REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 24, 2024
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Amendment to Contract with Law Enforcement Medical Services, Inc., for Medical Evidence Collection Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 21-675 with Law Enforcement Medical Services, Inc., for the provision of medical evidence collection services for the Sheriff/Coroner/Public Administrator and the District Attorney’s Office, increasing the contract amount by $1,250,000, from $1,695,000 to $2,945,000, and extending the contract term by two years, for a new total contract period of October 1, 2021, through September 30, 2026.
(Presenter: Kelly Welty, Chief Deputy Director, 387-3760)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The estimated annual cost of medical collection services for the Sheriff/Coroner/Public Administrator (Sheriff) is $425,000 and the District Attorney (DA) is $200,000, and are included in the Sheriff’s 2024-25 budget (4430001000), and in the DA’s 2024-25 budget (4500001000). Over the past three years, the DA has spent an average of $132,000 annually for services. Due to the increase in service fees, the DA anticipates that an amount not to exceed $200,000 annually will be sufficient for the duration of the contract. Sufficient appropriation to fund the remaining contract amount will be included in future recommended budgets.
BACKGROUND INFORMATION
The Sheriff is responsible for collecting evidence during criminal investigations. The DA is responsible for the payment of evidence collection services provided to the California Highway Patrol within the geographical boundaries of the county, and for payment of any necessary expert witness fees related to evidence collection. The contract includes services from qualified healthcare professionals to perform on-site blood withdrawal and sexual assault suspect and victim examinations at various locations throughout the county, and necessary expert witness fees related to evidence collection.
On September 14, 2021 (Item No. 50), the Board of Supervisors approved Contract No. 21-675 with Law Enforcement Medical Services, Inc. (LEMS) to provide medical evidence collection services for the period of October 1, 2021, through September 30, 2024, with the option to extend the term for two additional one-year periods, or one additional two-year period.
Approval of the proposed amendment will increase the contract’s maximum not to exceed amount by $1,250,000 and exercise the option to extend the contract period by one two-year period, from October 1, 2021 through September 30, 2026.
LEMS provides services in nearly all regions of San Bernardino County and has not requested any fee increases since 2021. LEMS is requesting an increase in several of their fees due to increases in wages, mileage reimbursement rates, required insurances, and the costs of materials.
Based on the responses to the competitive solicitation that the Sheriff conducted in 2021, there is not another vendor who has the ability to provide services, in nearly all regions of the county. The Sheriff and DA agree with LEMS’ request to increase fees with the extension of the contract. The Purchasing Department concurs with the requests of the fee increases and the extension of the contract.
County Policy 11-04 requires approval from the Board of Supervisors for all contracts for services that exceed $200,000 in aggregate cost per scope of service, per vendor, per department.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Grace B. Parsons, Deputy County Counsel, 387-5455) on September 5, 2024; District Attorney (Claudia Walker, Chief of Administration, 382-3669) on September 12, 2024; Purchasing (Jason Cloninger, Lead Buyer, 387-0321) on September 6, 2024; Finance (Erika Rodarte, Administrative Analyst, 387-4919) on September 9, 2024; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on September 9, 2024.