To ratify an expenditure in the amount of $58,324 over the original amount of $45,000, for a total amount of $103,324, and to approve the additional four (4) renewals in the estimated amount of $174,680 annually for a total cost of $802,044 from Armstrong Forensic Laboratories for the Police Department; and authorizing the City Manager to execute all necessary documents. (Contract No. 2020-0650-XR) Approved

The Collin County District Attorney’s Office requires laboratory analysis of all drugs prior to prosecution for drug offenses.  At the beginning of fiscal year 2020-21, the Police Department was utilizing three different laboratories for drug analysis.  The Department of Public Safety Lab provides free analysis for police departments under some limited circumstances.  All drugs that meet those requirements are sent to the DPS lab for analysis at no cost, however this is only a fraction of the total cases.

Another lab was being used along with Armstrong Forensic Laboratories for all cases that did not meet DPS requirements.  The second lab significantly increased their fees for analysis resulting in the department moving all of the drug analysis to Armstrong Forensic Laboratories to save resources.   Armstrong has continued to provide reliable and efficient analysis services.

The Police Department has sufficient budgeted funds to cover the projected costs for drug analysis during the upcoming year.  The Police Department recommends ratification of the 2020-2021 expenditures under the contract for Armstrong Forensic Laboratories and authorization to modify the contract to a total of $174,680 for the remaining renewals.

Armstrong Forensic Laboratories is currently the lowest cost alternative for the Plano Police Department to obtain the required scientific analysis required for criminal prosecution of many of our serious drug offenders.  Failure to approve the modification of this contract will result in the Plano Police Department either not being able to successfully prosecute some offenders or having to pay much higher rates for analysis in the cases that we do prosecute.

The City is exempt from the competitive bid process for this purchase as allowed by Texas Local Government Code Chapter 252 Subchapter B Section 252.022(a)(4).

This item ratifies expenditures of $58,324 in excess of the contract with Armstrong Laboratories and modifies the current contract with Armstrong Laboratories.  Funding to ratify $58,324 in expenditures is available in the 2020-21 Police Department budget.  Funding for the modified contract, in the total estimated amount of $698,720 ($174,680 in each of FYs 2021-22, 2022-23, 2023-24, and 2024-25) is available in the current Police Department Budget and is planned for future years, as well.  Future expenditures will be made in the Police Department based on need and within approved budget appropriations for each year of the contract. 

Approval of this item will support the City's Strategic Plan Critical Success Factors of being an Excellent, Innovative, and Accountable City Government with Safe, Vibrant Neighborhoods.