Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Find that, in accordance with Policy C-17, Section 3.4.2, Exemption from Competitive Bidding, that due to the unique nature of the property or services required that there is only one vendor that can provide the items and service;
2) Approve a sole source purchase with TriVan Truck Body authorizing the Purchasing Agent to execute a Purchase Agreement, contingent upon approval by County Counsel and Risk Management, for the customization of the County of El Dorado Public Health Division's 2023 Ford Transit EL T-350 HD XL AWD into a mobile laboratory and nursing services vehicle in the amount of $162,442.
FUNDING: 100% Enhancing Laboratory Capacity (ELC) Enhancing Detection Expansion Funding. (COVID-19ELC68)
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DISCUSSION / BACKGROUND:
Over the past several years, the County of El Dorado's Health and Human Services Agency (HHSA) Public Health Division's ability to reach our more vulnerable populations living in remote areas of our county has been severely hampered, particularly during inclement weather. The acquisition of a 4WD specialty van is essential to enhance our ability to reach vulnerable clients to provide Public Health medically related services to include, but not limited to communicable disease testing, vaccinations, other needed nursing services, and Public Health education. On March 16, 2021, with Legistar item 21-0366, the Board approved the purchase of a mobile laboratory and nursing services vehicle using ELC Enhancing Detection Expansion Funding. Since the authorization of the spending plan, staff have been trying to find an appropriate vehicle, but were unable to until February 2023, due to supply chain issues.
On February 22, 2023, the County submitted a Purchase Order to TriVan for the purchase of a 2023 Ford Transit EL T-350 HD XL AWD van (PO# 23000785) in the amount of $72,433.88. The conversion of this vehicle is necessary to use it in the capacity of a mobile laboratory and nursing services vehicle. This conversion is only available from one vendor, TriVan Truck Body. TriVan Truck Body is able to custom build this vehicle within a reasonable timeframe and to fit our unique needs as a flexible mobile laboratory with testing and treatment supplies and essential vaccines that would be an important tool in the fight against communicable diseases and other emerging infections in El Dorado County.
This mobile laboratory will provide outreach services within multiple remote communities, reducing transportation and other barriers to care. Ultimately, providing Public Health education and reducing the instances of communicable diseases in the County. The ability to conduct on-site laboratory testing for communicable diseases and then provide on-the-spot treatment will be instrumental in reducing community spread. Also, by providing immediate treatment, patients will be more likely to have a less severe infection and an earlier recovery. Lastly, by providing community-based vaccinations, Public Health will be able to reach our goal to improve immunization rates, which continue to lag behind state rates. Through collaboration with community partners, we will also further improve our reach to high-risk and vulnerable populations, improving the health of our most vulnerable.
Board of Supervisors Policy C-17 - Procurement Policy Section 3.4.2, Exemption from Competitive Bidding, provides for an exemption from competitive bidding in the case of a sole source purchase, "where there is only one vendor capable of providing an item or services, and therefore it is not possible to obtain competitive bids." The customization of Public Health’s Vehicle is needed for Public Health’s ability to reach more vulnerable populations living in remote areas and is only available from one source due to TriVan’s ability to install a sound-attenuated generator compartment, soundproofing for patient confidentiality, and other custom features needed for a mobile laboratory and Public Health medically related services, as documented in the attached sole source letter (Attachment A).
ALTERNATIVES:
Should the Board decline to authorize this purchase, Public Health will be left without a mobile laboratory. Without this vehicle, we will be unable to provide important community-based communicable disease testing, treatment, immunizations, and other nursing services, resulting in high-risk and vulnerable populations going without services and the County immunization rates lagging further behind the State.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by Procurement and Contracts. The Auditor-Controller has been notified per Board Policy B-12.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no General Fund cost associated with this agenda item. Public Health’s Fiscal Year 2022-23 Budget included a $250,000 Mobile Public Health Van Fixed Asset. The Vehicle purchase was $72,433.88 and the vehicle customization, being approved with this item, is $162,442, bringing the total cost of the vehicle to $234,875.88.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT:
Healthy Communities: Protect against adverse outcomes among children, adults, and seniors.
CONTACT
Olivia Byron-Cooper, MPH, Interim Director, Health and Human Services Agency