REPORT TO THE CITY COUNCIL
FROM: PACO BALDERRAMA, Chief of Police
Office of the Chief
BY: MARK SALAZAR, Deputy Police Chief
Investigative Division
SUBJECT
Title
Actions pertaining to the award of three Requirements Contracts for acute/non-acute sexual assault examination services for suspects and victims for three years plus two optional one-year extensions to: (1) Central Valley Forensic Specialists (CVFS) of Hanford, California in an amount not to exceed $683,700 plus annual CPI increases; (2) Community Regional Medical Center (CRMC) of Fresno, California in an amount not to exceed $450,000 plus annual CPI increases; and (3) Valley Children’s Hospital (VCH) of Madera, California in an amount not to exceed $550,000 plus annual CPI increases (Bid File 12400160).
Body
RECOMMENDATION
Staff recommends the City Council approve award of three 3-year requirements contracts with two optional one-year extensions with Central Valley Forensic Specialists (CVFS) in an amount not to exceed $683,700 plus annual CPI increases; Community Regional Medical Center (CRMC) in an amount not to exceed $450,000 plus annual CPI increases; and Valley Children’s Hospital (VCH) in amount to exceed $550,500 plus annual CPI increases. These agreements would be to perform acute/non-acute sexual assault examination services for victims and suspects.
EXECUTIVE SUMMARY
On October 4, 2023, the City released a Request for Proposals (RFP #12400160) requesting proposals to complete forensic examinations, and included six items: (1) acute victim sexual assault forensic examinations; (2) acute suspect sexual assault forensic examinations; (3) acute victim sexual assault forensic examinations with medical treatment required; (4) acute suspect sexual assault forensic examinations with medical treatment required; (5) non-acute victim sexual assault forensic examinations; and (6) cancelation fees for acute examinations after being authorized by the Fresno Police Department (FPD).
CVFS submitted a proposal for all six items for $683,700 annually. Staff recommends a three-year contract with CVFS, for items 1 - 6, for an amount not to exceed $683,700 plus annual CPI increases.
CRMC submitted a proposal for all six items for $613,200 annually. Staff recommends a three-year contract with CRMC, for items 3, 4, and 6, at an estimated rate of $150,000 annually, for an amount not to exceed $450,000 plus annual CPI increases. CRMC would handle cases in which the victims/suspects need medical attention.
VCH submitted a proposal for items 1, 3, 5 and 6 for $550,000 annually. Staff recommend awarding a three-year contract with VCH limited to items 1, 3, 5, and 6, at an estimated amount of $550,000, for an amount not to exceed $550,000 plus annual CPI increases. VCH would handle cases involving minors requiring medical attention and parents who go directly to VCH seeking medical care.
The funding for these contracts will be covered by the State’s Supplemental Law Enforcement Services Account (SLESA).
BACKGROUND
FPD investigates allegations of sexual assaults. At times, forensic examinations are needed to collect evidence from victims and suspects to determine essential facts and to provide DNA evidentiary support for the allegations.
FPD working with the Purchasing Division prepared specifications with a Request for Proposal for a new three-year contract for sexual assault forensic examinations. The notice inviting proposals was published October 4, 2023, and specifications were distributed to three proposers.
The proposal allowed proposers to bid on any or all of the first five items, with a mandatory sixth for cancelation fees for items one through five. The items are: (1) acute victim sexual assault forensic examinations; (2) acute suspect sexual assault forensic examinations; (3) acute victim sexual assault forensic examinations with medical treatment required; (4) acute suspect sexual assault forensic examinations with medical treatment required; (5) non-acute victim sexual assault forensic examinations; and (6) cancelation fees for acute examinations after being authorized by the FPD.
Three proposals were received from CVFS, CRMC and VCH, and opened on October 31, 2023.
A Selection Committee (Committee) consisting of a Sergeant from the Fresno Police Department Sexual Assault Unit, a Police Officer from the FPD SAKI Grant unit, and the Fiscal Affairs Manager also from the Fresno Police Department. The representative from the General Services Department, Purchasing Division served as the facilitator to advise the committee on procedures and coordinated communications with the proposers.
CVFS and CRMC submitted bids on all six items, while VCH submitted bids on items 1, 3, 5, and 6. In accordance with the specifications, the proposals were evaluated for the following criteria: cost, ability to meet stated services requirements, past performance, experience, and conformance to the terms and conditions of the RFP.
All three proposers (CVFS, CRMC and VCH) have the ability to provide services 24 hours a day and 7 days a week. They all have qualified personnel to complete forensic examinations and are all within 15 miles of Fresno. CVFS has the ability to provide services to adults and children who do not require medical attention, while CRMC can provide both medical attention and complete the forensic examination at the same time and location. VCH focuses only on child and teenage victims that are brought to their location.
Based upon review of the proposals and assessment of the City’s needs for forensic examination services, the Committee recommends, in the best interest of the City, as well as the victims and suspects of sexual assault examinations, to award multiple contracts as permitted by the RFP. Accordingly, staff requests approval of these three contracts to provide services at the rates set forth in the proposals, as needed.
ENVIRONMENTAL FINDING
This is not a “project” for the purposes of CEQA, pursuant to CEQA Guidelines Section 15378.
LOCAL PREFERENCE
Local preference was not applied due to conditions of state funding.
FISCAL IMPACT
There will be no net impact to the general fund as SLESA grant funds will be used to cover the costs of the acute/non-acute sexual assault examinations.
Attachments:
Sample Service Contract
Committee Evaluation Report
RFP #12400160 Evaluation Form