DATE: August 9, 2022
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner-Public Administrator
SUBJECT: Second Amendment to Agreement with RR-M Reyna Inc., for Decedent Removal Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a Second Amendment to Agreement with RR-M Reyna Inc., for decedent removal services, to update contractor rates, with no change to the term of May 16, 2019 through May 15, 2024 and increasing the maximum by $100,000 to a total of $2,100,000.
REPORT
There is no additional Net County Cost associated with the recommended action. Approval of the recommended action will increase the contractor rates in exchange for adding an additional discounted flat service rate for local hospital pick-up of up to two decedents. The increase in contractor rate compensation was requested by RR-M Reyna. The increase in fuel prices and increase in contractor rates will result in an increase to the total contractor compensation. The demand for decedent removal services has increased due to the COVID-19 pandemic and increased deaths that have occurred in Fresno County. This item is countywide.
ALTERNATIVE ACTION(S):
Non-approval of the recommended amendment may cause a disruption in the ability of the Coroner’s Office to provide decedent removal services throughout Fresno County, as the contractor would likely discontinue services at the end of the current extension term (expiring May 2023).
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The recommended action will increase the contractor rates, add a new discounted flat pick-up rate for local hospitals and the Sheriff’s Office is suggesting an increase in maximum compensation of $100,000, to a total of $2,100,000, to cover the compensation costs for the remaining agreement period. Actual expenditures for decedent removal services will be determined by the number of removals, location, and type of services required. Sufficient appropriations and estimated revenues for the additional costs are included in the Sheriff-Coroner-Public Administrator’s FY 2022-23 Org 3111 Recommended Budget, and will be included in future recommended budgets. There are currently no pending invoices.
DISCUSSION:
Approval of the recommended action will allow the Sheriff’s Office to continue receiving services with RR-M Reyna Inc. for decedent removal services for the duration of the Agreement. The recommended second amendment will revise “Exhibit A” to “Revised Exhibit A” and reflect a 10 % rate increase to most rates, due to surcharge fuel charges, in exchange for a new discounted flat rate for local hospital pick-up. The new local hospital pick-up rate is a discount for the County, as currently picking up from a local hospital would be charged at a Basic Per Call Removal Rate of $145.75 (before recommended increase). The rates are as follows:
Fee Schedule:
1. Basic Per Call Removal Rate
a) Zone No. 1 from $145.75 (current) to $160.33 (proposed)
b) Zone No. 2 from $177.75 (current) to $195.53 (proposed)
2. Per Call Dry Run & Additional Removal Rate
a) Zone No. 1 from $75.00 (current) to $82.50 (proposed)
b) Zone No. 2 from $90.00 (current) to $99.00 (proposed)
3. Per Hour Rate - (billed in ½ hour increments)
a) Stand-by $30 (no change in rate)
b) Special Assistance $35 (no change in rate)
4. Cremation Transport Max Capacity
a) Flat from $130.00 (current) to $143.00 (proposed)
5. Local Hospital (Fresno & Clovis) Removal Rate Flat
a) Flat rate (per trip up to 2 deceased) $125.00 (new rate)
On August 20, 2019, your Board approved the Retroactive Agreement with RR-M Reyna Inc., for Decedent Removal Services not to exceed five consecutive years. On November 16, 2021 your Board approved an increase in maximum compensation to $2,000,000. Now, the Sheriff’s Office returns to your Board to request an update to contractor rates and approval to increase the Agreement maximum compensation amount from $2,000,000 to $2,100,000, an increase amount of $100,000, with no change to the term of the original Agreement. Approval of the recommended action will update the contractor rates and the total agreement amount and allow continuation of decedent removal services. The total compensation increase is due to the County’s increased demand for decedent removal services and the increase in contractor fuel prices, which have resulted in this restructure of contractor rates.
REFERENCE MATERIAL:
BAI# 27, November 16, 2021
BAI # 22, August 20, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment to Agreement with RR-M Reyna Inc.
CAO ANALYST:
Samantha Buck