Agenda Item 4CAGENDA ITEM # 4C
NOVEMBER 12, 2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Extension of Contracts for Environmental Laboratory Services
RFP No. 10 -08
SUBMITTED BY: Donna Kaluzniak, Utility Director
DATE: October 8, 2013
BACKGROUND: State and federal agencies require the City to perform numerous laboratory
tests on drinking water and on wastewater treatment plant effluent to ensure compliance with
regulations.
This work requires specialized skill, experience, equipment, and laboratory certification through
the Department of Health.
The City has contracts with three local environmental laboratories to conduct the various
analyses — Columbia Analytical Services (CAS), Environmental Conservation Laboratories
(ENCO) and Advanced Environmental Laboratories (AEL). Staff has required the laboratories to
provide a signed agreement to immediately notify the City of any test result that exceeds a
regulatory requirement.
The current contract was issued based on results of a Request for Proposal, and was a 3 -year
contract with an option for a 2 -year renewal. Staff is requesting approval to renew the existing
contract for the 2 -year period at the current rates.
The current laboratories have agreed to honor their current pricing if we extend the contract.
Staff is fairly certain that re- issuing a Request for Proposal and awarding new contracts would
result in a price increase, as the existing contract was awarded during the economic downturn.
Staff recommends renewal of the existing contracts for another year at the current price
structures.
BUDGET: These services are used on an as- needed basis, and funding is included in the
Water and Sewer Funds in the amount of approximately $90,000 under account numbers 400-
5502 -533 -3400 and 410 - 5508 -535 -3400.
RECOMMENDATION: Extend the annual contracts for environmental laboratory services for
one additional year to Columbia Analytical Services, Environmental Conservation Laboratories,
and Advanced Environmental Laboratories, Inc. at the current contract prices.
ATTACHMENTS: 1. Letters of Agreement to Extend Contract from Columbia Analytical
Services, Inc., Advanced Environmental Laboratories, and Environmental
Conservation Laboratories.
REVIEWED BY CITY MANAGER:
AGENDA ITEM # 4C
NOVEMBER 12, 2013
October 8, 2013
Mr. Brian Weigel
Laboratory Director
ALS Group - Columbia Analytical Services, Inc.
RE: Extension of Annual Contract
RFP 10 -08
Dear Mr. Weigel:
As you are aware, the annual contract with the City of Atlantic Beach for environmental laboratory
services expires on November 8, 2013. We would like to extend the contract for two additional years
at the current prices. If this is acceptable, please sign below and email back to me by October 15, so I
can prepare a staff report for the City Commission.
We look forward to recommending that we continue our contract with your company.
Sincerely,
Donna Kaluzniak
Utility Director
ALS GROUP - COLUMBIA ANALYTICAL SERVICES, INC. AGREES TO EXTEND THE
CONTRACT WITH THE CITY OF ATLANTIC BEACH AT THE PRICES SUBMITTED IN
PROPOSAL NO. 10 -08 FOR TWO ADDITIONAL YEARS BEGINNING NOVEMBER 13, 2013.
Brian Weigel, Laboratory Director
Public Utilities Department
/003
Date
1200 Sandpiper Lane
Atlantic Beach, FL 32233
(904) 247 -5834
AGENDA ITEM i1 4C
NOVEMBE R 12, 2013
October 8, 2013
Mr. Paul LeBlanc
Laboratory Manager
Environmental Conservation Laboratories, Inc.
RE: Extension of Annual Contract
RFP 10 -08
Dear Mr. LeBlanc:
As you are aware, the annual contract with the City of Atlantic Beach for environmental laboratory
services expires on November 8, 2013. We would like to extend the contract for two additional years
at the current prices. If this is acceptable, please sign below and email back to me by October 15, so
can prepare a staff report for the City Commission.
We look forward to recommending that we continue our contract with your company.
Sincerely,
)45rp422
Donna Kaluzniak
Utility Director
ENVIRONMENTAL CONSERVATION LABORATORIES, INC. AGREES TO EXTEND THE
CONTRACT WITH THE CITY OF ATLANTIC BEACH AT THE PRICES SUBMITTED IN
PROPOSAL NO. 10 -08 FOR TWO ADDITIONAL YEARS BEGINNING NOVEMBER 13, 2013.
(8trilynecv , lso, rM lames W. Greggory
61 2013.10.08 09 :37:03 - 04'00'
October 8, 2013
lames W. Gregory Senior Vice President Date
Public Utilities Department
1200 Sandpiper Lane
Atlantic Beach, FL 32233
(904) 247 -5834
October 8, 2013
Walter Kronz
General Manager
Advanced Environmental Laboratories, Inc.
RE: Extension of Annual Contract
RFP 10 -08
Dear Mr. Kronz:
AGENDA ITEM # 4C
NOVEMBER 12, 2013
As you are aware, the annual contract with the City of Atlantic Beach for environmental laboratory
services expires on November 8, 2013. We would like to extend the contract for two additional years
at the current prices. If this is acceptable, please sign below and email back to me by October 15, so I
can prepare a staff report for the City Commission.
We look forward to recommending that we continue our contract with your company.
Sincerely,
&)7-1—=^44i(zrv-:Q
Donna Kaluzniak
Utility Director
ADVANCED ENVIRONMENTAL LABORATORIES, INC. AGREES TO EXTEND THE
CONTRACT WITH THE CITY OF ATLANTIC BEACH AT THE CURRENT PRICES FOR TWO
ADDITIONAL YEARS BEGINNING NOVEMBER 13, 2013.
Walter Kronz, General Manager
/Q X0/3
Date
Public Utilities Department 1200 Sandpiper Lane
Atlantic Beach, FL 32233