DATE: April 2, 2018
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Tallent, Assistant City Administrator / CFO
Michelle Hatcher, Director of Water Management
Juan Davis, Water Reclamation Superintendent
Brian Wilcox, Purchasing Manager
SUBJECT:
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Procurement Agreement with Waypoint Analytical, Inc. of Memphis, Tennessee in the total estimated amount of $6,640 per year for a term of award for certain biological wastewater treatment laboratory services for the Water Reclamation Division of the Water Management Department (Purchasing Office Procurement Solicitation No. 2018-002; $50,000 budgeted for all Water Reclamation laboratory services in 431-82280-52213 for fiscal year 2018; Contract No. 2017-0292)
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Purpose
The purpose of this procurement is to purchase aquatic toxicity (biomonitoring) testing wastewater treatment laboratory services for the Water Reclamation Division of the Water Management Department for a three-year term of award expected to commence January 1, 2018 and with options to extend the term of award up to two (2) times, each time for up to one (1) additional year, for a possible total term of award of five (5) years.
Background
As previously reported, the City bid out each of the following wastewater treatment laboratory contract services for the specified term of award: (A) industrial pretreatment sampling and testing, Water Reclamation Facility influent and effluent testing, and testing of river samples (Purchasing Office Solicitation No. 2018-001); and (B) aquatic toxicity (bio-monitoring) testing (2018-002); each being bid independently. Bids from four (4) vendors were publicly opened at the bid opening held on October 24, 2017.
The Board of Mayor and Aldermen voted on November 28, 2017 to accept, contingent upon Law Department and City Administrator approval of City Contract No. 2017-0292, the apparent lowest best bid, from Waypoint Analytical, Inc. of Memphis, Tennessee in the total estimated amount of $6,640 per year for a three-year term of award (plus two (2) options to extend for up to one year each, for a possible total of five (5) years) for aquatic toxicity (biomonitoring) testing wastewater treatment laboratory services for the Water Reclamation Division of the Water Management Department, and award this procurement to this bidder.
Financial Impact
As previously reported, the Water Management Department Water Reclamation Division budget for fiscal year 2018 allocates $50,000 out of the Wastewater Fund for the purchase of lab services including but not limited to the lab services specified for this procurement. The 2017 pricing offered by Waypoint Analytical, Inc. is $2,240 per year (about 51%) more than the pricing offered the last time the City bid out these services, in 2015, by the 2015 low bidder ($4,400 per year).
Attachment
Contract No. 2017-0292 with Waypoint Analytical, Inc. of Memphis, Tennessee, in the total estimated amount of $6,640 per year for a term of award for certain biological wastewater treatment laboratory services for the Water Reclamation Division of the Water Management Department, has now been executed in full and is attached.