DATE: October 31, 2017
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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Consideration of Procurement Award To Empirical Laboratories, LLC Of Nashville, Tennessee In The Total Estimated Amount Of $17,366 Per Year For A Term Of Award For Certain Chemical Wastewater Treatment Laboratory Services For The Water Reclamation Division Of The Water Management Department (Purchasing Office Procurement Solicitation No. 2018-001; $50,000 Budgeted For All Water Reclamation Laboratory Services In 431-82280-52213 For Fiscal Year 2018; Contract No. 2017-0291) (11/14/17 WS)
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Purpose
The purpose of this procurement is to purchase industrial pretreatment sampling and testing, Water Reclamation Facility influent and effluent testing, and testing of river samples, all such 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
The City published on October 5, 2017 a Notice to Bidders in the Williamson Herald for performance upon demand of 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. In addition, bid documents were sent on or about the same date directly to nine (9) potential bidders known or thought to be interested in this solicitation. Bids from four (4) vendors were publicly opened at the bid opening held on October 24, 2017. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Empirical Laboratories, LLC of Nashville, Tennessee, is in the total estimated amount of $17,366 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 industrial pretreatment sampling and testing, Water Reclamation Facility influent and effluent testing, and testing of river samples, all such wastewater treatment laboratory services for the Water Reclamation Division of the Water Management Department. This bid was identified because it is the lowest bid that meets or exceeds the City’s intention as expressed and implied by the City’s specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. 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 Empirical Laboratories, LLC is $22,598 per year (about 57%) less than the pricing offered the last time the City bid out these services, in 2015, by the 2015 low bidder ($39,964 per year).
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2017-0291, the apparent lowest best bid, from Empirical Laboratories, LLC of Nashville, Tennessee in the total estimated amount of $17,366 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 industrial pretreatment sampling and testing, Water Reclamation Facility influent and effluent testing, and testing of river samples, all such wastewater treatment laboratory services for the Water Reclamation Division of the Water Management Department, and award this procurement to this bidder. Purchasing Manager Brian Wilcox believes the prepared specifications as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the bids received. Contract No. 2017-0291 is not yet in final form and therefore is not attached. When it is in final form, and if the staff recommendation to accept the bid from and award the procurement to Empirical Laboratories, LLC is approved by the Board of Mayor and Aldermen, then, pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2017-0291 will be executed by the City Administrator and reported to the Board of Mayor and Aldermen.