Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  23-000931

 

MEETING DATE:

04/23/24

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

2, 5

SUBMITTING Agency/Department:

Health Care Agency   (Approved)

Department contact person(s):

Jennifer Sarin (714) 834-4099 

 

 

Veronica Kelley (714) 834-7024

 

 

Subject:  Contract for Laboratory Supplies and Maintenance

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost:   $20,833

Annual Cost: FY 2024-25 $125,000
FY 2025-26 $125,000
FY 2026-27 $104,167

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   Yes

    Current Fiscal Year Revenue: N/A

   Funding Source:     State: 100% (Realignment)

County Audit in last 3 years: No

   Levine Act Review Completed: Yes

 

    Prior Board Action:         4/26/2016 #14

 

RECOMMENDED ACTION(S):

 

 

1.

Approve the Contract with Bio-Rad Laboratories, Inc. for Laboratory Supplies and Maintenance, effective May 1, 2024, through April 30, 2027, in an amount not to exceed $375,000, renewable for one additional two-year period.

 

2.

Authorize the County Procurement Officer or Deputized designee to execute the Contract with Bio-Rad Laboratories, Inc. referenced in the Recommended Action above.

 

 

 

 

SUMMARY:

 

Approval of the Contract with Bio-Rad Laboratories, Inc. for Laboratory Supplies and Maintenance will allow the Orange County Public Health Laboratory to support delivery of high-quality services to the public.

 

 

 

 

BACKGROUND INFORMATION:

 

The Orange County Public Health Laboratory (OCPHL) provides specialized laboratory testing for assessing, investigating, and analyzing infectious diseases of public health concerning Orange County. 

 

On April 26, 2016, your Honorable Board of Supervisors (Board) approved the Contract with Bio-Rad Laboratories (Bio-Rad) to purchase the QX200 Digital Droplet Polymerase Chain Reaction (ddPCR) system, effective May 1, 2016, in an amount not to exceed $175,00. On November 17, 2020, Health Care Agency (HCA) executed the Contract with Bio-Rad under Deputy Purchasing Agent delegated authority to purchase the QX One ddPCR system, effective November 17, 2020, in an amount not to exceed $288,802.

 

Scope of Services

Through the proposed Sole Source Contract with Bio-Rad, HCA will purchase maintenance for the ddPCR systems, reagents and supplies to run molecular assays on the ddPCR systems in support of wastewater surveillance for severe acute respiratory syndrome coronavirus 2 (SARS-COV-2) and microbial source tracking (MST) studies in select Orange County watersheds. MST is a molecular technique used to determine where the sources of pollution in the water are coming from. Health risk to swimmers in those polluted waters can be better managed if the sources of pollution are determined to be from human or from animal sources. ddPCR has become the method of choice for doing microbial source tracking on environmental water samples to determine the sources of pollution.

 

The proposed Contract is a sole source contract. Bio-Rad is the only vendor that incorporates the use of droplets to accurately and reliably quantitate the targets being measured. The consumables used to run the QX200 and QX One, as well as the servicing of this equipment, is proprietary and is only available from Bio-Rad. Orange County Preference Policy is not applicable to this contract award.

 

Performance Outcomes

HCA’s molecular workload using the QX200 and QX One has continued to gradually increase. In 2021, the lab tested approximately 350 wastewater samples for SARS-CoV-2 and reported 2264 ddPCR results. In support of MST studies testing for the presence of human sewage in storm drains and creeks, the lab received close to 200 samples and reported 299 Polymerase Chain Reaction (PCR) results.

 

Bio-Rad has been providing consistent and satisfactory service and support with product delivery and instrument maintenance. Bio-Rad will be evaluated on an ongoing basis to ensure ongoing instrument performance and responsiveness.

 

HCA now requests that the Board authorize the County Procurement Officer or Deputized designee to execute the Contract with Bio-Rad, as referenced in the Recommended Actions.

 

Bio-Rad performance has been confirmed as at least satisfactory. HCA has verified there are no concerns that must be addressed with respect to BIO-Rad's ownership/name, litigation status or conflicts with County interests.

 

This Contract does not currently include subcontractors or pass throughs to other providers. See Attachment B for Contract Summary Form.

 

This Contract is being brought before your Honorable Board of Supervisors (Board) less than 30 days prior to the Contract's start date. Contractor required time to prepare and submit an updated quote, which delayed the Agenda Staff Report. HCA is requesting approval to execute the Contract by May 1, 2024, to prevent a lapse in contract and maintenance coverage.

 

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this Contract are included in Budget Control 042 FY 2023-24 Budget and will be included in the budgeting process for future years.

The proposed Contract includes provisions allowing HCA to terminate the Contract, reduce the level of services, and/or renegotiate the levels of services provided, as necessary. This includes a notice that allows HCA adequate time to transition or terminate services to clients, if necessary.

 

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A – Contract No. MA-042-24010442 with Bio-Rad Laboratories, Inc. For Laboratory Supplies and Maintenance
Attachment B – Contract Summary Form