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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings pursuant to El Dorado County Ordinance Chapter 3.13, Contracting Out, that the veterinary services provided by ZZ Veterinary Corp, APC, doing business as Crossroads Veterinary Hospital (Crossroads), requires 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(3) exempting the competitive bidding process, with Purchasing Agent concurrence, because “competitive bidding would produce no economic benefit to the County”;
3) Approve and authorize the Chair to sign Amendment I to Agreement for Services 7597 with Crossroads, to retroactively increase the contract value by $218,365, for an amended amount of $300,000, and to extend the expiration date an additional three years through March 31, 2029;
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 7597, contingent upon approval by County Counsel and Risk Management, 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 7597.
FUNDING: 15% Fees for Services, 9% Licensing/Permit Fees, 7% Public Health Realignment, and 69% General Fund and in some cases 100% Pet Aid Special Revenue Fund.
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DISCUSSION / BACKGROUND:
Animal Services (AS), in accordance with Penal Code Section 597.1, is responsible for providing routine care and emergency treatment to animals in the County’s custody and serves as the primary agency for investigating and enforcing animal cruelty laws (Penal Code Section 597 and related sections). To ensure continuous access to emergency veterinary services 24/7 and to minimize transport time for injured animals, AS maintains multiple service contracts with licensed California veterinarians.
Since 2010, Crossroads has been contracted by the County to provide a range of veterinary services, including expert testimony, prescriptions, medical advice, and recommendations. Their services also include spaying and neutering of dogs in accordance with Food and Agricultural Code Section 30503, and cats under Section 31751.3. Crossroads has a veterinarian available to respond on-site during animal cruelty investigations, prepare written reports, and provide testimony at seizure hearings and in criminal proceedings. Crossroads remains readily accessible to officers for emergency situations, offering examinations as required by Penal Code at reduced rates. They also provide additional care, including surgeries to improve the chances of animal adoption. Prior to adoption, animals are spayed or neutered as required by law, and Crossroads helps to relieve animal pain and suffering through prescribed medications or humane euthanasia when necessary. Through the coordination of these services, more animals are given a chance at adoption, while contributing to a reduction in the number of unsterilized animals in the community.
Agreement 7597 with Crossroads, in the amount of $81,635, was originally approved by the Board on June 6, 2023 (Legistar file 23-0684). Amendment I is now being presented to the Board because HHSA was retroactively notified of a FENIX system error that increased the contract value by $31,795.91 above the maximum obligation amount specified in the agreement. FENIX, the County’s contract tracking system, experienced an error identified by Information Technologies (IT), in which contracts containing multiple accounting year groups either mistakenly added or removed funds. As a result, bringing this retroactive Amendment to the Board is necessary, as the additional funds were spent before the discrepancy was discovered in April 2025. Since then, the HHSA Contracts Unit has worked with IT to review other contracts within the affected FENIX reporting period and confirmed that no other contracts experienced similar errors where funds were added and spent erroneously.
Amendment I is needed to update to the most current service authorization language, update standard contract articles, extend the term for an additional three years through March 31, 2029, and to retroactively increase the not to exceed amount to $300,000. The current not to exceed has been expended more quickly than anticipated, necessitating an adjustment to ensure continued veterinary services. The contract expiration date is also being extended by three years, through March 31, 2029. The increased usage of this contract is primarily due to a rise in complex surgeries and procedures provided by Crossroads for animals in the care of HHSA AS. Due to the unpredictable nature of AS’ emergency operations, it is difficult to forecast the number of complex cases that will require treatment. Crossroads frequently remains the most reliable daytime provider for such emergencies and is located near the County West Slope shelter. A $50,000 grant from UC Davis (included in the Pet Aid Special Revenue Fund budget), which supports local pet owners with veterinary expenses, has also increased service utilization at Crossroads. This higher not-to-exceed amount ensures the County can continue securing timely, high-quality veterinary care for animals in need while maintaining contractual compliance. HHSA recommends the Board approve this Amendment I to Agreement 7597 with the retroactive period beginning May 7, 2024, to allow HHSA to pay for retroactive services performed by Crossroads.
In accordance with Board of Supervisors Procurement Policy C-17, the contractor is exempt from competitive bidding, with Purchasing Agent concurrence, per Section 3.4 (3), as competitive bidding would produce no economic benefit to the County. Crossroads has been a reliable source of emergency and routine surgeries for animals under the care of HHSA AS, they also offer more availability than other veterinarian hospitals in the area at a discounted price for the County.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would continue to provide veterinary services through other existing contracts. However, Animal Services would be unable to compensate Crossroads for services that have already been provided, resulting in the loss of exceptional discounts currently received, and the loss of expert testimony on animal abuse and neglect criminal cases.
PRIOR BOARD ACTION:
06/06/2023, 23-0684, HHSA 7597 Crossroads Veterinary Hospital
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by 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 2025-26 Budget request and will be included in future budgets for the term of the Agreement. The agreement is funded by 15% Fees for Services, 9% Licensing/Permit Fees, 7% Public Health Realignment, and 69% Net County Cost and in some cases 100% donations held in the Pet Aid Special Revenue Fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS:
Clerk of the Board to obtain signature of Chair on one original Amendment I to Agreements for Services 7597.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency