Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings pursuant to Section 3.13.030 (B) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that the travel services provided by Collete Travel Service, Inc. requires specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
2) Approve and authorize the Chair to sign competitively bid revenue-generating Agreement for Services 9763 with Collette Travel Service Inc. for the retroactive term of July 1, 2025 through June 30, 2028, with no maximum obligation established due to the compensation (commission) included in the Agreement being County generated revenue;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 9763, contingent upon approval by County Counsel and Risk Management, which do not increase the Net County Cost; and
4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 9763.
FUNDING: 100% Revenue to HHSA from commission paid by Collette Travel Service, Inc.
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DISCUSSION / BACKGROUND
HHSA Community Services Division Area Agency on Aging (AAA) administers the Senior Activities Program for local seniors aged 60 and older. While the Senior Activities Program is not mandated, the program provides an array of services to complement mandated AAA programs, such as exercise classes, arts and crafts, travel, volunteer opportunities and skill building classes. El Dorado County’s senior population is very active and enjoys participating in meaningful activities within the widest range of civic, cultural, education and recreational opportunities. The purpose of these activities is to reduce social isolation and to support El Dorado County’s seniors’ independence.
Since 2006, HHSA has contracted with Collette Travel Service, Inc. to provide coordinated group travel to El Dorado County residents, ages 60 and older. While many residents prefer to travel locally, some also enjoy traveling with a trusted vendor, to diverse destinations worldwide. Collette Travel Service, Inc. offers a wide range of package tours to local senior travelers and takes care of all aspects of the trip from the traveler’s initial pick-up to their final drop-off at home. Collette Travel Service, Inc. coordinates all travel destinations, arrangements, activities, reservations, travel and passport paperwork, and final bookings for travelers.
Currently, Collette Travel Service, Inc. hosts approximately seven trips annually for HHSA’s AAA Senior Activities Program clients, with trips ranging from $3,000-$9,000 per person. All trips are booked and paid for by the traveler (referred to as participant in the Agreement), which generates a small commission that is paid to HHSA Community Services by Collette Travel Service, Inc.
In accordance with the Board of Supervisors Procurement Policy C-17, HHSA has documentation on file that a formal solicitation via a Request for Qualifications (RFQ) No. 2025-0101 was performed for the services provided under Agreement 9763, which closed on April 1, 2025. Following the RFQ’s evaluation process, Collette Travel Services, Inc. was awarded to the Qualified List posted by Chief Administrative Office (CAO) Procurement and Contracts (P&C) Division on June 12, 2025.
HHSA recommends the Board approve renewal Agreement 9763 with a retroactive start date of July 1, 2025, to ensure continuity of the travel services offered to AAA seniors and to enable the AAA to receive revenue for travel services delivered during this period. HHSA AAA is projecting up to $10,000 in commission to be generated annually, as a result of this agreement.
ALTERNATIVES
Should the Board decline to approve the recommended Agreement with Collette Travel Service, Inc., HHSA AAA will have to restart contract negotiations with other qualified bidders placed on the Qualified List which could lead to a drastic lapse in services and a potential financial loss of up to $10,000 annually.
PRIOR BOARD ACTION
06/25/2024 Legistar file 24-0556, HHSA Agreement 8584, Collette Travel Service, Inc.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Human Resources, CAO Procurement and Contracts, and Risk Management.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
There is no Net County Cost associated with this agenda item. All travel and activity costs outlined in this Agreement are fully funded by program participants and there is no County expenditure for services provided through this Agreement. County receives revenue through commission paid by Contractor to HHSA through this Agreement for travel booking services. The estimated amount of commission HHSA expects to receive through this Revenue Agreement is up to $10,000 annually.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one original Revenue Agreement for Services 9763.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency