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File #: 22-1536    Version: 1
Type: Agenda Item Status: Approved
File created: 8/18/2022 In control: Board of Supervisors
On agenda: 9/27/2022 Final action: 9/27/2022
Title: Health and Human Services Agency recommending the Board: 1) Make findings in accordance with Section 3.12.160.B. of the El Dorado County Ordinance Code exempting the competitive bidding process for the purchase of commercial animal kennels and accessories due to the unique nature of this equipment; 2) Authorize the sole source acquisition of 19 Shor-Line T-Kennel System commercial animal kennels (fixed assets), inclusive of T-Kennel accessories (bowl kits, feed trays, side transfers, and guillotine enclosures, etc., itemized on the attached quote), through Midmark Corporation dba Shor-Line; and 3) Authorize the Purchasing Agent to issue a purchase order in the net amount of $114,186.93, including applicable taxes and fees. FUNDING: 60.6% City of South Lake Tahoe, 28.3% General Fund, 3.6% State Public Health Realignment and 7.5% El Dorado County licenses/permits, fees, and fines. (No Federal Funds)
Attachments: 1. A - HHSA Non Competitive Sole Source Justification for Animal Kennels - 22-1536 - 92722
Related files: 07-035, 06-1289, 23-1625

Title

Health and Human Services Agency recommending the Board:

1) Make findings in accordance with Section 3.12.160.B. of the El Dorado County Ordinance Code exempting the competitive bidding process for the purchase of commercial animal kennels and accessories due to the unique nature of this equipment; 

2) Authorize the sole source acquisition of 19 Shor-Line T-Kennel System commercial animal kennels (fixed assets), inclusive of T-Kennel accessories (bowl kits, feed trays, side transfers, and guillotine enclosures, etc., itemized on the attached quote), through Midmark Corporation dba Shor-Line; and

3) Authorize the Purchasing Agent to issue a purchase order in the net amount of $114,186.93, including applicable taxes and fees.

 

FUNDING:  60.6% City of South Lake Tahoe, 28.3% General Fund, 3.6% State Public Health Realignment and 7.5% El Dorado County licenses/permits, fees, and fines. (No Federal Funds)

Body

DISCUSSION / BACKGROUND:

In August of 2006, the County of El Dorado (County) Chief Administrative Office (CAO) Procurement and Contracts Division, on behalf of the Health and Human Services Agency (HHSA), issued an Invitation for Bid (IFB) 07-040-016 to solicit ten commercial grade modular dog kennels and accessories from kennel manufacturers, intended for use at the HHSA Animal Shelter located in South Lake Tahoe (SLT). Only two bids were received, in which Shor-Line T-Kennel Systems, Inc., was selected as the best value bidder, with the resulting bid award and purchase approved by the Board of Supervisors on August 22, 2006 (File ID 06-1289). In 2006, these kennels were purchased and initially placed in temporary modular buildings to house animals at the SLT Shelter while the shelter was undergoing renovation. These Shor-Line T-Kennel Systems have since been reinstalled in the SLT Shelter and are in great working condition.

 

In December of 2007, the CAO Procurement and Contracts Division, issued IFB 07-040-065 to solicit 37 commercial grade modular dog kennels and accessories from kennel manufacturers, for intended use at the HHSA West Slope Animal Shelter. A single bid was received by Shor-Line T-Kennel Systems, Inc., which was awarded for purchase and approved by the Board on January 23, 2007 (File ID 07-035). These Shor-Line T-Kennel Systems and accessories were purchased for West Slope operations, and since initial installation in 2008, have been transferred and reinstalled twice for shelter use and are presently housing animals securely in the Animal Shelter located in Diamond Springs.

 

The Shor-Line T-Kennel Systems and accessories purchased by the County in 2006 and 2007 continue to be utilized for HHSA Animal Shelter operations in both Slopes. Being 15 years old with no failures, these Shor-Line T-Kennel Systems and accessories have proven to be a high-quality product and offer a great value to the County.

