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File #: 080385.    Version: 0 Name: Award of Remaining Contract to Provide Collection and Clinical Lab Services to Doctor's Laboratory, Inc. (B)
Type: Staff Recommendation Status: Passed
File created: 10/2/2008 In control: City Commission
On agenda: Final action: 10/2/2008
Title: Award of Remaining Contract to Provide Collection and Clinical Lab Services to Doctor's Laboratory, Inc. (B) This item involves a request for the City Commission to approve the transfer of the remaining contract term from Jager's Enterprise, Inc to Doctor's Laboratory Inc.
Attachments: 1. 080385_Fee Schedule_20081002 .pdf, 2. 080385A_Specified Source_20081002.pdf, 3. 080385B_Letter_20081002.pdf
Title
Award of Remaining Contract to Provide Collection and Clinical Lab Services to Doctor's Laboratory, Inc. (B)
 
This item involves a request for the City Commission to approve the transfer of the remaining contract term from Jager's Enterprise, Inc to Doctor's Laboratory Inc.
 
Explanation
The City of Gainesville administers various pre-employment, random and post accident drug testing programs.   In addition to the drug testing programs, the City of Gainesville has offered low cost access to certain diagnostic testing to its employees and retirees through a contracted arrangement with an outside provider.  Recently, the City initiated a competitive bid process to award the Contract for Collection and Clinical Laboratory Technical and Professional Services.  Through the Purchasing Division, the RFP was distributed via Demand Star, in addition each local laboratory was contacted notifying them of the RFP. The nature of this service requires that a local collection site is available for both normal working hours, and after hours for drug testing purposes.  The City received two proposals, one of which did not address collection services.  
 
The proposal, received from Jagers Enterprises DBA Elite Services was reviewed by staff and determined to meet all the qualification specified in the RFP.  However, based on recent events, staff believes it is the best interest to switch to a specified vendor.  Specifically, it was recently learned that our drug testing lab services had been switched to anther lab.   This is in conflict with the proposal submitted by Jager's Enterprises and caused a delay in the City receiving drug test results. The contract with Jager's may be terminated by the City of Gainesville, without cause, upon the giving of 30 days of termination. The City receives funds from the Federal Transit Administration and there are specific requirements for drug testing.  The requirement for random testing states that testing must be randomly performed during normal hours of operations.  Regional Transit System's operations, including Later Gator, are approaching a twenty four hour operation and this has made finding collection site vendors difficult.  Staff is concerned, given recent delays in the drug testing process and the City's need to be able to document our drug testing program for the FTA; it is the City's best interest to exercise the thirty day notice provision and switch vendors from Jarger's Enterprise, Inc to Doctor's Laboratory, Inc.
 
In order to ensure that the drug testing program is in compliance with all FTA standards, staff contacted a previous provider of the service to determine if they were able to offer the after-hour random and post-accident drug testing.  Staff provided Doctor's Lab with the price quotes from our current vendor and Doctors Lab has agreed to provide the clinical labs at current pricing and provide after hour drug testing at a slightly higher rate.  The additional cost will be about $15 per after-hour drug test.  Doctor's Lab is already providing the clinical lab testing as a subcontractor and has always provided exceptional service to the City of Gainesville.  Doctor's Lab is fully qualified as a drug-testing lab and collection site as required by Federal regulation.
 
Fiscal Note
Funds of approximately $90,000 have been included in the proposed Fiscal Year 2009 General Insurance Fund and Employee Health and Accident Benefits Fund operating budgets.
 
Recommendation
The City Commission authorize:  1) the award of the remainder of the contract effective October 4, 2008  for Collection and Clinical Laboratory Technical and Professional Services to Doctor's Laboratory, Inc for Fiscal Year 2009; 2) issuance of a Purchase Order in an amount sufficient to cover the applicable charges for collection and laboratory services; and 3) the City Manager or designee to negotiate and execute, subject to the approval of the City Attorney as to form and legality, a contract with Doctor's Laboratory, Inc as a specified source.
 
Alternative Recommendation:
The Federal Transit Administration requires that random drug testing be conducted during all normal hours of operation.  The Regional Transit System currently provides services until the early morning hours.  In addition, the City's Drug Free Workplace Program's post-accident testing may also require after-hour drug testing to fully comply with State Law and the City's collective bargaining agreements.  The inability to comply with the above standards could put the City's FTA grants at risk and have an adverse effect on future Regional Transit Systems operating and capital grant funding.  With this being the case, there is no alternative at this time.  Staff spent considerable time attempting to find qualified local collection sites for this service.
 
 



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