Regular Agenda Item 4.G.
Regular BOS Meeting
- Meeting Date:
- 10/20/2026
- Submitted For:
- Josh Beck
- Submitted By:
- Olivia Todd, Deputy Finance Director
- Department:
- Human Resources
Fiscal Year:
Budgeted?:
Contract Dates
Begin & End:
Begin & End:
Grant?:
Matching
Requirement?:
Requirement?:
Fund?:
Information
Request/Subject
Approval of Amendment No. 1 to the Engagement Letter dated June 18, 2025, with Pierce Coleman PLLC for Legal Representation to Gila County Personnel Commission, renewing the Agreement for one (1) additional one (1)-year term from August 21, 2026, through August 20, 2027, for a maximum not-to-exceed compensation amount of $49,900; and ratification of the $759 expenditure for legal services provided August 26-27, 2026.
Background Information
The Gila County Personnel Commission requires independent legal counsel to provide legal advice and representation to the Commission on an as-needed basis.
On August 21, 2025, Gila County entered into an Engagement Letter dated June 18, 2025, with Pierce Coleman PLLC for legal representation to the Gila County Personnel Commission. The Agreement was executed by the County Manager under the contracting authority established by the Gila County Procurement Policy. The initial term was August 21, 2025, through August 20, 2026, with the option to renew for up to three (3) additional one (1)-year periods and a maximum compensation amount not to exceed $49,900.
Under the Engagement Letter, Pierce Coleman provides legal representation and advice to the Personnel Commission on an as-needed basis. Because the nature, frequency, and complexity of matters requiring legal assistance cannot reasonably be predicted in advance, the $49,900 maximum compensation amount was established as a contract ceiling to provide sufficient capacity for legal services that may be required during the year. The amount does not represent an anticipated or guaranteed annual expenditure. Actual invoices for services provided during the initial one (1)-year term totaled $17,820, and the County pays only for services actually provided under the Agreement.
The Human Resources Department desires to exercise the first of the three (3) available one (1)-year renewal options. Amendment No. 1 renews the Agreement for the period of August 21, 2026, through August 20, 2027, with no change to the $49,900 maximum compensation amount.
Following expiration of the initial contract term on August 20, 2026, Pierce Coleman provided necessary legal services to the Personnel Commission on August 26 and 27, 2026, while the County was in the process of renewing the Agreement. The County subsequently received an invoice in the amount of $759.00 for those services. At the direction of County Management, the invoice was paid prior to execution of Amendment No. 1, with the expenditure being presented to the Board for ratification as part of this action.
On August 21, 2025, Gila County entered into an Engagement Letter dated June 18, 2025, with Pierce Coleman PLLC for legal representation to the Gila County Personnel Commission. The Agreement was executed by the County Manager under the contracting authority established by the Gila County Procurement Policy. The initial term was August 21, 2025, through August 20, 2026, with the option to renew for up to three (3) additional one (1)-year periods and a maximum compensation amount not to exceed $49,900.
Under the Engagement Letter, Pierce Coleman provides legal representation and advice to the Personnel Commission on an as-needed basis. Because the nature, frequency, and complexity of matters requiring legal assistance cannot reasonably be predicted in advance, the $49,900 maximum compensation amount was established as a contract ceiling to provide sufficient capacity for legal services that may be required during the year. The amount does not represent an anticipated or guaranteed annual expenditure. Actual invoices for services provided during the initial one (1)-year term totaled $17,820, and the County pays only for services actually provided under the Agreement.
The Human Resources Department desires to exercise the first of the three (3) available one (1)-year renewal options. Amendment No. 1 renews the Agreement for the period of August 21, 2026, through August 20, 2027, with no change to the $49,900 maximum compensation amount.
Following expiration of the initial contract term on August 20, 2026, Pierce Coleman provided necessary legal services to the Personnel Commission on August 26 and 27, 2026, while the County was in the process of renewing the Agreement. The County subsequently received an invoice in the amount of $759.00 for those services. At the direction of County Management, the invoice was paid prior to execution of Amendment No. 1, with the expenditure being presented to the Board for ratification as part of this action.
Evaluation
The Gila County Personnel Commission continues to require access to independent legal counsel on an as-needed basis. Renewal of the engagement with Pierce Coleman PLLC will provide continuity of legal representation and allow the Personnel Commission to obtain legal assistance as matters arise without obligating the County to a predetermined level of expenditure.
Amendment No. 1 exercises the first of up to three (3) available one (1)-year renewal options and renews the Agreement from August 21, 2026, through August 20, 2027, with no change to the maximum compensation amount of $49,900. All other terms, conditions, and provisions of the original Agreement remain unchanged.
The $49,900 maximum compensation amount falls within the contracting authority delegated to the County Manager under the Gila County Procurement Policy. County Management has requested that contracts approaching the $50,000 Board approval threshold be presented to the Board of Supervisors for consideration and approval; accordingly, this renewal is being presented to the Board.
Legal services in the amount of $759 were provided to the Personnel Commission on August 26 and 27, 2026, after expiration of the initial contract term and while the renewal was being processed. County Management authorized payment for the necessary services already rendered, subject to subsequent ratification by the Board. Ratification of the expenditure as part of this action will formally document the Board's approval of payment for those services.
Amendment No. 1 exercises the first of up to three (3) available one (1)-year renewal options and renews the Agreement from August 21, 2026, through August 20, 2027, with no change to the maximum compensation amount of $49,900. All other terms, conditions, and provisions of the original Agreement remain unchanged.
The $49,900 maximum compensation amount falls within the contracting authority delegated to the County Manager under the Gila County Procurement Policy. County Management has requested that contracts approaching the $50,000 Board approval threshold be presented to the Board of Supervisors for consideration and approval; accordingly, this renewal is being presented to the Board.
Legal services in the amount of $759 were provided to the Personnel Commission on August 26 and 27, 2026, after expiration of the initial contract term and while the renewal was being processed. County Management authorized payment for the necessary services already rendered, subject to subsequent ratification by the Board. Ratification of the expenditure as part of this action will formally document the Board's approval of payment for those services.
Conclusion
Approval of Amendment No. 1 will provide for continued legal representation to the Gila County Personnel Commission on an as-needed basis through August 20, 2027, with no change to the maximum compensation amount of $49,900. This renewal represents the first of up to three (3) available one (1)-year renewal options under the original Agreement.
Approval of this action will also ratify the $759 expenditure for necessary legal services provided to the Personnel Commission on August 26 and 27, 2026, following expiration of the initial contract term.
Approval of this action will also ratify the $759 expenditure for necessary legal services provided to the Personnel Commission on August 26 and 27, 2026, following expiration of the initial contract term.
Recommendation
The County Manager and Human Resources staff recommend that the Gila County Board of Supervisors approve Amendment No. 1 to the Engagement Letter dated June 18, 2025, with Pierce Coleman PLLC for Legal Representation to Gila County Personnel Commission, renewing the Agreement for one (1) additional one (1)-year term from August 21, 2026, through August 20, 2027, for a maximum not-to-exceed compensation amount of $49,900, and ratify the $759 expenditure for legal services provided August 26 and 27, 2026.
Suggested Motion
Information/Discussion/Action to approve Amendment No. 1 to the Engagement Letter dated June 18, 2025, with Pierce Coleman PLLC for Legal Representation to Gila County Personnel Commission, renewing the Agreement through August 20, 2027, for a maximum not-to-exceed compensation amount of $49,900, and ratify the $759 expenditure for legal services provided August 26 and 27, 2026. (Joshua Beck)