AR 022106 Contract/Del Mar Analytical

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CITY OF COLTON AGENDA REPORT FOR THE COLTON UTILITY AUTHORITY MEETING OF FEBRUARY 21, 2006 TO: HONORABLE CHAIRPERSON AND UTILITY AUTHORITY MEMBERS FROM: ERIC R. FRASER, DIRECTOR OF WATER & WASTEWATER OPERATIONS SUBJECT: AWARD OF LABORATORY TESTING PROFESSIONAL SERVICES AGREEMENT TO DEL MAR ANALYTICAL, FOR THE POTABLE WATER LABORATORY ANALYSIS IN AN AMOUNT NOT -TO -EXCEED $123,375. DATE: February 8, 2006 BACKGROUND: The State Department of Health Services requires the City to perform laboratory testing on its potable water. Laboratory testing for Water is required on a daily basis (weekends included). DISC USSION/ANALYSIS: On February 15, 2005, the City Council directed staff to re -bid the City's Potable Water Laboratory Analysis agreement to include new evaluation criteria and benefits to local companies. Staff released the new RFP on July 12, 2005, listing nineteen (19) proposal evaluation criteria, including: • Experience in providing consulting and testing services on projects of similar scope; • Ability to deliver analytical results electronically to the DHS existing databases; • Available instrumentation; • Quality Assurance and quality control; • Cost to City Diligent effort was made to solicit bidders for the laboratory testing including the required legal advertising and Notice of Inviting Bids were submitted to twenty-five (25) State of California accredited laboratories. A total of five (5) accredited laboratories submitted proposals. Proposals received from two vendors were found to be non-responsive due to one not having a local drop-off point as required under number five of the "Special Conditions" on page 5 of the RFP, and the second proposal for not addressing the requirements outlined in the RFP. The competitive range was from $126,075 to $134,190, plus surcharges necessary to maintain current turn around times (surcharges ranged from: $89,508 to $105,467). On November 9'", 2005, the City's Purchasing Manager sent out Best & Final bid requests to the three responsive/responsible bidders. Best & Final bids were re-evaluated according to the evaluation criteria listed in the RFP and the competitive range dropped to: $123,375 to $131,580 plus surcharges. The evaluation committee scored the Best & Final proposal of $123,375 received from Del Mar Analytical the highest. The Purchasing Manager negotiated a modification to Del Mar's proposed standard turn around times without to avoid incurring surcharges, saving the City $98,895. Del Mar Analytical has maintained a laboratory in Colton since 1989 to provide service to their clients in the counties of San Bernardino, Riverside, and San Diego as well as the desert communities. Today, the Colton laboratory focuses on the analysis of chemical and microbiological contaminants in drinking water and supports drinking water projects for all their Network locations. The selected laboratory will be awarded a contract for three (3) years, beginning February 21, 2006 and ending February 20, 2009. FINANCIAL IMPACT: 7/10/03 City Clerk's Office Cb