
This contract includes subcontractors who will be identified on an as-needed basis for legal process services. See Attachment D for information regarding subcontractors and Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for this renewal are included in the FY 2017-18 Budget and will be included in the budgeting process for FY 2018-19.
The contract contains language, permitting reduction or termination without penalty if approved funding or appropriations are reduced or terminated.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment #5 to Contract MA-027-13011154
Attachment B - Original Contract MA-027-13011154, and Amendments 1-4
Attachment C - Redlined/Highlighted Contract MA-027-13011154
Attachment D - Contract Summary Form