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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of veterinary services provided by Contractor are in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B);
2) Approve and authorize the Chair to sign Amendment III to Agreement for Services 4735 with Animal Outreach of the Mother Lode, which retroactively increases the not-to-exceed amount by $60,000 for a new not-to-exceed total of $141,635, and extends the term by six (6) months, for a new term of July 1, 2020, through December 31, 2023;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 4735, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
4) Authorize the HHSA Director, or Assistant Director of Human Services, to execute programmatic, administrative, and fiscal documents relating to Agreement 4735.
FUNDING: 15% Fees for Services, 9% Licensing/Permit Fees, 7% Public Health Realignment, and 69% General Fund, in some cases 100% Pet Aid Special Revenue Fund.
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DISCUSSION / BACKGROUND:
Pursuant to California Penal Code section 597.1, the HHSA Animal Services Department (Animal Services) is required to provide routine care and emergency treatment to animals in the County’s care and is the primary investigatory agency responsible for enforcement of animal crimes laws (Code Section 597 and other Penal code sections). To ensure availability of emergency veterinary services 24 hours a day, 7 days a week, and to alleviate transporting injured animals to out of the area locations, Animal Services has multiple contracts for services with licensed California veterinarians.
Animal Outreach of the Mother Lode (Animal Outreach) provides veterinarian services to animals in the care of Animal Services on the West Slope. These services include spaying/neutering of dogs per Food and Agricultural Code section 30503 and the spaying/neutering of cats per Food and Agricultural Code section 31751.3. The spaying and neutering of animals are required by Food and Agricultural Code prior to animal adoption and alleviates animal pain and suffering via prescribed medication or euthanasia. The services provided by this Contractor serve to lower the number of fertile animals in the community and give the animals in the care of Animal Services a chance of being adopted.
In accordance with Board of Supervisors Procurement Policy C-17, Section 7.11 which was in place at the time the contract was executed, the contractor selection process for service contracts in excess of $100,000 must include a review of the scope of services and contractor’s professional qualifications by a group of individuals (including at least one representative from outside the department requesting the services) qualified to judge the contractor’s ability to perform the services. HHSA has documentation on file that such a review was performed for Agreement 4735.
The increase to the maximum obligation is retroactive due to invoices from past months that cannot be paid due to the Agreement already being at the current $81,635 maximum obligation. This is the main vendor on the Western Slope that provides spay and neuter services meaning that they are crucial to Animal Services operations. Staffing shortages within the Animal Services department resulted in this oversight and HHSA is working to build-in safeguards to prevent similar issues from occurring in the future. Any lapse in services would be detrimental to the treatment of the animals needing this level of care.
In order for Animal Outreach to be compensated for services it has already provided, HHSA requests the Board approve a retroactive increase of $60,000 to the not-to-exceed amount of the Agreement, for a new total not to exceed $141,635. HHSA also requests the Board approve the addition of six (6) months to the term for a new term of July 1, 2020, through December 31, 2023. This extension will allow Animal Outreach to continue to provide critical veterinary services while a new contract is in development.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would continue to provide services through other existing contracts with veterinary hospitals which may result in a significant delay of spay or neuter services. Additionally, Animal Outreach will not be paid for services already rendered under this Agreement.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management. Auditor Controller notified per B-12 Policy.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
Sufficient appropriations were included in the Fiscal Year 2022-23 Budget and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one (1) original Amendment III to Agreement for Services 4735.
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, MPH, Interim Director, Health and Human Services Agency