File #: 24-1266    Version: 1
Type: Agenda Item Status: Approved
File created: 7/3/2024 In control: Board of Supervisors
On agenda: 11/5/2024 Final action: 11/5/2024
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 it is appropriate to contract with Koefran Industries (Koefran) for the provision of animal carcass, hazardous waste carcass, and associated medical/biohazardous waste disposal services for Animal Services, as these specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work; 2) Make findings in accordance with Procurement Policy C-17 Section 3.4(2f) exempting the competitive bidding process with Koefran, with Purchasing Agent concurrence, because “the procurement is for services where the continuity of providers will provide efficiency or critical knowledge, and other providers of the services cannot provide similar efficiencies or critical knowledge” and due to Koefran being the only local vendor capable of servicing all of El Dorado...
Attachments: 1. A - Counsel Approval of Agreement, 8916, 2. B - Partially Executed Agreement, 8916, 3. C - Non Competitive Bid Justification Form, 4. Executed Agreement 8916, 5. Noncompetitive Purchase Request Justification Form
Related files: 09-0434, 21-1710, 17-1253

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 it is appropriate to contract with Koefran Industries (Koefran) for the provision of animal carcass, hazardous waste carcass, and associated medical/biohazardous waste disposal services for Animal Services, as these specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;

2) Make findings in accordance with Procurement Policy C-17 Section 3.4(2f) exempting the competitive bidding process with Koefran, with Purchasing Agent concurrence, because “the procurement is for services where the continuity of providers will provide efficiency or critical knowledge, and other providers of the services cannot provide similar efficiencies or critical knowledge” and due to Koefran being the only local vendor capable of servicing all of El Dorado County for the animal carcass rendering services required, therefore it is not possible to obtain competitive bids;

3) Approve and authorize the Chair to sign Agreement 8916 with Koefran in the amount of $135,000 and for the term of three years from January 1, 2025, through December 31, 2027;

4) Authorize the Purchase Agent to execute further documents relating to Agreement 8916, contingent upon approval by County Counsel and Risk Management, including amendments which do not increase the maximum dollar amount or term of the Agreement; and

5) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 8916.

 

FUNDING: 9% Realignment, 20% City Revenue, 4% generated from Permits and License fees, 7% Miscellaneous Revenue, 4% fee for service, and 56% General Fund.

Body

DISCUSSION / BACKGROUND:

Koefran has provided animal carcass disposal services for veterinarians, animal shelters, and humane societies throughout Northern California and Nevada for nearly 30 years. The County’s Animal Services Division began contracting with Koefran for animal carcass disposal services in December 2004. On a bi-weekly and on-call basis, Koefran collects and disposes of small animal carcasses (under 225 pounds in weight), biohazardous waste carcasses, and medical/biohazardous waste (sharps containers) according to industry standards on both the Eastern and Western Slopes of the County.

 

These services are necessary pursuant to the California Food and Agriculture Code Sections 9141-9143.  In addition, HHSA does not have the facilities or staff that can provide these services.

 

This proposed Agreement with Koefran is a renewal of Agreement 5672, approved by the Board on January 4, 2022, for the term through December 31, 2024 (Legistar file 21-1710). The proposed renewal Agreement 8916 would ensure continuation of necessary animal carcass, hazardous waste carcass, and associated medical/biohazardous waste disposal services.

 

In adherence with Procurement Policy C-17 Section 3.4(2f) exemption from competitive bidding, HHSA recommends, with Purchasing Agent concurrence, that the Board waive competitive bidding requirements as “the procurement is for services where the continuity of providers will provide efficiency or critical knowledge, and other providers of the services cannot provide similar efficiencies or critical knowledge.” Koefran is the only local vendor who services both slopes of the County and also picks up large animal carcasses for rendering.

 

ALTERNATIVES:

Disapproval of this Agreement will result in the inability of Animal Services to dispose of animal carcasses and medical/biohazardous waste, which could pose a public health hazard to staff and the community of El Dorado County and would be in violation of California Food and Agriculture Code Sections 9141-9143.

 

PRIOR BOARD ACTION:

1) 07/23/2013, 09-0434, Koefran Agreement 042-S1411

2) 12/19/2017, 17-1253, HHSA, Koefran Agreement 256-S1811

3) 01/04/2022, 21-1710, HHSA Koefran Agreement 5672

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT:

CAO Procurement and Contracts Division, County Counsel, Human Resources, and Risk Management. The Auditor Controller has been notified in accordance with Policy B-12.

 

CAO RECOMMENDATION:

Approve as recommended.

 

FINANCIAL IMPACT:

Sufficient appropriations were included in the Fiscal Year 2024-25 Budget for this renewal and will be included in future budgets for the term of the Agreement. The Animal Services Division and this Agreement are funded by discretionary General Fund resources and by Realignment, city revenue, permits and license fees, miscellaneous revenue, fees for service, and General Fund.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS:

Clerk of the Board to obtain signature of Chair on one (1) original Agreement for Services 8916.

 

STRATEGIC PLAN COMPONENT:

N/A

 

CONTACT:

Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency