Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Waive formal bid requirements in accordance with Purchasing Policy C-17 Section 3.4, Exemptions from Competitive Bidding, due to a competitively bid contract being utilized for the acquisition of one 23-foot communications trailer being purchased for HHSA Animal Services;
2) Authorize the use of Sourcewell, a State of Minnesota local government unit and service cooperative, Request for Proposals 092922 and the competitively bid contract between Sourcewell and JHB Group, Inc. (JHB) 092922-JHB for the acquisition of one 23-foot communications trailer to serve as an emergency operations trailer during disaster events in El Dorado County; and
3) Authorize the Purchasing Agent to issue a Purchase Order to JHB, for the amount of $139,627.81, as shown by the attached Quote labeled A - Estimate 23HIT-ELDOR.3SW, plus any applicable delivery and taxes, for the purchase of one 23-foot communications trailer priced at $139,627.81.
FUNDING: 100% American Rescue Plan Act Funding.
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DISCUSSION / BACKGROUND:
On March 11, 2021, President Biden signed into law the ARPA, which allocated $1.9 trillion to assist in the recovery from the impacts of the COVID-19 pandemic. El Dorado County has received a direct allocation of $37.46 million. The California Emergency Services Act allows the Governor to order political subdivisions to assist to the level their resources will allow in times of emergency such as wildland fires. Furthermore, the Food and Agriculture code 31105 mandates that the County must provide stray animal shelter which may result from any disasters occurring in the County. HHSA AS has identified a need for increased communication during these disaster times and that an emergency communication trailer would allow AS to assist other agencies while improving El Dorado County’s emergency response plan.
An emergency communications trailer is a critical asset deployed during disaster events to support reliable and uninterrupted communication among emergency response teams. Equipped with satellite, radio, and broadband capabilities, the trailer ensures that local agencies and command centers remain connected, even in remote or disaster affected areas where infrastructure may be compromised. This mobile unit enhances coordination efforts, streamlines information flow, and improves overall disaster management and recovery processes by providing essential communication support in real time.
HHSA identified that Sourcewell had recently conducted RFP #092922 to competitively solicit a vendor to provide trailers with related equipment, accessories, and services. As a result of that RFP, Sourcewell awarded JHB’s proposal and issued contract 092922-JHB. This 23-foot communication trailer will be used by HHSA AS to assist El Dorado County residents countywide during times of an emergency allowing a safer and more strategically located operation center during disasters. This will increase safety for animals by allowing more effective assistance and quicker response time resulting from increased communications.
HHSA is requesting the Board authorize and approve the issuance of a piggyback PO for the purchase of one 23-foot communications trailer that is customized for the performance of communication services for use throughout El Dorado County. HHSA AS will utilize the trailer to support the community by increasing operational efficiency during times of an emergency.
In accordance with Board of Supervisors Procurement Policy C-17 Section 3.4 (4), the department is requesting the Board exempt this purchase from competitive bidding, due to the use of competitively bid piggyback contract awarded by Sourcewell to JHB for comparable trailer specifications and purchase price.
ALTERNATIVES:
Should the Board decline to approve this recommendation HHSA AS would be unable to more effectively assist El Dorado County residents with their animals during times of an emergency.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no General Fund Cost associated with this agenda item. The FY 2024-25 Adopted Budget included the addition of the communications trailer and outlined that the trailer will be funded with ARPA appropriations that the Board of Supervisors has allocated to the Health and Human Services Agency.
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