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Health and Human Services Agency (HHSA) recommends the Board authorize the Purchasing Agent to increase the prior Board approved amount of $114,186.93 for the purchase of new dog kennels for HHSA South Lake Tahoe Animal Services, by $1,500 for a new total amount of $115,686.93, due to unanticipated costs for equipment offloading delivery services that were not included in the prior Board approved amount for this purchase.
FUNDING: 60.6% City of South Lake Tahoe, 28.3% General Fund, 3.6% State Public Health Realignment, 7.5% El Dorado County licenses/permits, fees and fines. (No Federal Funds)
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DISCUSSION / BACKGROUND:
Since 2006, following the County’s award of Invitation for Bid (IFB) 07-040-016, HHSA Animal Services has utilized Shor-Line T-Kennels Systems to house dogs for the South Lake Tahoe Animal Shelter. Shor-Line T-Kennel Systems are well known in the industry as a quality product for long-term use, adaptability, and durability. HHSA Animal Services has been able to maximize funding by being able to interchange parts and transfer Shor-Line T-Kennels Systems between the County’s Animal Shelters as needed. In 2021, Shor-Line T-Kennel Systems Inc., was acquired by Midmark Corporation, now operating under the name of Midmark Corporation dba Shor-Line, as the direct manufacturer and seller of Shor-Line T-Kennel Systems and kennel accessories.
On September 27, 2022, the Board approved HHSA to sole source purchase new Shor-Line T-Kennels from Midmark Corporation in the amount of $114,186.93 to replace existing end of life kennels for the HHSA South Lake Tahoe Animal Shelter (File ID 22-1536). This purchase allowed HHSA Animal Services to standardize the kennels used on both the East and West Slopes and to match existing T-Kennels Systems used in the South Lake Tahoe Animal Shelter.
In March 2023, the vendor notified HHSA that the offloading of the equipment from the delivery truck was not included in the initial quote which cost an additional $1,500.00. Due to the large shipment size and unspecified time of on-site arrival, Animal Services determined that using the vendor to offload the shipment was the best available option. On June 26, 2023, these kennels were delivered to HHSA Animal Services. These additional fees increased the total amount of the invoice for a new revised total owed to the vendor of $115,686.93.
Due to the above justification, HHSA Animal Services is recommending the Board approve the increase of $1,500 to cover the cost of offloading the kennel shipment, for a revised invoice total of $115,686.93. HHSA budgeted $130,000 for the cost of this equipment in the HHSA Fixed Asset List for Fiscal Year 2022-23 and 2023-24, to ensure the cost of the equipment was included in the Budget, so the additional cost for this equipment does not impact the approved HHSA Budget.
ALTERNATIVES:
Should the Board decline to approve this recommendation, the vendor will not be paid for the shipment offloading.
PRIOR BOARD ACTION:
9/27/2022, 22-1536 HHSA Animal Services Sole Source
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Chief Administrative Office Division of Procurement and Contracts
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
This equipment purchase is included on the approved HHSA Fixed Asset List and included in the budget. Funding for the purchase is from the City of South Lake Tahoe, the General Fund, State Public Health Realignment, and El Dorado County licenses/permits, fees, and fines.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, MPH, Interim Director, Health and Human Services Agency