DATE: July 9, 2024
TO: Board of Supervisors
SUBMITTED BY: John Zanoni, Sheriff-Coroner-Public Administrator
SUBJECT: Retroactive Agreement with Reyna Enterprises for Decedent Removal Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive Agreement with Reyna Enterprises for decedent removal services, effective July 1, 2024, which includes a three-year base contract and two optional one-year extensions, total not to exceed $7,500,000.
REPORT
There is no increase in Net County Cost associated with the recommended action. The item brought before your Board, if approved, will provide for decedent removal services to transport the deceased from the scene of death to the Coroner’s Office. This item is countywide.
ALTERNATIVE ACTION(S):
Non-approval of the recommended agreement would cause a disruption in the ability of the Coroner’s Office to provide decedent removal services throughout Fresno County as the current agreement for such services expired May 15, 2024.
RETROACTIVE AGREEMENT:
The agreement is retroactive to July 1, 2024. The RFQ was initially issued on April 23, 2024 with a closure date of May 13, 2024. The tentative award notice went out on May 22, 2024 with a one-week time frame for vendors to dispute the Department’s decision. The final agreement was signed by Reyna Enterprises on June 25, 2024.
FISCAL IMPACT:
There is no increase in Net County Cost (NCC) associated with the recommended action. The maximum cost associated with the recommended agreement is $4,500,000 for the three-year period of July 1, 2024 to June 30, 2027. If the options are exercised for years 4 and 5, the maximum costs per year will be $1,500,000, with a total 5-year maximum of $7,500,000. Actual expenditures for decedent removal services will be determined by the number of removals, location and type of services required. The estimated cost of decedent removal services for FY 2024-25 are estimated to be $1,500,000 and are included in the Department’s FY 2024-25 Recommended Budget for Org 3111 that will be presented to the Board in September 2025. Sufficient appropriations will be requested in all applicable subsequent budgets.
DISCUSSION:
On August 20, 2019, the Board approved an agreement with RR-M Reyna doing business as R&R Transport, for professional decedent removal services not to exceed five consecutive years. On November 16, 2021, the Board approved an amendment to the agreement to increase the maximum of the agreement from $1,200,000 to $2,000,000 with no change in the term. On August 9, 2022, the Board approved an amendment to the agreement to update the compensation schedule for the vendor by increasing fuel prices and requesting discounted flat rate pricing for multiple decedent removal. The agreement expired on May 15, 2024.
The decedent removal services contained in the recommended agreement, are used to transport the deceased from the scene of death to the Coroner’s Office. If the cause of death is sudden or unexplained, then the Coroner’s Office would conduct an investigation. When there is a natural cause of death, the transportation could still be required at the request of the next of kin when there has been no final disposition arranged at the time of death.
The Internal Services-Purchasing Division issued a Request for Quotation (RFQ) on April 23, 2024 for the purpose of soliciting bids to provide decedent removal services for the Sheriff’s Office. The contractor needs to be on call 24-hours a day, seven days a week for body removal services with specified time limits for different Zones and dry run removals are to be billed per call.
One qualifying response was received and reviewed by the Sheriff’s Office. Reyna Enterprises, a local corporation formerly doing business as R&R Transport, is the only bidder that met all requirements outlined in the RFQ and is the lowest bidder. Therefore, the Department is recommending Reyna Enterprises for decedent removal services.
The recommended agreement will be effective retroactive to July 1, 2024 through June 30, 2027 with the option to extend the term of agreement for two additional one-year periods upon thirty days advanced written notice under the same terms and conditions. Consistent with Board direction, the agreement includes delegation of authority to the Sheriff or designee to execute both optional extensions on behalf of the County based on the contractor meeting performance standards.
REFERENCE MATERIAL:
BAI # 27, August 9, 2022
BAI # 27, November 16, 2021
BAI # 22, August 20, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Reyna Enterprises
CAO ANALYST:
Fine Nai