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Home My WebLink AboutPR 19118: CONTRACT WITH ANA LAB CORP, LABORATORY SERVICES Citti of P.R. No. 19118 4 � 8/17/15 jt c•----.....os----- o r t ort rtlitt INTEROFFICE MEMORANDUM UTILITY OPERATIONS DEPARTMENT-ADMINISTRATION Date: August 18, 2015 To: Brian McDougal, City Manager From: Jimmie Johnson, Ph.D., Director of Utility Operations RE: Proposed Resolution No. 19118 Nature of the Request: This will be a two (2) year contract for testing and reporting for the Safe Drinking Water Act as part of the Long Term 2 Enhanced Surface Water Treatment Rule (LT2). Testing will include the protozoan parasite cryptosporidium and E-coli bacteria. This EPA manadated testing will begin in October of 2015. Early approval of this contract is necessary since there are only 28 private labs approved by EPA for the testing of cryptosporidium. Ana-Lab Corporation is the only vendor that will process the sample, from the sample site to the lab. This will assure that cross contamination will be at a minimum. This will also allow Ana-Lab Corp. to have sufficient capacity during the mentioned time frame to analyze our samples so reporting requirements are not jeopardized according to LT2. Four (4) bid packets were sent out and two (2) bids were received. Bidders that did not respond were TTL, Inc., Shaw Environmental, and CH Diagnostic. Of the two bidders that responded, Ana-Lab Corp. was the only respondent that met the City's specifications as stated below. Bidder Bid Amount Ana-Lab Corp.,Kilgore, Texas $34,300.00 Expected Bid Item Unit Bid Quantity Total Cryptosporidium $850.00 24 $20,400.00 (Includes: analysis-gelman high filter cooler/icepacks-shipping charges) E-Coli $ 35.00 24 $ 840.00 (Includes: analysis-sample container Cooler/icepacks, shipping charges, Will be shipped with crypto sample) Sample Collection charge $300.00 24 $ 7,200.00 (If collecting sample for contract) TOTAL BASIC LAB TESTING $28,440.00 Additional Analysis: Matrix Spike Analysis $950.00 2 $ 1,900.00 Assaying additional sample pellet $165.00 24 $ 3,960.00 TOTAL ADDITIONAL ANALYSIS $ 5,860.00 TOTAL EXPECTED MAXIMUM AMOUNT $34,300.00 Staff Analysis, Considerations: Trained and TCEQ-certified employees will collect the samples and prepare them for shipping. Recommendation: I recommend the City Council authorize this unit price contract for the testing of Cryptosporidium and E-Coli from Ana-Lab Corporation, in the amount of$28,440.00 for basic lab testing. Additional analysis (spike analysis and sample pellet[s]) to be done on a case by case basis, with a projected budgetary impact of$5,860.00. The projected budgetary impact of this unit price contract is $34,300. Budget Considerations: Funds will be budgeted in the 2015-2016 and 2016-2017 fiscal years. Funds will be available in the professional service fund account no. 410-1252-532.54-00. P.R.No. 19118 08/18/15jt RESOLUTION NO. A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT FOR LABORATORY SERVICES FOR TESTING CRYPTOSPORIDIUM FOR THE UTILITY OPERATIONS DEPARTMENT WITH ANA LAB CORPORATION OF KILGORE, TEXAS, ON A UNIT COST BASIS. FUNDS ARE AVAILABLE IN WATER PURIFICATION O&M BUDGET ACCOUNT NO. 410- 1252-532.54-00. WHEREAS, private contract laboratories are used to provide analytical laboratory testing services at our Treatment Plants operated by the City of Port Arthur Utility Operations Department; and, WHEREAS, the Environmental Protection Agency has mandated through the Safe Drinking Water Act that the Utility Operations Department test for the protozoan parasite cryptosporidium and E-coli bacteria in drinking water; and, WHEREAS, the Utility Operations Department has solicited quotes for such laboratory services, as delineated in our Purchasing Policy, and two (2) vendors submitted quotes; and, WHEREAS, Ana-Lab Corporation of Kilgore, Texas for $34,300.00, was the only quote that complied with the City's specifications; and, WHEREAS, the quotes have been evaluated by Utility Operations and Purchasing Division (quotes attached as Exhibit"A"); and, WHEREAS,the projected Budgetary amount of this purchase is $34,300. