City Council
Report
City Council Meeting: July 24, 2018
Agenda Item: 3.U
1 of 4
To: Mayor and City Council
From: Donna Peter, Director, Human Resources Department Subject: Award Bid for Drug and Alcohol Collection Testing Services Recommended Action
Staff recommends that the City Council:
1. Award RFP #177 to Barry Leeder, Inc., dba Collections Plus, a California-based company, for providing drug and alcohol collection testing services; and
2. Authorize the City Manager to negotiate and execute an agreement with Collections Plus, in an amount not to exceed $188,140 (including a 10% contingency) for three years, with two additional one-year renewal options in the amount of $69,340 for the first option, and $65,340 for the second option, on the same terms and conditions, for a total amount not to exceed $322,820 over a five-year period with future year funding contingent on Council budget approval.
Summary
In accordance with the federal Drug-Free Workplace Act (41 U.S.C. 81) and the federal Department of Transportation (DOT) regulations on drug and alcohol testing programs in transportation workplaces at 49 CFR Part 40, the City is required to conduct preemployment, random, post-accident, reasonable suspicion, and follow-up drug and alcohol testing annually for, but not limited to, commercial drivers performing safetysensitive functions who are covered by DOT regulations. The City currently has 50 job classifications subject to DOT regulations.
Discussion
Collections Plus has been providing drug and alcohol testing collection services for the City of Santa Monica since 2013. In 2015 and 2017, City staff made requests to Council for modifications to the existing agreement. Following conclusion of the 2013 agreement with Collections Plus, the Human Resources Department issued a Request for Proposal (RFP) for drug and alcohol testing collection services. In June 2018, the RFP was posted on the City’s online bidding site. Collections Plus was the only vendor 2 of 4
to submit a written proposal. This is similar to what occurred in February 2013, when the City issued an RFP for drug and alcohol testing collection services, and Collections Plus was the only bidder.
Vendor Selection
Because the City operates around the clock, the City’s requirements of vendors for drug and alcohol testing services includes the ability to provide services 24 hours/day, 7 days/week, 52 weeks/year including holidays at a collection site that is local and convenient to most City facilities. Collections Plus meets such requirements by offering a mobile collection service and direct immediate access to collectors to meet service needs of City departments.
Bid Posting Date
Bid
Posted
On
Bid Advertised
In
(City Charter &
Municipal
Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
06/14/2018
City's
Online
Bidding
Site
Santa Monica
Daily Press
15 1 06/14/2018
Submittals Received Vendor Selection Recommendation
1. Collections Plus Municipal Code SMMC 2.24.072
Evaluation
Criteria
Experience and technical competence,
ability to provide scope of services, quality
control, cost of services, cost control and
stability/references.
Best and Only
Bidder
Collections Plus
Additional Vendor Outreach & Justification for Award
Based on this criteria and criteria in SMMC 2.24.073, staff recommends Collections Plus as the most-qualified firm to provide drug and alcohol testing collection services based on their expertise on federal drug and alcohol testing and reporting regulations, experience in training on the subject matter, and their understanding of the City’s processes.
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Past Council Actions
Meeting Date Description
06/23/15
(attachment A)
1 st Modification of the Original Agreement with Collection Plus to increase contract amount by $81,000 for a total amount not to exceed $150,847 and to extend terms of the contract from June 30, 2016 through August 27, 2017.
06/23/17
(attachment B)
2 nd modification to the agreement to increase the contract amount by $55,000 for a total amount not to exceed
$205,847 and to end the terms of the contract from August 27, 2017 through June 30, 2018.
Financial Impacts and Budget Actions
The contract to be awarded to Collections Plus is for an amount not to exceed $322,820. Funds in the amount of $59,400 are available in various departments for FY 2018-2019.
Fiscal Year Total Contract Amount (includes 10% contingency) 18-19 $59,400
19-20 $63,400 (amount includes $4,000 for training)
20-21 $65,340
21-22 $69,340 (amount includes $4,000 for training)
22-23 $65,340
Future year funding is contingent on Council budget approval.
Prepared By: Tatiana Morrison, Executive Administrative Assistant Approved Forwarded to Council
Attachments:
A. 6.23.15 First Mod to Collections Plus Agreement - Attachment A (Staff Report) 4 of 4
B. 6.13.17 Second Mod to Collections Plus Agreement - Attachment B (Staff Report)
C. Oaks Form