Title
Health and Human Services Agency (HHSA) recommending the Board authorize the Purchasing Agent to issue a Purchase Order (PO) to Sierra Office Systems and Products, Inc. in the amount of $875.74 to pay for one retroactive invoice for the purchase of Cal-Fresh MyPlate flyers to support the Supplemental Nutrition Assistance Program Education/CalFresh Healthy Living Program, that were shipped and utilized by HHSA staff prior to the issuance of a PO due to an oversight in the purchase request finalization.
FUNDING: 100% State of California Cal-Fresh Healthy Living Grant.
Body
DISCUSSION / BACKGROUND:
The SNAP-Ed/CalFresh Healthy Living Program is an evidence-based program that helps people lead healthier lives. This program provides nutrition education to individuals who use or are eligible for SNAP, teaching them about good nutrition and how to stretch their food dollars. SNAP-Ed collaborates with various community organizations, utilizing direct and indirect education, social marketing campaigns, and policy efforts to enhance community policies, systems, and environments. The program is approved, endorsed, and funded by the State of California.
On January 24, 2024, HHSA SNAP-Ed/CalFresh Healthy Living program staff requested one purchase from Sierra Office Systems and Products, Inc. for MyPlate flyers. These flyers are used to deliver indirect nutrition education, aligning with the SNAP-Ed/CalFresh Healthy Living Program's objectives. Program staff asked for a quote from Sierra Office Systems and Products, Inc. to include pricing for the requested flyers. At the time the quote was prepared, Sierra Office Systems and Products, Inc. received authorization by program staff to move forward with printing the flyers. However, the proper purchasing procedures were not followed before the authorization and receipt of the printed MyPlate materials. Current staff have been educated about what is required to make County purchases to ensure that this does not happen in the future.
This retroactive PO request aims to ensure payment to Sierra Office Systems and Products, Inc. for the CalFresh MyPlate flyers provided to HHSA. HHSA recommends that the Board authorize the issuance of a retroactive PO to pay this vendor for the outstanding invoice No. 3884505 (dated January 24, 2024) in the amount of $875.74 for the CalFresh MyPlate flyers.
ALTERNATIVES:
Should the Board decline to approve this recommendation, this invoice will remain unpaid, and vendor may not allow County to purchase materials for the continued implementation of this SNAP-Ed/CalFresh Healthy Living Program in El Dorado County.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
N/A
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this agenda item. Sufficient appropriations were included in the Fiscal Year 2024-25 Budget for this purchase.
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