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City Council Meeting Minutes March 2, 2021 <br />Construction Contracts, Advanced Funding Agreement, Property Acquisitions <br />Agreements, Fund/Grant Reimbursement Agreements, Professional Services <br />Agreements, Standard Services Agreements, Capital Outlay (equipment) <br />Contracts, Finance Agreements (for equipment/capital outlay), Goods / <br />Commodities Contracts, Software Licenses/Subscription Renewals <br />The primary focus is on High Impact/High Risk Contracts which are for the <br />Public Services/Public Safety and Operational administrative and financial <br />services departments. <br />Public Services/Public Safety contracts <br />• Basic public services (water/electric/sanitation/garbage...) <br />• Public safety services (equipment/software for fire/police...) <br />• Standard maximum terms - no more than 15 -years (20 in special <br />circumstances, i.e., water treatment plant operations) <br />• Dependent upon risk assessment, issue new solicitation prior to the end of <br />maximum term for continuity of operations (for example water treatment plant <br />operator) <br />• Or, issue contract through cooperatives, if better value <br />Operational administrative and financial services contracts <br />• Operational services such as bank depository, phone service, internal audit <br />services. <br />• Enterprise resource planning (ERP) such as financial system, <br />software/hardware, etc. <br />• Standard maximum terms for operational contracts - no more than 10 -years <br />• Dependent upon risk assessment, issue new solicitation prior to the end of <br />maximum term for continuity of operations (for example enterprise financial / <br />hr system) <br />• Or, issue contract through cooperatives if better value <br />Ms. Williams explained other services contracts which are not Professional <br />Engineering Services or Construction Services, and include: lawn service, <br />irrigation system service, minor improvements, uniform cleaning services, <br />advertisement services, maintenance agreements, pest control, tree trimming, <br />staffing services, etc. <br />• Standard contract term is a maximum three (3) to five (5) years <br />• Contracts are assessed annually before renewing term <br />• Issuance of new solicitation will occur at the end of the maximum term, OR <br />sooner if optional renewal is not exercised <br />— 3 months for traditional Invitation for Bid (IFB) <br />City of San Marcos Page 3 <br />