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the City Manager of the City of Port Arthur is hereby authorized and directed to P.R.No. 19118 08/18/15jt Page 2 of 3 execute, on behalf of the City of Port Arthur, a two (2)year contract for laboratories services for the testing of the protozoan parasite cryptosporidium and E-coli bacteria in the City's raw source water; THAT,this contract is between the City of Port Arthur and Ana-Lab Corporation, for the unit prices shown in the quote (attached as Exhibit"A"), and as shown in the individual contract attached as Exhibits"B"; and, THAT, the City can terminate any of these contracts at its convenience with ten (10) days written notice; and, THAT, funding for these chemicals is provided in the Utility Operations O&M budget; and, THAT, a copy of the caption of this resolution be spread upon the minutes of the City Council. READ, ADOPTED AND APPROVED THIS day of 2015 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: NOES: Deloris Prince Mayor P. R. No. 19118 08/18/15jt Page 3 of 3 ATTEST: APPROVED FOR ADMINISTRATION: Sherri Bellard Brian McDougal City Secretary City Manager APPROVED AS TO FORM: Wtai- 1"447-1/& Valecia Tizeno Clifton Williams City Attorney Acting Purchasing Manager Jimmie Johnson, PhD Director of Utility Operations APPROVED AS TO THE AVAILABILITY OF FUNDS: 4"9"1 14,404; 0via/,go//eee Jerry Dale Interim Director of Finance P. R. No. 19118 08/18/15 Exhibit "A" PURCHASING CONTRACT AGREEMENT (Ana-Lab Corporation) P. R. No. 19118 08/18/15 PURCHASING CONTRACT AGREEMENT THIS AGREEMENT is made this the of , 2015, by and between an individual, firm partnership or corporation, Ana-Lab Corporation of Kilgore, Texas hereinafter called "Vendor", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called the "Owner" or "City". WITNESSETH: That for and in consideration of the payments, terms, conditions and agreements set forth herein, Owner and Vendor agree as follows: 1. The term of this Contract shall be for two (2) years, from the date stated on the Notice to Proceed unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes, but not limited to, funding not being available in any budget cycle with ten (10) days written notice. 2. The Vendor will provide testing for cryptosporidium and E-coli, as delineated and submitted in their quote on August 18, 2015. 3. During the term of this Contract, the Vendor will furnish all of the materials and supplies, as stated in the advertised bid specifications, described as: Contract Laboratory Services 4. The Vendor agrees to deliver all test results to the appropriate agencies during the term of this contract, in a not-to-exceed price of$34,300.00 as shown in the quote. 5. The term "Contract Documents" means and includes the following: (A)Agreement (B) Specifications (C)General Information (D)Quote (E) Notice to Proceed P. R. No. 19118 08/18/15 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies each of which shall be deemed an original on the date first above written. SIGNED AND AGREED to on the day of , 2015. WITNESS: CONTRACTOR: Ana-Lab Corporation SIGNED AND AGREED to on the day of , 2015. WITNESS: CITY OF PORT ARTHUR: City Secretary City Manager Ana-Lab Corp. P.O. Box 9000 Kilgore, TX 75663 QNQ �Q Phone 903/984-0551 FAX 903/984-5914 c-Alail corprn)ana-lab.com LELAP-accredited#02008 Page 1 of 2 (ORP." • COPA THE COMPLETE SERVICE LAB= Quotation 114562 Report To" , Bill To City Of Port Arthur City Of Port Arthur Jeff Wyble Jeff Wyble 1101 H.O.Mills Blvd. PO Box 1089 Port Arthur,TX 77640 Port Arthur,TX 77641 Printed 08/18/2015 10:32:17AM Original Quote Date: 07/24/2015 Normal TAT 108 CRYPTOSPORIDIUM/E.COLI/TURB Liquid Aqueous 01 Normal TAT Accredited Test Name Method Fee CrAP Crypto Additional Pellets 165.00 Cryp Cryptosporidium/Giardia Subcontract 500.00 1V MPNE MPN,E.coli,Colilert-18-DW SM 9223 B(Colilert®-18 Quanti- 35.00 S350 SUB Shipped 350.00 Sample Fee Total $1,050.00 CRYPTOSPORIDIUM/E.COLVI'URB Sample Fee Total x 24 Samples 25,200.00 109 CRYPTO/E.COLITI'URB-MS Liquid Aqueous 01 Normal TAT Accredited Test Name Method Fee CRYP Cryptosporidium-Matrix Spike Subcontract 600.00 ShiP Crypto Spike Ship Overnight 350.00 Sample Fee Total $950.00 CRYPTO/E.COLUTURB-MS Sample Fee Total x 2 Samples 1,900.00 110 TECHNICIAN Liquid Aqueous 01 Normal TAT Accredited Test Name Method Fee TR75 Technician Hourly Rate/$75 300.00 Sample Fee Total $300.00 TECHNICIAN Sample Fee Total x 24 Samples 7,200.00 Quoted By: DANA SKEETER Quotation Total:$34,300.00 Please note that ANA-LAB is accredited nationally to the EPA NELAP standard. Our consistent performance on proficiency samples validates our unparalleled accuracy and precision. This enables Ana-Lab to provide quality results at these competitive prices. We will also provide appropriately cleaned and preserved bottles(that meet EPA specifications)and chain of custodies at no extra cost. Prices are guaranteed for 60 days from the date of the quote,and your submittal of samples indicates your acceptance.With approved credit, our payment terms are NET 30. ANA-LAB shall provide these ordered services pursuant to our Standard Terms&Conditions Agreement(available for download from the welcome page at www.ana-lab.com or by US mail by request). If we can help further,please contact us. We look forward to working with you on this project. Thank you, Corporate Shipping: 2600 Dudley Rd. Kilgore, TX 75662 Gulf Coast Region:18096 Kings Row Ste H Houston TX 77058 ,to Nt4 AC C 0404 b". 169'- a NELAP-accredited#T104704201 LDSCGent v1.9.32.1052 www.ana-lab.com Form rptquotel Created 6/22/2004 v1.3 Ana-Lab Corp. P.O. Box 9000 Kilgore, TX 75663 11. MOMMIIMi -.=4111 Phone 903/984-0551 FAX 903/984-5914 e-Mail corp@ana-Iab.com LELAP-accredited#02008 (OW •NW COPA Page 2 of 2 THE COMPLETE SERVICE LAB* Quotation 114562 =rt To Bill To City Of Port Arthur City Of Port Arthur Jeff Wyble Jeff Wyble 1101 H.O.Mills Blvd. PO Box 1089 Port Arthur,TX 77640 Port Arthur,TX 77641 service soL (ACiL The accredited column designates accreditation by N-NELAC,or z-not covered under NELAC scope of accreditation. Corporate Shipping: 2600 Dudley Rd. Kilgore, TX 75662 Gulf'Coast Region:18096 Kings Row Ste H Houston TX 77058 01 ACC0S � f S NELAP-accredited#T104704201 LDSClient v1.9.32.1052 www.ana-lab.com Form rptquotel Created 6/22/2004 vl.3 Water Purification Plant Source water point of entry cost per sample (If lab does not run E.coli or will not be collecting samples onsite. Please no bid items 2 and 4) ITEM: 1. Cryptosporidium (Includes: analysis-gelman high filter cooler/ice packs-shipping charges) $ ea. 2. E-Coli (Includes: analysis-sample container cooler/ice packs, shipping charges, will be shipped with crypto sample) $ ea. 3. New sampling equipment If not collecting samples for contract) $ ea. 4. Sample collection charge If collecting samples for contract) $ ea. Additional analysis: Matrix spike analysis $ ea. Assaying additional sample pellet(s) $ ea.