DATE: March 25, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Mark Hilty, Water Management Director
Michelle Hatcher, Water Management Assistant Director
Brian Wilcox, Purchasing Manager
SUBJECT:
title
Acknowledge report of procurement award to and execution of Procurement Agreement with Civil & Environmental Consultants of Franklin, Tennessee in the total estimated amount of $4,877.10 per year for a term of award for annual stream bioassessment sampling, testing and identification for the Water Management Department (Purchasing Office Procurement Solicitation No. 2016-015; Contract No. 2016-0012)
body
Purpose
The purpose of this procurement is to purchase annual stream bioassessment sampling, testing and identification for the Water Reclamation and the Water Treatment divisions of the Water Management Department for a term of award to terminate June 30, 2017 with options to extend the term of award up to three (3) times, each time for up to one (1) additional year. The term of service for the most recent award for these services has expired and has no additional options to extend the term of service. The services to be rendered include sample collection at two (2) sampling site locations for the City’s Water Treatment Facility and three (3) sampling site locations for the City’s Water Reclamation Facility. The specified services are for the routine operation of the City’s water treatment and wastewater treatment systems and are necessary for compliance with operating permits issued by the Tennessee Department of Environment and Conservation.
Background
On November 10, 2015, pursuant to a staff recommendation, the Board of Mayor and Aldermen voted to approve Resolution 2015-93, a resolution to reject all bids for annual stream bioassessment sampling and testing for the Water Reclamation Division of the Water Management Department. The recommendation to do so was made because of the advantages to the City that came to light after deadline for the submittal of bids of expanding the scope of work for the laboratory contract services contemplated by procurement solicitation no. 2016-007 (a) by adding bioassessment sampling sites for the Water Treatment Facility in addition to the sampling sites specified for the Water Reclamation Facility, and (b) by specifying that the service provider attend and conduct a post survey report review meeting with City staff.
The City published on November 19, 2015 a Notice to Bidders in the Williamson Herald for performance upon demand of the following water and wastewater contract services for the specified term of award: annual stream bioassessment sampling, testing and identification. In addition, bid documents were sent on or about the same date directly to ten (10) 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 December 10, 2015. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Civil & Environmental Consultants of Franklin, Tennessee, is in the total estimated amount of $4,877.10 per year for a term of award for the specified services based upon specified estimated quantities. 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 budget for fiscal year 2016 allocates $47,250.00 out of the Wastewater Fund and $15,000.00 out of the Water Fund for the purchase of laboratory services including the services to be rendered pursuant to this particular procurement solicitation, among others.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
rec
Inasmuch as the maximum value of this award, even if all options to extend the term of service are exercised, is less than $25,000, the City Administrator has approved the apparent lowest best bid, from Civil & Environmental Consultants of Franklin, Tennessee, in the total estimated amount of $4,877.10 per year for annual stream bioassessment sampling, testing and identification, for the Water Management Department. Staff recommends the Board of Mayor and Aldermen acknowledge receipt of this report. Pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2016-0012 has been executed by the City Administrator and is attached.