Title
Resolution to Approve a Professional Services Agreement with Carbon Activated Corporation for Furnishing of Granular Activated Carbon RFP 24-29 ($402,600.00)
Memorandum
Attached for your consideration is a resolution to approve a Professional Services Agreement with Carbon Activated Corporation for the furnishing of Granular Activated Carbon (GAC) for FY 25 with the option to extend for four (4) additional one (1) year periods, subject to available funding and mutually agreed upon adjustments to the price per cubic foot which may not exceed the annual percent increase in the Producer Price Index for basic chemical manufacturing (PPI code 3251).
The Water Treatment Plant has 26 filters that utilize GAC in the treatment of the City's drinking water. The filters at the Water Treatment Plant provide a critical service in the removal of particles and contaminants found in the City's water supply, including PFAS. The GAC in these filters must be regenerated and replaced on a regular schedule to ensure that the filters continue operating as efficiently as possible and to replenish any GAC that is lost during the filter washing process. Treatment for PFAS has also accelerated the frequency of needed GAC regeneration and replacement.
In March 2024 the City issued RFP 24-29 for granular activated carbon regeneration and replacement. On April 18th, 2024 the City received 2 proposals for this work. The RFP required each vendor to submit a statement of qualifications, past involvement with similar projects, proposed work plan, and a fee proposal. The Assistant manager, Lab Supervisor, Maintenance Supervisor, and Inventory Control Technician reviewed the proposals and determined the most qualified candidate. The candidates were evaluated and scored on the following criteria:
• Professional Qualifications (20%)
• Past Involvement with Similar Projects (30%)
• Proposed work plan (20%)
• Fee Proposal (30%)
After Evaluation of the proposals and fee schedules, it was decided that Carbon Activated Corporation had the best proposal at the most competitive price. It is therefore recommended that City Council approve the Professional Services Agreement with Carbon Activated Corporation for FY 25 with the option to extend for up to four (4) additional one (1) year periods not to exceed a total of five (5) years.
Carbon Activated Corporation complies with the requirements of the City’s Non- Discrimination and Living wage ordinances.
Budget/Fiscal Impact: Funds for this project are available in the approved FY 25 Water Treatment Plant Water Supply System’s Operations Maintenance Budget.
Staff
Prepared by: Nicholas Baran, Inventory Control Technician
Reviewed by: Sue McCormick, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City Water Treatment Plant utilizes granular activated carbon as part of the treatment process to remove particles and contaminants including PFAS and needs this filter media regenerated and replaced on a regular basis;
Whereas, The City issued a Request for Proposal (RFP) 24-29 for the furnishing, regeneration and replacement of the granular activated carbon in the Water Treatment Plant’s 26 filters;
Whereas, On April 18, 2024 the City received two proposals in response to RFP 24-29;
Whereas, The proposals were reviewed by Procurement and evaluated by City staff on the basis of professional qualifications, past involvement with similar projects, proposed work plans and fee schedule;
Whereas, Staff selected Carbon Activated Corporation as most qualified to perform the work identified in RFP 24-29 at the best price;
Whereas, Funding is available in the approved FY 25 Water Treatment Plant Water Supply System’s Operations Maintenance Budget; and
Whereas, Carbon Activated Corporation complies with the City’s Non- Discrimination and Living Wage Ordinances;
RESOLVED, That City Council approve a Professional Services Agreement with Carbon Activated Corporation in the amount of $402,600.00 for the furnishing of granular activated carbon for the water treatment plant filters;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as the substance by the City Administrator and approval as to form by City Attorney;
RESOLVED, That the City Administrator be authorized to approve up to four one-year extensions of the agreement on the same terms subject to the availability of funds and mutually agreed upon adjustments to the price per cubic foot which may not exceed the annual percentage change in the producer price index for basic chemical manufacturing PPI code 3251; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution including extensions.