 

In contrast, due to a restricted budget during its remodel, the SLT Animal Shelter was also equipped with low-quality particle board kennels, that were purchased for temporary use to house stray and adoptable animals. These kennels have been steadily failing over the years and pose safety hazards and the potential for the animals to escape. To address this issue, HHSA budgeted the purchase of new long-term use animal kennels for the SLT Shelter in HHSA’s Fiscal Year 2022-23 Fixed Asset Budget.

 

In preparation for this SLT Animal Shelter kennel replacement project, HHSA Animal Services staff explored options for kennel purchase and identified Shor-Line T-Kennel Systems and kennel accessories as the desired replacement kennel equipment due to the follow reasons:

 

•    The industry remains very small for commercial kennel production as HHSA Animal Services staff performed market research to identify kennel manufacturers and were unable to identify any other vendors that offered the same quality T-Kennel Systems as Shor-Line.

•    Shor-Line T-Kennel Systems are well known in the industry as a quality product for long-term use, adaptability, and durability, as evidenced by the T-Kennel Systems still in use at the County’s East and West Slope Animal Shelters since 2006/2007.

•    HHSA Animal Services wants to standardize the kennels used at both Slopes, and match existing T-Kennels Systems used in the SLT Shelter. Standardization will allow both shelters to utilize existing County-owned T-Kennel System surplus parts and allow both shelters the advantage of cost-saving benefits by sharing the same kennel systems.

•    Animal Services can maximize funding by being able to interchange/transfer T-Kennels Systems between the County's Animal Shelters as needed.

•    Uniqueness of Product: Shor-Line T-Kennel Systems provide the following unique benefits:

1) Offer disease control protection as the kennels are equipped with a full T-Cover (unique drain cap system) keeping pets out of the drainage channel.

2) The compartmentalized drain flooring system allows the HHSA Animal Shelters to retrofit T-Kennels above or on the ground and allows the County to transfer kennels and utilize between shelters as needed.

3) Shor-Line T-Kennels have side transfer guillotines to allow dual use of each kennel to house two pets and/or provide more space for housed animals.

 

In 2021, Shor-Line T-Kennels Systems Inc., was acquired by Midmark Corporation, now operating under the name of Midmark Corporation dba Shor-Line, as the direct manufacturer and seller of Shor-Line T-Kennel Systems and kennel accessories.  Shor-Line T-Kennels Systems are the industry standard and are also used by Stanislaus County, Sacramento SPCA, City of Los Angeles, Los Angeles County, and the City of Elk Grove, in addition to multiple other counties and agencies throughout California.

 

Due to the above justification, HHSA Animal Services recommends and El Dorado County Procurement agrees with approval of a sole source purchase of the Shor-Line T-Kennel System kennels and accessories from Midmark Corporation dba Shor-Line for the amount of $114,186.93, including applicable taxes and fees.

 

ALTERNATIVES:

Should the Board decline to approve this recommendation, HHSA will be not able to ensure standardization of kennel system equipment is used within both Animal Shelters in El Dorado County, which may lead to the purchase of lower quality kennels, future replacement purchases, and will not allow standardization of parts or equipment or the transfer of kennels in between shelter locations.

 

PRIOR BOARD ACTION:

1) 1/23/2007, File ID 07-035, Board approved award of Invitation for Bid (IFB) 07-040-065 to the sole qualified bidder, T Kennel Systems, Inc., for purchase of modular kennels and accessories.

2) 8/22/2006, File ID 06-1289, Board approved award of IFB 07-040-016 to the best value bidder, T Kennel Systems, Inc., for purchase of modular kennels and accessories.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT:

Procurement and Contracts Division

 

CAO RECOMMENDATION:

Approve as recommended.

 

FINANCIAL IMPACT:

This equipment purchase is included on the approved HHSA Fixed Asset List for Fiscal Year 2022-23. Funding for the purchase is from the City of South Lake Tahoe, the General Fund, State Public Health Realignment, and El Dorado County licenses/permits, fees, and fines.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT:

Healthy Communities, Improved Health, Well-being, and Self-sufficiency of El Dorado County communities, residents, and visitors.

 

CONTACT

Evelyn Schaeffer, Director