COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Sheriff’s Office

DATE:

January 7, 2011

BOARD MEETING DATE:

January 25, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Sheriff Greg Munks

SUBJECT:

Agreement with Central Valley Toxicology, Inc. for Forensic Laboratory Test Analysis

RECOMMENDATION:

Adopt a Resolution authorizing the:

A.

President of the Board to execute an Agreement with Central Valley Toxicology, Inc. for the provision of Forensic Laboratory Test Analysis for the term of February 1, 2011 through January 31, 2014, in an amount not-to exceed $125,000; and

B.

Sheriff to execute subsequent amendments to the Agreement provided

such amendments do not increase the aggregate payment amount by

more than $25,000.

BACKGROUND:

The Sheriff’s Forensic Laboratory has had a long-standing need for forensic laboratory test analyses to be performed by an outside laboratory. The Sheriff’s Forensic Laboratory has outsourced the performance of these test analyses because the relatively small volume of tests needed annually do not justify the costs associated with hiring a full-time staff analyst and purchasing expensive toxicology equipment.

Since 2008, the Sheriff’s Forensic Laboratory has contracted with Redwood Toxicology Laboratory for forensic laboratory test analysis on urine samples. The contract will expire on March 31, 2011 and Redwood Toxicology Laboratory has informed the Sheriff’s Office that it cannot handle the County’s needs going forward.

DISCUSSION:

A Request for Proposals Process (RFP) was initiated jointly by the District Attorney’s Office and the Sheriff’s Forensic Laboratory. Only two vendors responded: Central Valley Toxicology, Inc. and the County of Santa Clara Crime Laboratory (“Santa Clara”). The Evaluation Committee determined that Central Valley Toxicology, Inc.’s proposal best met the needs of the County with regards to service, ability to handle volume and price. Specifically, Central Valley Toxicology, Inc. is able to perform test analysis on prescription and illegal drugs, pick-up and deliver samples at no additional cost, handle an approximate volume of 1,600 samples per year and perform confirmatory test analysis at a reasonable price ($44 per drug). Comparably, Santa Clara is unable to perform test analysis on prescription drugs, requires that the County deliver and pick-up samples at County’s cost, is only able to handle a volume of 800 samples per year (half of the County’s needs) and performs confirmatory test analysis at a much higher cost of $250 to $400 depending on the drug being tested (approximately five to nine times higher than Central Valley Toxicology, Inc.). Additionally, the District Attorney’s Office and the Sheriff’s Forensic Laboratory spent $74,294 in calendar year 2009 alone. It is expected that with Central Valley Toxicology’s price schedule, the County will save approximately $32,000 each fiscal year. Therefore, it is in the best interest of the County to enter into an Agreement with Central Valley Toxicology, Inc. for forensic laboratory test analysis.

The Contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

Risk Management has reviewed the Contractor’s insurance certificate to ensure requirements are met. County Counsel has reviewed and approved the Resolution and Agreement as to form.

Approval of the Resolution and Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by allowing Deputy District Attorneys to properly and efficiently prosecute crimes committed in our County and thereby protect victims of crime.

PERFORMANCE MEASURE:

Measure

FY 2010-11

Projected

Percentage of written reports received within six (6) business days of providing test samples

100%

FISCAL IMPACT:

The contract with Central Valley Toxicology, Inc. is for a three-year term commencing February 1, 2011 through January 31, 2014, and for an amount not to exceed $125,000 which is Net County Cost. Funding for this contract has been included in the Sheriff’s Office FY 2010-11 Budget.

1.

General description of RFP

The Sheriff’s Forensic Laboratory is seeking an appropriately accredited laboratory to conduct forensic testing of blood and urine samples.

2.

List key evaluation criteria

Proposals were evaluated based on the following criteria:

1. History and Structure of Agency/Organizational Capacity

a. Agency Experience: How long has the agency been involved in providing these services?

b. Does the agency have expertise in serving District Attorney Offices and/or Forensic Laboratories?

c. What is the agency’s track record in contract compliance, including accounting and record-keeping requirements?

2. Staffing Patterns and Operations/Cultural Competency/Facilities

a. Is there sufficient staffing proposed to provide the services?

b. Is training and supervision sufficient to provide services?

c. What is the staff’s level of expertise and experience in performing urine and blood sample tests?

3. Quality/Program Evaluation

a. Does the agency have the history of successfully providing similar services?

b. Does the agency have history of successfully managing contracts with public or private agencies?

2.

List key evaluation criteria (continued)

c. Does the agency have an emergency contingency plan and how effective is it?

d. How many years has the agency been ASCLD, LAB or CLIA accredited? Have there been any lapses in accreditation?

e. How closely has the agency been able to demonstrate their ability to provide the services described in Attachment A: Scope of Work?

4. Ability to Follow Instructions.

How closely did the agency adhere to the Proposal’s format requested in this RFP (Section III: Proposal Contents)?

5. References

Do the references listed indicate that the proposer has experience working with public agencies and the ability to provide the volume of services required?

3.

Where advertised

San Mateo County Times

4.

In addition to any advertisement, list others to whom the RFP announcement was sent

• Redwood Toxicology Laboratory

• Forensic Analytical Sciences, Inc.

• Santa Clara County Crime Laboratory

• Central Valley Toxicology, Inc.

5.

Total number of RFP’s sent to prospective proposers

Four

6.

Number of proposals received

Two

7.

Who evaluated the proposals

• Alex Karagianes, Interim San Mateo County Sheriff Forensic Laboratory Director

• Peter Lynch, Deputy District Attorney in Charge of Training

• Eduardo Castillo, Management Analyst

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Central Valley Toxicology, Inc.

1580 Tollhouse Road

Clovis, CA 93611-0560

Santa Clara County Crime Laboratory

15567 Berger Drive, Suite B-2

San Jose, CA 95112-2704