Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  13-000017

 

MEETING DATE:

01/15/13

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Human Resource Services   (Approved)

Department contact person(s):

Steve Danley (714) 834-2836 

 

 

Nick Chrisos (714) 834-3303

 

 

Subject:  Approve Contract Amendments for Personnel Investigative Services

 

      ceo Concur

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $39,832.50

Annual Cost: N/A

 

 

 

    Staffing Impact: No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

    Funding Source: 100% General Fund

 

    Prior Board Action: N/A

 

RECOMMENDED ACTION(S):

 

 

1.

Authorize the County Purchasing Agent or Authorized Deputy to amend and execute CT-054-13010483 with Debra L. Reilly, DBA Reilly Workplace Investigations, for the continued provision of as-needed Personnel Investigative Legal Services from August 9, 2012 to August 8, 2013, and increase the maximum obligation by $30,000 in an amount not to exceed $54,000 per Board policy.

 

 

2.

Authorize the County Purchasing Agent or Authorized Deputy to amend and execute CT-054-13010255 with Bickmore and Associates, Inc., for the continued provision of as- needed Personnel Investigation Legal Services from August 8, 2012 to August 7, 2013, and increase the maximum obligation by $9,832.50 to an amount not to exceed $33,832.50 per Board policy.

 

 

 

 

SUMMARY:

 

The Human Resource Services (HRS) department requests approval to amend the Agreements with  Debra L. Reilly, and Bickmore and Associates, Inc., to provide for the completion of certain Personnel Investigative Legal Services.

 

 

 

 

 

BACKGROUND INFORMATION:

 

In July 2012, the Compliance Oversight Committee (Human Resources Director, Internal Audit Director, County Counsel) was formed, in part, to coordinate, review and ensure quality EEO investigations.  One outcome was the decision to have all EEO allegations against County executives performed by independent investigators.  Investigative personnel services include the comprehensive research of testimonial and written evidence, formal interviewing of complainants and witnesses, and the completion of a comprehensive, confidential investigative report.  The investigator will also, if necessary, be available to testify in depositions or personnel hearings. 

 

In order to expedite the immediate need to investigate the then-existing number of complaints, the Human Resource Services (HRS) department and County Counsel interviewed and selected investigators with contracts of less than $25,000; contract amounts would subsequently be amended at a later date if necessary for the completion of each investigation. At the same time, HRS and County Counsel developed and released a Request for Proposal (RFP) for the establishment of an on-call list of investigators to be used on an as-needed basis in the future.  At present, interviews are scheduled to select investigators for the on-call list.

 

Regular updates regarding the investigations are provided to County Counsel.  All of the initial pre-RFP investigations are either complete or near completion.  Each investigation is unique with varying degrees of complexity and effort required for completion.  Some are relatively straightforward while others are complex with multiple variables and interviews required for adjudication.  Accordingly, some investigations have been completed for less than the $25,000 contract limit while others necessarily require work over that amount.  In one case, the same investigator was used to perform  two separate investigations.  In another case, the investigation has required extensive efforts over an extended period of time to adequately address the number of issues that have been raised.

 

This Agenda Staff Report is to address those contracts which require a monetary increase above the current $25,000 amount to complete the investigations.  In one instance, the contractor is approaching the $25,000 contract limit and requires an additional $30,000 in additional funding to complete the investigation.  In another instance, the vendor completed the first investigation under the $25,000 limit, but at the conclusion of the second investigation, the investigator has billed an amount that is $9,832.50 over the $25,000 total contract limit. 

 

HRS requests your Honorable Board’s approval of these monetary increases to cover the estimated increased time and costs for completion of these investigations.

 

 

 

FINANCIAL IMPACT:

 

The costs of both contract amendments are being paid out of the General Fund. The amendments will increase the maximum obligation for Debra L. Reilly from $24,000 to $54,000; for Bickmore and Associates from $24,000 to $33,832.50.   The increased costs of the amendments will be paid within existing appropriations of the Human Resource Services FY 2012-13 Budget. 

 

 

 

STAFFING IMPACT:

 

N/A

 

REVIEWING AGENCIES:

 

County Executive Office
County Counsel

 

ATTACHMENT(S):

 

Sole Source Justification (2)
Agreement for Professional Services (2)
Amendment 1 (2)