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File #: 19-0026    Version: 1
Type: Agenda Item Status: Approved
File created: 12/31/2018 In control: Board of Supervisors
On agenda: 1/29/2019 Final action: 1/29/2019
Title: Health and Human Services Agency recommending the Board: 1) Approve and authorize the Chair to sign Amendment 1 to Agreement for Services 432-S1710 (FENIX 824) with Green Valley Mortuary, Ltd, for the provision of mortuary services for indigent persons, increasing the maximum obligation by $45,000 for a new total of $110,000 effective upon final signature, for the existing term of three (3) years that began April 1, 2017 through March 31, 2020; 2) Make findings in accordance with County Ordinance 3.13.030 that it is more economical and feasible to contract with Green Valley Mortuary, Ltd, for services provided under this Agreement for Services 432-S1710 because the County has neither the staff nor facilities to perform said services; and 3) Authorize the Purchasing Agent to execute further documents relating to Agreement for Services 432-S1710, including amendments that do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel ...
Attachments: 1. A - Approved Contract Routing Sheet, 432-S1710-A1, 2. B - 432-S1710, A1 - 824, A1, 3. C - Approved Contract Routing Sheet, 432-S1710, 4. D - Agreement 432-S1710, 5. Executed Agreement for Services #432-S1710 (824)

Title

Health and Human Services Agency recommending the Board:

1) Approve and authorize the Chair to sign Amendment 1 to Agreement for Services 432-S1710 (FENIX 824) with Green Valley Mortuary, Ltd, for the provision of mortuary services for indigent persons, increasing the maximum obligation by $45,000 for a new total of $110,000 effective upon final signature, for the existing term of three (3) years that began April 1, 2017 through March 31, 2020;

2) Make findings in accordance with County Ordinance 3.13.030 that it is more economical and feasible to contract with Green Valley Mortuary, Ltd, for services provided under this Agreement for Services 432-S1710 because the County has neither the staff nor facilities to perform said services; and

3) Authorize the Purchasing Agent to execute further documents relating to Agreement for Services 432-S1710, including amendments that do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.

 

FUNDING:   A portion of birth and death certificate fees (approximately 6%) and General Fund (approximately 94%).

Body

DISCUSSION / BACKGROUND:

Green Valley Mortuary, Ltd. (Contractor) has provided funeral, mortuary, burial, and or cremation services to certain County agencies/departments since at least 2004.  Health and Human Services Agency (HHSA) uses the Contractor’s services, for the West Slope, for the disposition of the remains of indigent persons who are determined to be residents of the County.  HHSA is the County agency responsible for the payment of these services under El Dorado County Ordinance Code, Title 8 - Public Health and Safety, Chapter 8.84. - General Relief Regulations, Article II. - Eligibility for Financial Assistance, Section 8.84.210. - Entitlement and immediate need (emergency assistance), A.:

 

“The County shall relieve and support all poor and indigent persons who are residents of the County applying for assistance and meeting the income and resource limitations established by the board of Supervisors.  Applicants shall be notified in writing within 30 calendar days of the date of application of the action taken.”

 

Agreement for Services 432-S1710 (Agreement) is being amended to increase the compensation from $65,000 to $110,000 with no change to the term of the Agreement.  The increase in compensation is necessary due to increased utilization of the Contractor’s services over prior years.

 

The number of burials and cremations performed by Contractor per year since 2014 are as follows:

 

2014     50

2015     37

2016     47

2017     55

2018     66  As of November 29, 2018

 

"In accordance with Board of Supervisors Policy C-17, Section 7.11 “Contracts over $100,000,” prior to finalizing this Agreement 432-S1710 with Green Valley Mortuary, Ltd., HHSA sought and received a review of the scope of services and the Contractor’s professional qualifications by a group of individuals qualified to judge the Contractor’s ability to perform the services, including one representative from outside the department requesting the services."

 

ALTERNATIVES:

These services are required under El Dorado County Ordinance Code, Title 8 - Public Health and Safety. 

 

PRIOR BOARD ACTION:

08-29-2006, File ID 06-1398, Approved Agreement 130-S0711 with Green Valley Mortuary.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT:

Approved by County Counsel, Human Resources, Risk Management, and Sheriff Office.

 

CAO RECOMMENDATION:

It is recommended that the Board approve this item.

 

FINANCIAL IMPACT:

The disposition of the remains of indigent County residents is funded by birth and death certificate fees (approximately 6%) and by General Fund (approximately 94%).

 

Approval of this item will result in an increase to General Fund of approximately $42,300 from date of contract execution for the term of the Agreement.  Sufficient appropriations are included within the Social Services Budget in Fiscal Year 2018-19, and will be included in future budgets for the term of the Agreement. 

 

This Amendment is necessary due to the increased number of indigent County resident deaths.  It is unknown if the current trend will continue into future fiscal years. 

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1) Clerk of the Board to obtain signature of Chair on two (2) originals of Amendment 1 to Agreement for Services 432-S1710 (FENIX #824).

2) Clerk of the Board to return one (1) fully executed Amendment 1 to HHSA Contracts Unit, 3057 Briw Road.

 

STRATEGIC PLAN COMPONENT:

N/A

 

CONTACT

Patricia Charles-Heathers, Ph.D., M.P.A., Director