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To: Mayor and City Council
From: Donna Peter, Director
City Council Regular Meeting: June 23, 2015
Agenda Item:,° —R
Subject: First Modification of Contract #2743 for Professional Services
Recommended Action
Staff recommends that City Council authorize the City Manager to negotiate and
execute a first modification to professional services agreement #2743 in the amount of
$81,000 with Barry W. Leeder, Inc. dba Collections Plus, a California based company,
for professional services. This will result in a four year amended agreement with a new
total amount not to exceed $150,847 with future year funding contingent on Council
budget approval.
Executive Summary
The City requires professional services to conduct drug and alcohol testing as required
under Federal mandate and City policy. An amendment to the existing contract with
Collections Plus in the amount of $81,000 is recommended in order to continue required
drug and alcohol testing.
Background
In 2013, the Human Resources Department conducted a Request for Proposal (RFP)
for drug and alcohol testing services. Collections Plus was one of the providers
selected based on their qualifications, fees, references and onsite testing capabilities. A
three year agreement with Collections Plus was entered into on August 27, 2013 for an
amount not to exceed $69,000. Staff is requesting a two year and two month extension
of the original contract, which has a current termination date of June 30, 2016. The
request would extend the contract through August 27, 2017. As of June 1, 2015, the
original contract amount has been exhausted due to an increased number of employees
hired, who are subject to drug and alcohol testing under the Drug -Free Workplace Act,
Federal Motor Carrier Safety Administration (FMCSA) and Federal Transit
Administration (FTA).
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Discussion
The RFP for professional services was published using the City's on -line bidding site.
Additionally, six facilities were notified by email that an RFP was issued. One written
proposal was received, reviewed and scored by a selection committee team comprised
of staff from the Big Blue Bus, Human Resources and Public Works Department.
Selection criteria included firm's qualifications, experience, fees, references, services,
ability to meet the City's needs with regard to on -site testing, availability and hours of
operation.
Based on a comprehensive review by the committee, Collections Plus was unanimously
recommended for drug and alcohol testing services. Selection was based on
professional quality of the organization, commitment to customer service, willingness to
customize services required by the City of Santa Monica and competitive pricing for the
majority of services needed.
Financial Impacts and Budget Actions
The agreement modification to be awarded to Barry W. Leeder, Inc. dba Collections
Plus is $81,000 for an amended agreement total not to exceed $150,847. Funds are
available in the FY 2014 -15 budget and the FY 2015 -17 Proposed Biennial Budget in
various departments. Future year funding is contingent on Council budget approval.
Prepared By: Tatiana Morrison, Executive Administrative Assistant
Approved Forwarded to Council
Donna Peter, Director 6111/2015
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Elaine M Polachek, Interim City IN6>31f� ®�i5
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Reference:
Agreement No.10090
(CCS)