City Council Meeting - FINAL


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  6.G.       
Meeting Date: 07/06/2021  

Information
TITLE:
Consideration and Approval of Contract: Contract with Eurofins Eaton Analytical, LLC, Bio-Aquatic Testing, Inc., and TestAmerica Laboratories, Inc. for laboratory testing of water, wastewater, sludge, and soil samples - not to exceed $132,244.
STAFF RECOMMENDED ACTION:
  1. Approve contracts with the following three laboratories: Eurofins Eaton Analytical, LLC, Bio-Aquatic Testing, Inc., and TestAmerica Laboratories, Inc. Each contract will be for an initial term of three years and each contract will include two annual extensions upon mutual agreement.
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
Water Services contracts out laboratory services for water, wastewater, sludge, and soil sampling. This includes sampling at our water sources, water treatment, and water reclamation facilities, in the distribution system, and at our permitted industries. This sampling is key to keeping our facilities in compliance with permits and federal and state regulations. Sampling analysis accuracy is the core of meeting compliance with our permitting needs.

Sampling costs make up the largest budget items outside of salaries for the Regulatory Compliance Section. It is important for Water Services to secure contracts with several laboratories to guarantee pricing and sample analysis time.

The Purchasing Section received proposals from three laboratories. Each lab proposal was evaluated and scored by five Regulatory Compliance Staff evaluators. The proposals were scored based on three criteria, each with a weighted percentage:
Evaluation Criterion A – (40%) Experience & Qualifications of Key Personnel
Evaluation Criterion B – (30%) Capacity of Offeror/Experience
Evaluation Criterion C – (30%) Fee and Price
 
Each laboratory that submitted a proposal offers different services and sampling methods. Likewise, each program in Regulatory Compliance (water, wastewater, and pretreatment) requires different services and analysis methods. Approving contracts with each laboratory will allow for predictable fees and analysis times to help to ensure drinking water, wastewater, and pre-treatment compliance with rules and permits.
Financial Impact:
The Regulatory Section already has the laboratory sampling in its budget. The total of all three contracts is not to exceed $132,244 each year. The new contracts will not have any additional financial impact.  These contracts are budgeted in the Drinking Water Fund - Regulatory Compliance Section - in accounts 202-08-306-1081-0-4207, 202-08-306-1082-0-4207 and 202-08-306-1085-0-4207 with a total budget of $132,244 in FY 2021-22.
Policy Impact:
None
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Actively manage and protect all environmental and natural resources.
  • Testing of final treated effluent from water reclamation plants prior to discharge ensures compliance with permits and protects the health of the environment.
Deliver outstanding services to residents through a healthy, well maintained infrastructure system. 
  • Testing of source water and treated drinking water ensures compliance with regulations and ensures quality drinking water for residents. 
Enhance the organization's fiscal stability and increase efficiency and effectiveness.
  • Securing contracts with laboratories guarantees set prices for necessary laboratory analyses. Predictable pricing helps maintain fiscal stability. 

Regional Plan
Goal WR.6. Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region.
  •  Testing of source water, treated drinking water, and reclaim water provide the necessary data to assess this goal. 
Policy WR.4.2. Maintain, at the City level, a financially stable utility to provide reliable,
high quality utility services.
  • Securing contracts with laboratories guarantees set prices for necessary laboratory analyses. Predictable pricing helps maintain the fiscal stability to continue to offer high quality services. 
Has There Been Previous Council Decision on This:
Previous laboratory contracts were approved by council in 2010 and 2015 to secure pricing and service. The previous contracts included four laboratories to ensure that each program in Water Services was able to secure sampling options to meet permit conditions.
Options and Alternatives:
Option A - Approve the Contract with the three Contractors, for Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples testing. This will provide the City of Flagstaff Water Services an on-call contract for the Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples as needed.

Option B - Reject the Contract with the three Contracts, for Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples. This option would leave the Water Services with no contract for the Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples and would require City Staff to re-propose for the services.
Background/History:
Purchasing staff published a Request for Proposals (RFP) solicitation for Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples service in the Arizona Daily Sun on April 11 and April 18, 2021 and posted the solicitation to the City of Flagstaff’s PlanetBids Website on April 5th, 2021. On April 29th, 2021, the City received three (3) Proposals from Laboratory Testing contractors.  A five-member Selection Committee consisting of City staff, reviewed and evaluated the proposals.  Based upon the numerical scoring of the proposals, the Selection Committee identified the most qualified Firms for the Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples to be recommended for the Project. The committee choose Bio-Aquatic Testing, TestAmerica Laboratories, Inc. and Eurofins Eaton Analytical, LLC. Final scores of all firms are as followed:
 
Bio-Aquatic Testing – 448
TestAmerica Laboratories, Inc. – 476      
Eurofins Eaton Analytical, LLC – 483
Key Considerations:
The areas covered under this Contract support the goals and operations of the Water Services Regulatory Compliance Section, and reduce the City of Flagstaff liability through safe, timely and cost-effective Laboratory Testing of Water, Wastewater, Sludge, and Soil Samples Testing.
Attachments
Bio-Aquatic Contract
Bio-Aquatic Contract Attachment A
Eurofin Contract
Eurofin Contract Attachment A
TestAmerica Contract
TestAmerica Contract Attachment A


    

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