REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
February 11, 2020
FROM
MICHELLE SCRAY BROWN, Chief Probation Officer, Probation Department
SUBJECT
Title
Amendment to and Consent to Assignment of Contract from Lawrence B. Caplin DMD, Inc. to Dentrust, P.C. for Mobile Dental Services.
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Contract No. 16-59 reflecting the assignment of the contract from Lawrence B. Caplin DMD, Inc. to Dentrust, P.C., and exercising the second of two options to extend the contract term from March 1, 2020 to February 28, 2021, increasing the total contract amount by $57,200 from $486,000 to an amount not to exceed $543,200, and making other service changes.
(Presenter: Julie Francis, Deputy Chief Probation Officer, 387-5786)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). Sufficient appropriation for the cost of services is included in Probation’s 2019-20 adopted budget and will be included in the 2020-21 recommended budget.
BACKGROUND INFORMATION
The Probation Department (Department) is responsible for housing youth who are detained pending action by the Juvenile Court and ensuring that these youth are provided with a safe and healthy environment while in custody. Accordingly, the Department provides dental services to in- custody juveniles at the County’s Central Valley Juvenile Detention and Assessment Center (CVJDAC). The Department has contracted for onsite dental services since 2009.
The mobile dental services provided by Lawrence B. Caplin DMD, Inc. (Caplin) include all the equipment and supplies required for a fully functioning, state-of-the-art clinic and are essential onsite services, which contribute toward the well-being of juvenile detainees while minimizing the risk associated with transporting detainees off-site.
On December 9, 2019, Caplin requested that the contract be assigned to Dentrust, P.C. The contract between Caplin and the County is not assignable, in whole or in part, without the prior written consent of the County. Dentrust, P.C. has agreed to accept all of Caplin’s obligations, responsibilities, and duties under the contract.
Section H.1. of the contract authorizes the parties to extend the contract term for two additional one-year terms. This item seeks to exercise the second of the two options thereby extending the contract term for a total period of March 1, 2016 through February 28, 2021.
Amendment No. 2 also removes one of the facilities to which the services would be provided. The Department repurposed the High Desert Juvenile Detention and Assessment Center (HDJDAC) from a full use facility to a booking-only facility. The juvenile detainees located at HDJDAC were transferred to the CVJDAC. The repurposing of this facility will reduce the minimum number of annual service commitments for this contract from 52 visits to 26.
This amendment also updates some of the Contractor’s responsibilities including the tracking and disposing of medical supplies, documenting patient visits, the scheduling of additional clinics, and complying with the Prison Rape Elimination Act training requirements.
PROCUREMENT
On February 9, 2016 (Item No. 26), as a result of a competitive process, the Board approved Contract No. 16-59 with Lawrence B. Caplin DMD, Inc. to provide mobile dental services in the amount of $360,000 for the three-year contract period of March 1, 2016 through February 28, 2019, with the option to extend for two additional one-year periods.
On March 19, 2019 (Item No. 21) the Board approved Amendment No. 1 to Contract No. 16-59 with Lawrence B. Caplin DMD, Inc. to provide mobile dental services exercising the first of two options to extend the termination date of the contract from March 1, 2019 to February 29, 2020, and increasing the total contract amount by $126,000 from $360,000 to an amount not to exceed $486,000.
To ensure compliance with applicable legislative code as well as County Policy 11-04, during the recommended one-year extension, Probation will complete a new competitive process for the selection of a provider for mobile dental services
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Jamie Ryan, Deputy County Counsel, 387-3088) on January 15, 2020; Purchasing (Michelle Churchill, 387-2070) on January 16, 2020; Finance (Monique Amis, Administrative Analyst, 387-4883) on January 27, 2020; and County Finance and Administration (Kelly Welty, Deputy Executive Officer, 387-4376) on January 28, 2020.