DATE: November 16, 2021
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner-Public Administrator
SUBJECT: First Amendment to Agreement with RR-M Reyna Inc., for Decedent Removal Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute First Amendment to Agreement with RR-M Reyna Inc., for decedent removal services, effective upon execution, with no change to the term of May 16, 2019 through May 15, 2022 with the option to extend the term of the agreement for two additional one-year extensions, increasing the agreement maximum compensation amount by $770,000 to a total of $2,000,000.
REPORT
There is no increase in Net County Cost associated with the recommended action. Approval of the recommended action will increase the maximum compensation allowed under the County’s agreement with RR-M Reyna Inc. to provide decedent removal services to transport deceased individuals to the Coroner’s Office. 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 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 compensation has a maximum amount of $738,000 for the three-year period of May 16, 2019 to May 15, 2022. Currently the Coroner’s Office has used up $625,277 of that $738,000.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The recommended first amendment will increase the maximum compensation by $770,000, to a total of $2,000,000, to cover the remaining agreement period. Actual expenditures for decedent removal services will be determined by the number of removals, location, and type of services required. The estimated yearly cost of decedent removal services was estimated to be $200,000, not to exceed the maximum cost of $246,000 from May 2019 to May 2022, but that amount has not been enough to keep up with the increased demand for decedent removal services due to the COVID-19 pandemic. Sufficient appropriations and estimated revenues for the additional costs are included in the Sheriff-Coroner-Public Administrator’s FY 2021-22 Org 3111 Adopted Budget, and will be included in future recommended budgets. There are currently no pending invoices.
DISCUSSION:
On April 10, 2019, a Request for Quotation (RFQ) was issued by Internal Services-Purchasing Division for the purpose of soliciting bids to provide decedent removal services for the Sheriff’s Office with a requirement of an on call 24-hours a day, seven days a week for body removal services, with two responses (RR-M Reyna Inc. and R&R Transport) received and reviewed by the Sheriff’s Office. RR-M Reyna Inc. was the recommended vendor by the Sheriff’s Office for decedent removal services. The decedent removal services provided by the current agreement are used to transport each deceased individual from their location to the Coroner’s Office. If the cause of death is sudden or unexplained, then an investigation would be conducted. When an individual dies of natural causes, the transportation could still be required at the request of the next of kin, if there has been no final disposition arranged at the time of death.
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. Now, the Sheriff’s Office returns to your Board to request approval to increase the Agreement maximum compensation amount from $1,230,000 to $2,000,000, an increase amount of $770,000, with no change to the term of the original Agreement. Approval of the recommended action will increase the total agreement amount and allow continuation of decedent removal services. The compensation increase is due to the demand for decedent removal services due to increased deaths that have occurred in Fresno County from the COVID-19 pandemic.
REFERENCE MATERIAL:
BAI # 22, August 20, 2019
BAI # 25, May 20, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - First Amendment to Agreement
CAO ANALYST:
Yussel Zalapa