Title
Resolution to Approve Professional Services Agreement with Eurofins Eaton Analytical, LLC to purchase Certified Laboratory PFAS Testing, RFP #20-25 (estimated $34,700.00/year)
Memorandum
This memorandum and resolution requests the approval of a Professional Services Agreement with Eurofins Eaton Analytical, LLC to purchase Certified Laboratory PFAS Testing for $34,700.00 annually.
Poly- and Perfluoroalkyl substances (PFAS) are persistent and bioaccumulative, and there is mounting evidence for the human toxicity of many of these compounds. The City has been proactive in investigating and treating for PFAS since it was first detected in 2014.
A request for proposal, RFP #20-25, was published for Certified Laboratory PFAS Testing. The labs were evaluated based on professional qualifications (20%), past involvement with similar projects (30%), work plan (30%), fee proposal (20%).
The City received proposals from the following eight (8) bidders:
• EMSL Analytical, Inc.- Incomplete bid
• Eurofins Eaton Analytical, LLC - $34,700.00
• Fibertec Environmental Services - Fee proposal not opened
• Merit Laboratories, Inc.- $36,288.00
• Pace Analytical Services, LLC - $34,376.00
• Paragon Laboratories, Inc.- Fee proposal not opened
• RTI Laboratories- Incomplete bid
• Vista Analytical Laboratory- $43,950.00
It is recommended that Council accept the proposal and award a contract (and related purchase order) to Eurofins Eaton Analytical, LLC based on the quality of the proposal and competitiveness of pricing and ranking based on the full suite of evaluation criteria outlined in the RFP. Eurofins was evaluated to be best suited to provide the Water Treatment Service Unit with Certified Laboratory PFAS Testing. The bids from EMSL Analytical, Inc. and RTI Laboratories were not evaluated because they were not able to provide all of the services identified in the RFP. Fibertec’s and Paragon’s fee proposals were not opened because they were less qualified than the top four qualified bidders.
It is also recommended that the purchasing agreement be extended for up to four additional one-year periods if the vendor is agreeable and if in the best interest of the City at a price increase of no more than 3% annually.
Budget/Fiscal Impact: Funds are budgeted in the FY21 Operations and Maintenance Budget for the Water Treatment Services Unit, predominantly in the Water Supply System Fund. Should services be required from other funds, services will be charged as appropriate. Future year funding is subject to the annual City Council budget approval.
Staff
Prepared by: Jim Bahen, Environmental Laboratory Supervisor, Water Treatment Service Unit
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The Water Treatment Service Unit is proactive in the treatment and testing for Poly- and Perfluoroalkyl substances (PFAS);
Whereas, Eurofins Eaton Analytical LLC meets the qualifications required to perform the complete scope of services requested with the highest evaluation at a competitive cost;
Whereas, Funds are budgeted in the FY21 Water Fund for this purchase and are planned to be budgeted in the future for future renewals; and
Whereas, Eurofins Eaton Analytical LLC complies with the requirements of the Non-Discrimination and Living Wage Ordinances;
RESOLVED, That the City Council accepts Eurofins Eaton Analytical LLC’s proposal for Certified Laboratory PFAS Testing in accordance with the terms of RFP #20-25;
RESOLVED, That City Council approve the attached professional services agreement with Eurofins Eaton Analytical LLC for Certified Laboratory PFAS Testing at an estimated cost of $34,700.00 annually;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, The City Administrator be authorized to renew the professional services agreement for up to four, one-year periods, provided the City Administrator and the contractor both agree to an extension at an price increase of no more than 3% annually;
RESOLVED, That the Mayor and City Clerk be authorized to enter into an agreement with the next highest ranked bidder under RFP #20-25, for Certified Laboratory PFAS Testing should Eurofins Eaton Analytical not be able to provide these critical services in compliance with the City’s need (after approval as to substance by the City Administrator and approval as to form by the City Attorney); and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution including execution of any authorized renewals and any changes or amendments that do not exceed the amounts authorized herein.