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 specialty skills and qualifications not expressly identified in County classifications are involved in the performance of Agreement for Services 8983 with Green Valley Mortuary, LTD.;
2) Approve and authorize the Chair to sign, competitively procured, Agreement for Services 8983 with Green Valley Mortuary, LTD., in the amount of $250,000 and for the term of January 1, 2025, through December 31, 2028;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 8983, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 8983.
FUNDING: 100% County General Fund.
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DISCUSSION / BACKGROUND:
On May 22, 2024, on behalf of HHSA, the Chief Administrative Office (CAO) Procurement and Contracts Division released Request for Qualifications (RFQ) 24-0057 to solicit qualified respondents to provide funeral, mortuary, burial, and cremation services throughout El Dorado County on both slopes. A single response was received by Green Valley Mortuary, LTD. which was evaluated by a panel of three evaluators. As a result of the evaluative process, Green Valley Mortuary, LTD. was found qualified for award of this RFQ and selected by HHSA to contract for these services.
Since 1995, Green Valley Mortuary, LTD. has provided funeral, mortuary, burial, and cremation services to various County agencies/departments on the East Slope, West Slope, and other areas outside of the County to serve indigents who deceased outside of El Dorado County.
As defined in the County’s Code of Ordinances (CCO) Chapter 8.84, General Relief Regulations, the County’s General Assistance (GA) Ordinance outlines the rules and regulations that meet the requirements of the California Welfare and Institutions Code (WIC) Subsection 17000. The GA program aims to help County indigents become productive members of the community. Through County GA, support is provided in the form of financial and emergency assistance for County indigents found eligible by meeting the income and resource limitations established by the County’s Board of Supervisors (Board).
Pursuant to WIC Subsection 17009, the Board may provide for the burial or cremation of County deceased indigents (referred to as “decedent”). These burial services are provided through GA when it has been established that the decedents and all responsible relatives qualify for indigent burial according to the requirements set forth in CCO 8.84. HHSA is responsible for administration of the County’s indigent burials as well as the processing and approval/denial of requests. All funeral, mortuary, burial, and cremation services must be performed through a contracted provider.
This proposed Agreement 8983 with Green Valley Mortuary, LTD. is a renewal of Agreement 8214, executed by the Purchasing Agent on November 6, 2023, for a term through December 31, 2024, and will ensure continuity of the services. HHSA is recommending the Board approve Agreement 8983 for the continued mortuary/burial services to be performed through a contracted provider without any service interruption.
ALTERNATIVES:
Should the Board decline to approve this Agreement for Services 8983, HHSA could provide West Slope services through its existing contract with McFarlane Mortuary (No. 7530) (which HHSA uses for East Slope mortuary/burial services) which is also owned by Green Valley Mortuary, LTD. However, this may cause the McFarlane contract to expend its max obligation prior to its expiration date of March 31, 2026. The McFarlane Agreement 7530 will terminate early if the proposed Agreement 8983 is approved by the Board, as this new agreement is combining the mortuary/burial services for both County Slopes under a single contract.
PRIOR BOARD ACTION:
1) 08/29/2006, 06-1398, Human Services - Soc. Servs. - Green Valley
2) 01/29/2019, 19-0026, HHSA Green Valley Mortuary Agreement 432-S1710, A1 (824, A1)
3) 01/14/2020, 19-1531, HHSA 4451 Green Valley Mortuary, LTD
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
CAO Procurement and Contracts Division, County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no increase to Net County Cost associated with this Agenda item. Sufficient appropriations were included in the Fiscal Year 2024-25 Budget and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS:
Clerk of the Board to obtain signature of Chair on one original Agreements for Services 8983.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency