Title
Procurement and Contracts, a division of the Chief Administrative Office, recommending the Board take the following actions pertaining to Agreement for Services 8540, a countywide contract with Stericylce, Inc. for bio-hazardous medical and pharmaceutical waste collection and disposal services:
1) Make findings pursuant to El Dorado County Ordinance Section 3.13.030 (B) that collection and disposal of bio-hazardous medical and pharmaceutical waste services require specialty skills and qualifications not expressly identified in County classifications; and
2) Approve and authorize the Purchasing Agent to execute Amendment I to Agreement for Services 8540 with Stericycle, Inc., extending the term for one additional year for an updated term of four years for September 1, 2023, through August 31, 2027, and increasing compensation by $20,000 for an updated total amount of $70,000, for bio-hazardous medical and pharmaceutical waste collection and disposal services.
FUNDING: Various, as departments have included appropriations for bio-hazardous medical and pharmaceutical waste services in their respective budgets.
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DISCUSSION / BACKGROUND
Procurement and Contracts is responsible for monitoring, maintaining, and assigning an analyst to serve as the contract administrator for the countywide agreement governing bio-hazardous medical and pharmaceutical waste collection and disposal services. Stericycle, Inc. has provided these services since 2007. As part of its efforts to oversee countywide agreements, Procurement and Contracts reviews relevant data and information such as invoicing issues, vendor communications, and input from County departments related to both current and previous agreements for comparable services before initiating any contract renewal process. An analysis of Agreement for Services 8540 determined that only two County departments, Health and Human Services (HHSA) and the El Dorado County Sheriff’s Office (EDSO), are utilizing Agreement for Services 8540 for some as needed services.
In addition to the Countywide contract both departments independently process and administer their own additional agreements outside of the Countywide contract. In support of administrative efficiency and clarity, Procurement and Contracts recommends that HHSA and EDSO should each add the additional services needed to their individual agreements for bio-hazardous medical and pharmaceutical waste collection and disposal services, thereby establishing more direct and appropriate contracting mechanisms.
Procurement and Contracts notified both departments of this determination and, upon their request, is seeking to extend the current agreement to allow sufficient time for HHSA and EDSO to negotiate and execute new individual agreements suitable to each department's needs.
ALTERNATIVES
Should the Board decline to approve this recommendation, Procurement and Contracts would have to engage in the process of negotiating a contract renewal with Stericycle, Inc. on behalf of HHSA and EDSO. Contract negotiations would likely extend beyond the expiration date of the current agreement and result in the new agreement being retroactive to account for a probable lapse in services.
PRIOR BOARD ACTION
Legistar 24-0428 - November 12, 2024 - Approval of retroactive Agreement 8540
OTHER DEPARTMENT / AGENCY INVOLVEMENT
EDSO, HHSA
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is included in the Fiscal Year 2026-27 Budget in HHSA and EDSO, and will be included in future fiscal years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent