Title
Sheriff's Office recommending the Board:
1) Make findings in accordance with Ordinance 3.13.030(B) that it is appropriate to contract with an independent contractor to provide cremation of abandoned human remains, as it requires specialty skills and qualifications not expressly identified in County classifications;
2) Make findings in accordance with Procurement Policy C-17 Section 3.6 (G) to exempt Agreement 7991 from the competitive bidding process because this is the only provider capable of providing the service that satisfies the department’s operational requirements;
3) Approve and authorize the Chair to sign Amendment III to Agreement 7991 with Green Valley Mortuary, Ltd. to provide cremation of abandoned human remains on an as-needed basis for the Placerville Sheriff's Coroner Division, increasing the amount by $56,229 for a new total compensation amount not to exceed $140,000, with no change to the two-year term; and
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 7991, contingent upon approval by County Counsel and Risk Management, which do not increase the total compensation amount or term of the Agreement.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Sheriff’s Office currently utilizes Green Valley Mortuary, Ltd. to provide cremation services for abandoned remains when no next of kin, responsible party, or other individual is available to make final disposition arrangements. These services allow the Sheriff’s Office to ensure remains under its responsibility are handled in a respectful and appropriate manner and in accordance with applicable requirements.
Agreement 7991 allows the Sheriff’s Office to obtain cremation services on an as-needed basis. However, the Sheriff’s Office has seen an increase in the number of abandoned remains requiring cremation, and continued utilization of these services has accelerated associated costs. As a result, the remaining compensation under the Agreement is not sufficient to meet anticipated needs through the remainder of the contract term.
The Sheriff’s Office is seeking approval of the proposed increase in compensation to ensure sufficient funding is available to cover anticipated costs of abandoned remains cremation services for the remainder of the Agreement term. The increase will provide for the continuity of service and prevent disruptions by allowing the Sheriff’s Office to continue utilizing the Contractor for the timely and appropriate disposition of abandoned remains through the expiration of the Agreement. Green Valley Mortuary is the only provider capable of providing the service that satisfies the department’s operational requirements, as outlined by the Purchasing Agent's approval of the Sole Source Justification (Attachment F).
ALTERNATIVES
If the Board chooses not to approve this amendment, the Sheriff’s Office will exhaust the remaining contract funds before the end of the current agreement term. Once funding is depleted, cremation services for abandoned remains may be disrupted, and the Sheriff’s Office would need to seek alternative arrangements to ensure the continued timely disposition of remains.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved this Amendment.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no impact to Net County Cost. Funding has been included in the Sheriff's Office Fiscal Year 2026-27 budget and will be requested in future year's budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return a fully executed copy Amendment III to the Sheriff's Office for distribution.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Eric Palmberg