Title
Sheriff's Office recommending the Board:
1) Make findings that it is appropriate to engage an independent contractor to provide forensic analysis and toxicology services, as Agreement 10044 requires specialty skills and qualifications not expressly identified in County classifications in accordance with County ordinance code 3.13.030(B);
2) Make findings in accordance with Chapter 3.4.4 to exempt Agreement 10044 from the competitive bidding process because the agreement utilizes a competitively bid agreement established by another public agency;
3) Approve and authorize the Chair to sign Agreement 10044 with National Medical Services, Inc., for forensic analysis and toxicology services, effective upon execution through December 31, 2026, in the amount of $113,000;
4) Authorize the Purchasing Agent to approve amendments and increase the Agreement 10044 on an “as-needed” basis during the Agreement term as long as funding is available within the requesting department’s budget; and
5) Authorize the Purchasing Agent to extend the agreement, if Sonoma County elects to extend the original agreement.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
National Medical Services, Inc., provides advanced forensic toxicology, endocrinology, and criminalist laboratory services that are paramount to verifying the cause of death in Coroner cases. Currently, El Dorado County does not have the equipment, tools, or qualified staff to provide these services. It is more economical and feasible to continue to contract out these services. These services are critical for evidence processing, investigative follow-up, and the successful prosecution of criminal cases.
National Medical Services, Inc. has been providing selected forensic analyses and toxicology services for the El Dorado County Sheriff’s Office, Coroner's Division for over 10 years. While there are other vendors that provide forensic toxicology services in the market, we have found National Medical Services, Inc. to be efficient, secure, and thorough with the services they provide. The pricing we receive in this contract is competitive compared to what other counties in the state are paying for similar services.
Sonoma County previously conducted a competitive procurement process and entered into an agreement with National Medical Services, Inc. to provide forensic analysis and toxicology testing services. The agreement includes provisions that allow other public agencies to utilize the contract under the same terms and conditions.
The Sonoma County Contract allows the Sheriff's Office to use an already competitively bid contract that will provide forensic toxicology testing services with National Medical Services, Inc. Utilizing this Agreement will allow the Sheriff's Office to maintain continuity of forensic testing services, improve turnaround times for evidence analysis, and support the efficient investigations and prosecution of criminal cases.
The current agreement between Sonoma County and National Medical Services, Inc. expires on December 31, 2026 with one remaining option to extend for a year. It is anticipated that Sonoma County will exercise that option and the Sheriff’s Office would like to extend the term to Agreement 10044 to December 31, 2027 if they do. Action item #5 of this item will authorize the Purchasing Agent to extend the term of Agreement 10044 to December 31, 2027 if and when Sonoma County does.
ALTERNATIVES
The Board could choose not to approve this Agreement, however, the Sheriff’s Office would not be able to process forensic testing that could negatively impact active investigations, slow case processing timelines, and potentially affect the ability of prosecutors to file charges in a timely manner.
PRIOR BOARD ACTION
09/27/2022 Legistar file 22-1558
12/03/2024 Legistar file 24-1944
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved this agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No change to Net County Cost. This expense is budgeted in the Sheriff’s annual operating budget and will continue to be requested in the budget in following years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return one fully executed Agreement to the Sheriff’s Office for distribution.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Eric Palmberg