SR 05-24-2022 3E
City Council
Report
City Council Meeting: May 24, 2022
Agenda Item: 3.E
1 of 3
To: Mayor and City Council
From: Lori Gentles, Chief People Officer, Human Resources Department
Subject: Approval of Modification to Agreement with Barry W. Leeder, Inc., dba
Collections Plus for Drug and Alcohol Collection (Testing) Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #10724 (CCS) in the amount of $595,000 with
Barry W. Leeder Inc. dba Collections Plus, A California based Corporation for
professional drug and alcohol testing services for all departments. This will result in a
nine-year amended agreement with a new total amount not to exceed $917,820, 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) and Federal Motor Carrier Safety Administration
(FMCSA) regulations on drug and alcohol testing programs in transportation workplaces
at 49 Code of Federal Regulations (CFR) Parts 40, 382, and 655, 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 and FMCSA regulations. The City
currently has 69 job classifications and approximately 500 employees subject to DOT
regulations. Due to higher than anticipated recruitment needs and to ensure the
availability of testing longer term, staff seek to modify the existing contract to extend the
agreement by four years and raise the amount authorized under the agreement by
$595,000 that will result in a total contract amount not to exceed $917,820.
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Discussion
Collections Plus has provided drug and alcohol testing collection services for the City of
Santa Monica since 2013 and most recently entered into an agreement for testing
services in 2018, which will expire in 2023. Due to the increases in hiring of positions
subject to DOT and FMCSA regulations due to turnover, the City will exceed the
existing approved purchasing authority before the current agreement expires on July 21,
2023. In order to maintain compliance with legally required drug and alcohol testing
without disruption, and be operationally efficient, staff is asking City Council to approve
extending the contract amount by $595,000, and extending the term by four years.
The Human Resources Department holds the contract with this vendor. Departments
are charged for testing incurred by their employees as invoices are received and they
budget for these expenses accordingly.
Vendor Selection
In 2013 and 2018, the Human Resources department issued a Request for Proposals
(RFP) for drug and alcohol testing collection services. In both instances, Collections
Plus was the only vendor to submit a proposal. 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.
Past Council Actions
Meeting Date Description
7/24/2018
(attachment A)
Award of new agreement in response to an RFP for a total
amount not to exceed $322,820 from October 15, 2018
through July 21, 2023.
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Financial Impacts and Budget Actions
Staff seeks authority to approve funding to increase the amount of the agreement with
Barry W. Leeder, Inc. dba Collections Plus for mandatory drug and alcohol testing
services. This will extend the existing agreement by four years and increase the not-to-
exceed amount by $595,000 resulting in a nine-year agreement in a total amount not to
exceed $917,820. These funds will be encumbered as needed and are charged to the
appropriate departments as the services are rendered. Department budgets currently
include funding for this work. Future year funding is contingent on Council budget
approval.
Agreement Modification Request
Agreement #
Current
Authorized
Amount
FY 2022-23 Budget
Modified Request
Amount
Dept Account #
Total Revised
Contract
Amount
10724 $322,820 $0 Various $917,820
Prepared By: Mark Brower, Deputy Director
Approved
Forwarded to Council
Attachments:
A. July 24, 2018 Staff Report - Attachment A
B. Current Agreement - Attachment B
C. OAKS 2022 - Attachment C
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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 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
3.E.a
Packet Pg. 74 Attachment: July 24, 2018 Staff Report - Attachment A (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
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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 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.
3.E.a
Packet Pg. 75 Attachment: July 24, 2018 Staff Report - Attachment A (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
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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)
3.E.a
Packet Pg. 76 Attachment: July 24, 2018 Staff Report - Attachment A (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
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B. 6.13.17 Second Mod to Collections Plus Agreement - Attachment B (Staff
Report)
C. Oaks Form
3.E.a
Packet Pg. 77 Attachment: July 24, 2018 Staff Report - Attachment A (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 78Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 79Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 80Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 81Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 82Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 83Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 84Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 85Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 86Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 87Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 88Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 89Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.bPacket Pg. 90Attachment: Current Agreement - Attachment B (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.cPacket Pg. 91Attachment: OAKS 2022 - Attachment C (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)
3.E.cPacket Pg. 92Attachment: OAKS 2022 - Attachment C (5088 : Approval of Modification of Agreement for Drug and Alcohol Collection Services)