SR 07-24-2018 3U
City Council
Report
City Council Meeting: July 24, 2018
Agenda Item: 3.U
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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 pre-
employment, random, post-accident, reasonable suspicion, and follow-up drug and
alcohol testing annually for, but not limited to, commercial drivers performing safety-
sensitive 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
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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 recommen ds 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)
1st 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)
2nd 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)
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B. 6.13.17 Second Mod to Collections Plus Agreement - Attachment B (Staff
Report)
C. Oaks Form
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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
r
Elaine M Polachek, Interim City IN6>31f ®i5
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Reference:
Agreement No.10090
CCS)
City Council
Report
City Council Meeting: June 13, 2017
Agenda Item: 3.M
1 of 3
To: Mayor and City Council
From: Donna Peter, Director, Human Resources Department
Subject: Second Modification of Contract for Administration of Professional Medical
Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to agreement #10090 in the amount of $55,000 with
Barry W. Leeder, Inc. dba Collections Plus, a California based company, for
professional medical services. This will result in a five year amended agreement with a
total amount not to exceed $205,847 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. A one year amendment to the existing contract
with Collection Plus to increase the amount by $55,000 , for a total amount not to exceed
$205,847, is recommended in order to continue conducting required drug and alcohol
testing for employees who are subject to such testing according to the Drug-Free
Workplace Act, Federal Motor Carrier Safety Administration (FMCSA) and Federal
Transit Authority (FTA). Testing services include pre-employment testing, federally
required random testing, follow-up testing, and testing to maintain commercial driver’s
license eligibility. The current contract will expire on June 30, as will the contract
amount.
Background
In 2013, the Human Resources Department conducted a Request for Proposal (RFP)
for drug and alcohol testing services. Collection Plus was one of the providers selected
based on its qualifications, fees, references and onsite testing capabilities. A three-year
agreement with Collection Plus was entered into on August 27, 2013 for an amount not
to exceed $69,000. Due to the City’s increase in hiring and the consequent need to
conduct a higher volume of drug and alcohol testing, in June 2015 staff requested an
amendment to the original agreement in the amount of $81,000 and to extend the
contract through June 30, 2017. The requests were approved by Council on June 23,
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2015. Staff is requesting an additional one-year extension of the amended contract,
which currently has a termination date of June 30, 2017. The second modification
would extend the contract through June 30, 2018, and increase the amount by $55,000.
This amount reflects the increase in the amount of drug and alcohol testing conducted,
12 months of service at the average cost of $3,200 per month at the current rate, and a
10-11% contingency. As of June 2017, the contract amount will be exhausted due to an
increased number of employees who are subject to drug and alcohol testing under the
Drug-Free Workplace Act, Federal Motor Carrier Safety Administration (FMCSA) and
Federal Transit Authority (FTA).
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 team comprised of staff
from the Big Blue Bus, Human Resources, and Public Works Departments. On-site
drug and alcohol testing is highly specialized so therefore it can be difficult to identify
multiple providers. Selection criteria included the 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 the comprehensive review by the committee, Collection 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 pricing for the majority
of services needed.
This will be the final modification for the Professional Services Agreement with
Collection Plus. Upon the termination of the second modification, the City will begin the
competitive process and actively search for competitive on-site drug and alcohol testing
companies.
Financial Impacts and Budget Actions
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The modification to be awarded to Barry W. Leeder, Inc. dba Collections Plus is
$55,000 for an amended agreement total not to exceed $205,847. Funds are included
in the FY 2017-2019 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
Attachments:
A. Collection Plus Oaks 5.2017
REFERENCE:
Modified Agreement
No. 10090
(CCS)
REFERENCE:
Agreement No. 10724
(CCS)