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Health and Human Services Agency (HHSA) recommending the Board:
1) Waive formal bid requirements in accordance with Procurement Policy C-17 Section 3.3.1 (H), Additional Purchases, due to an existing competitively bid contract being utilized for the acquisition and installation of two dog boxes being purchased for HHSA Animal Services (AS);
2) Authorize the Purchasing Agent to issue a Purchase Order (PO) to Diamond Truck Body Manufacturing Inc. (Diamond), for the amount of $118,799.10, as shown by the attached quote labeled A - Quote #24274, plus any applicable delivery, taxes, and fees for the acquisition and installation of two dog boxes for AS fleet vehicles priced at $59,399.55 each; and
3) Authorize the Purchasing Agent to accept and execute quote 24274.
FUNDING: 100% Animal Services Pet Aid Fund.
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DISCUSSION / BACKGROUND:
The goal of HHSA AS is to safeguard the health and well-being of people, animals, and communities in El Dorado County. Key operational areas of AS include Field Services, the Rabies Control Program, and Animal Shelter Operations. Under Title 6 of the El Dorado County Code of Ordinances, along with applicable government, agricultural, and penal codes, AS Officers are responsible for various public services, including investigations, stray animal pickups, dead animal disposals, and enforcing potentially dangerous dog procedures.
To ensure the safe and efficient transport of injured, deceased, stray, and potentially dangerous animals, AS Officer trucks must be equipped with a dog box. On January 9, 2024, the Board approved a Budget Transfer Request to fund the purchase and installation of one new dog box on an AS fleet vehicle (Legistar file 23-2164). Following, in November 2024, competitive bid, #24-0107 was completed by the Chief Administrative Offices, Procurement and Contracts Division and awarded to the lowest bidder, Diamond, for the purchase of one dog box at a cost of $59,399.55.
AS has two more replacement fleet vehicles, both of which will require dog boxes for operational readiness. These two additional dog boxes will enhance HHSA AS’s ability to serve residents across the County by providing safe housing and transport for animals. Designed with onboard air conditioning units and temperature monitoring systems, these dog boxes help reduce stress and keep animals calm, minimizing the need for unnecessary veterinary care during extreme heat conditions.
HHSA is requesting the Board authorize and approve the issuance of a PO for the purchase of two dog boxes to be installed on AS fleet vehicles. These dog boxes will improve operational efficiency and enhance overall animal safety in El Dorado County. The boxes are quoted at $54,495 with estimated tax bringing the price to $59,399.55 each.
In accordance with Board of Supervisors Procurement Policy C-17 Section 3.3.1(H), Additional Purchases, HHSA is requesting the Board exempt this purchase from competitive bidding, as it qualifies as an additional purchase from the successful bidder for the same item within the 12-month period following the initial purchase date at the same price as the prior award.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA AS would be unable to use the two replacement vehicles in the field for the transportation of animals. Alternatively, the purchase of lower quality dog boxes could impact the health and safety of the communities and their animals in the County.
PRIOR BOARD ACTION:
01/09/2024, 23-2164, HHSA BTR Animal Services Fixed Asset increase
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Procurement and Contracts.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
Sufficient appropriations were included in the Fiscal Year 2025-2026 Budget request, which includes the fixed asset request for the two dog boxes and installation on two fleet vehicles.
CLERK OF THE BOARD FOLLOW UP ACTIONS:
N/A
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency