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Health and Human Services Agency (HHSA) recommending the Board authorize the Purchasing Agent to issue Purchase Order 25001066 to Achievement Holdings, Inc. doing business as Sierra Animal Hospital, in the amount of $8,944.12, to pay for retroactive invoices for veterinary services previously provided to HHSA Animal Services under Agreement 6310 prior to its expiration date which was fully expended due to an oversight in expenditure tracking.
FUNDING: 45% Net County Cost, 45% Pet Aid Special Revenue Fund, 10% University of California Davis Grant.
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DISCUSSION / BACKGROUND:
HHSA 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 2016, Sierra 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. 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 Sierra 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.
Through Agreement 6310, Sierra provided veterinary services from June 24, 2022, through April 30, 2025. These services with Sierra were recently renewed under Agreement 9352, effective on May 1, 2025, continuing through April 30, 2028. However, several invoices for services performed under the prior Agreement 6310 remain outstanding. Since the Agreement 6310 has been fully expended and has expired, HHSA is seeking Board authorization to issue a retroactive PO to allow the outstanding invoices to be paid.
Historically, AS supervisors and managers did not track approved expenditures at the program level, and instead relied on the County’s FENIX financial system to identify contract expenditures. This has since been found to pose some challenges as it relates to tracking, as under current processes FENIX only reflects paid invoices, not approved services. Beginning in April 2025, to prevent similar issues with current and future agreements, AS staff have implemented internal controls to accurately account for approved and paid services against contractual maximum obligations.
Maintaining strong partnerships with veterinarians is in the public’s best interest, supporting AS’ mission to protect the health and safety of residents, their animals, and communities throughout the County. HHSA is requesting the Board authorize and approve the issuance of one retroactive PO #25001066 to Sierra in the amount of $8,944.12 to ensure payment for services rendered under Agreement 6310.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA AS would continue to provide services through other existing contracts with veterinary hospitals. AS would risk the loss of Sierra as a vendor due to not paying for services previously received.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
N/A
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no additional Net County Cost associated with this agenda item. Sufficient appropriations were included in the Fiscal Year 2024-25 Budget for these services.
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