Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  16-000936

 

MEETING DATE:

09/13/16

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Adam Powell (714) 647-1833 

 

 

Bruce Houlihan (714) 834-6380

 

 

Subject:  Renewal Amendment Four to Collaborative Testing Services Inc. Contract

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $19,499

Annual Cost: FY 2017-18 $6,501

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

  Funding Source: State: 100% (Proposition 172)

County Audit in last 3 years: No

 

 

    Prior Board Action: 8/4/2015 #8, 8/12/2014 #1, 9/17/2013 #9, 2/26/2013 #11

 

RECOMMENDED ACTION(S):

 

Authorize the County Purchasing Agent or authorized Deputy to execute Amendment Four to the sole source contract with Collaborative Testing Services, Inc. for the provision of forensic test samples, for the period of October 1, 2016 through September 30, 2017 to renew the contract in the annual amount of $26,000, for a cumulative total contract amount not to exceed $102,500, renewable for one additional one year term.

 

 

 

SUMMARY:

 

Approval of Amendment Four to the sole source contract with Collaborative Testing Services, Inc. will allow the Sheriff-Coroner to continue to contract for the provision of forensic test samples for analysis by the OC Crime Lab.

 

 

BACKGROUND INFORMATION:

 

The American Society of Crime Laboratory Directors/Laboratory Accreditation Board (ASCLD/LAB), a not for profit corporation, is recognized by the Inter American Accreditation Cooperation (IAAC) and the International Laboratory Accreditation Cooperation (ILAC) as the accrediting body in the field of forensic science.  ASCLD/LAB offers voluntary accreditation to public and private crime laboratories in the United States and around the world.  Accreditation is offered in the forensic disciplines for which services are generally provided by forensic laboratories.  The Orange County (OC) Crime Lab was accredited by the ASCLD/LAB legacy program from 1992, and has been accredited under the ISO-International 17025:2005 program since 2005.

 

In order for the OC Crime Lab to maintain accreditation, the ASCLD/LAB requires proficiency testing for all accredited disciplines, including testing for latent prints, forensic breath alcohol, impression evidence, firearms, and controlled substances.  The OC Crime Lab requires a contract amendment for proficiency tests in additional disciplines not covered in the original contract, testing for additional scientists, and to align the contract with Collaborative Testing Services, Inc. yearly pricing and sample preparation schedule.  Collaborative Testing Services, Inc. is the only ASCLD/LAB approved vendor that offers proficiency test samples for all of the disciplines listed above.  The proposed agreement is a sole source agreement and a completed Sole Source/ Proprietary Request Form is attached to this Agenda Staff Report (Attachment C).

 

The Board of Supervisors (Board) approved the original agreement on February 26, 2013 in the amount of $8,500 for the period of February 26, 2013 through September 30, 2013 with four additional one year renewal periods.  Amendment One to the contract with Collaborative Testing Services, Inc., approved by the Board of Supervisors on September 17, 2013, renewed the contract for the period of October 1, 2013 through September 30, 2014, revised the Scope of Work, and increased the monetary limit of the contract by $11,500 for a new amount of $20,000.  Amendment Two to the contract with Collaborative Testing Services, Inc., approved by the Board on August 12, 2014, renewed the contract for the period of October 1, 2014 through September 30, 2015, revised the Scope of Work, and increased the monetary limit of the contract by $2,000 for a new amount of $22,000.  The increase was due to new scientific staff members that were required to be proficiency-tested annually.  Approved by the Board on August 4, 2015, Amendment Three to the contract with Collaborative Testing Services, Inc. renewed the contract for the period of October 1, 2015 through September 30, 2016 and increased the contract by $4,000 for an annual amount of $26,000.  The increase was due to an increased need for these supplies.  Proposed Amendment Four to the contract with Collaborative Testing Services, Inc. will renew the contract for the period of October 1, 2016 through September 30, 2017 in the annual amount of $26,000.  Board approval is being requested as Amendment Four is a sole source, hybrid contract (containing both commodities and services).  This contractor has been performing satisfactorily.  This contract is submitted for Board approval less than 30 days prior to the start of the contract as the vendor did not return the signed contract in time to file for previous Board meetings.  This contract does not include subcontractors or pass through to other providers.  See Attachment D for Contract Summary.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this contract are included in the FY 2016-17 Adopted Budget for Budget Control 060, Sheriff-Coroner, and will be included in the budgeting process for future years.  The agreement contains language allowing the Sheriff-Coroner Department to terminate the contract without penalty with cause or after 30 days of written notice without cause in the event that funding is reduced and/or not available to continue funding the agreement.

 

 

STAFFING IMPACT:

 

N/A


 

ATTACHMENT(S):

 

Attachment A - Amendment Four to Contract MA-060-13010844
Attachment B - Redline Version of Amendment
Attachment C - Sole Source/ Proprietary Request Form
Attachment D - Contract Summary Form