(9)AR 042109 Award of Bid - Laserfiche WebLink

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CITY OF COLTON ITEM #9 AGENDA REPORT FOR THE CITY COUNCIL AND COLTON UTILITY AUTHORITY MEETING OF APRIL 21, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL, HONORABLE CHAIRPERSON AND UTILITY AUTHORITY MEMBERS FROM: DILU DE ALWIS, FINANCE DIRECTOR SUBJECT: AWARD BID TO CLINICAL LABORATORY OF SAN BERNARDINO, INC. TO PROVIDE DRINKING WATER LABORATORY SAMPLING AND ANALYSIS SERVICES IN AN AMOUNT NOT -TO -EXCEED $95,937.50 AND A CONTINGENCY AMOUNT OF $10,000.00, FOR A GRAND TOTAL OF $105,937.50 DATE: APRIL 8, 2009 BACKGROUND: The State Department of Public Health requires the City to perform laboratory testing on its drinking (potable) water. Laboratory testing for drinking water is required on a daily basis, including weekends. DISCUSSION/ANALYSIS: Diligent effort was made to solicit competitive bids for Drinking Water Laboratory Sampling and Analysis Services. On March 10, 2009 the Request for Bids was distributed to 151 potential bidders via the City's online bidding system: www.TheNetworkBidSystem.com. Additional clarification resulting from questions was provided in an addendum and emailed to all 151 potential bidders on March 23, 2009. Sealed bids were received on April 1, 2009 at 2:00 p.m. from the following three (3) bidders: 1. Clinical Laboratory of San Bernardino, Inc. 2. E.S. Babcock & Sons, Inc. 3. TestAmerica Laboratories, Inc. Another bidder submitted a "no bid" response. Clinical Laboratory of San Bernardino, Inc. provided the lowest cost, most responsive and responsible bid at the amount of $95,935.50 for the entire agreement term. A bid tabulation is attached showing prices quoted and surcharges for expedited services. In addition, the Water Division is requesting a contingency amount of $10,000.00 for the entire agreement period to address any additional testing that may be required due to unforeseen regulatory changes and when test results indicate the need for further testing to ensure compliance with safe drinking water limits. The proposed agreement term is May 1, 2009 through April 30, 2010. The proposed agreement contains two (2) one-year renewal options that may be exercised by the City Manager, if in the City's best interest.