Title
Emergency Medical Services, a division of the Chief Administrative Office, recommending the Board:
1) Make findings pursuant to Section 3.13.030 (f) of the El Dorado County Ordinance Chapter 13, Contracting Out, that the provision of financial auditing services provided by Richardson & Company LLP are in the public's best interest and a contract is necessary to protect against a conflict of interest or to ensure independent and unbiased findings where there is a need for an outside perspective;
2) Approve and authorize the Purchasing Agent to sign competitively bid Agreement 8734 with Richardson & Company, LLP, for financial auditing services for the County’s ambulance services providers, in the amount of $114,050 and a term effective upon execution through of June 30, 2027; and
2) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 8734, excluding term extensions and increases to compensation, contingent upon approval by County Counsel and Risk Management.
FUNDING: County Service Areas 3 and 7 ambulance fees.
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DISCUSSION / BACKGROUND
The County currently contracts with two Joint Powers Authorities (JPAs) for the provision of ambulance services within the County. The El Dorado County Emergency Services Authority (EDCESA) provides services in the West Slope, and the California Tahoe Emergency Services Operations Authority (Cal Tahoe) provides services in the Tahoe Basin, excluding the West Shore area.
The County has historically contracted with auditing firms to perform the annual financial audits of the JPAs. Richardson & Company, LLP has previously provided these auditing services for both JPAs. In 2017, a Request for Proposals (17-918-022) was completed to select an audit provider, and Agreement 059-S1811 was executed with Richardson & Company, LLP for services through Fiscal Year 2017-18, which expired June 30, 2020. In 2020, Agreement 4583 was executed with Richardson & Company, LLP to provide auditing services for Cal Tahoe through Fiscal Year 2019-20 and for EDCESA through Fiscal Year 2022-23. Auditing services were provided to Cal Tahoe by another contractor for Fiscal Years 2020-21 through 2022-23.
In 2024 the County initiated a competitive Request for Proposal (RFP) 24-0030 for the CSA 3 and CSA 7 Auditing Services. On April 17, 2024, Richardson & Company, LLP was determined to be the successful proposer and issued a Notice of Intent to Award. The term of the recommended contract includes three years of auditing services for Cal Tahoe and EDCESA.
ALTERNATIVES
The Board could choose to not utilize Richardson & Company, LLC for the annual audits of the ambulance JPAs, and procure other services or require that the JPAs procure financial audits separate from the County.
PRIOR BOARD ACTION
On April 18, 2017, the Board of Supervisors awarded the RFP to Richardson & Company, LLC and authorized the Purchasing Agent to execute an agreement for services (17-0363).
On April 7, 2020, the Board of Supervisors authorized the Purchasing Agent to execute an agreement with Richardson & Company, LLC for services (20-0383).
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The annual financial audits of the JPAs are funded by County Service Areas 3 and 7. These County Service Areas were established to provide and fund ambulance services, and are funded primarily by ambulance fees, special taxes and assessments, and property taxes. The current budget includes allocations for these services.
The recommended contract has a maximum compensation amount of $114,050, for services as indicated below:
FISCAL YEAR ENDING
JUNE 30, 2024 $36,900
JUNE 30, 2025 $38,000
JUNE 30, 2026 $39,150
TOTAL ANNUAL AUDITS $114,050
This contract has no General Fund impact.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Sue Hennike, Assistant Chief Administrative Officer