Item 4BAGENDA ITEM # 4B
J1JNE 9, 2008
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Extension of Annual Contracts for Environmental Laboratory Services
RFP No. OS-6
SUBMITTED BY: Donna Kaluzniak, Utility Direct
DATE: May 30, 2008
BACKGROUND: In August 2005, the City Commission awazded annual contracts for
Environmental Laboratory Services to Advanced Environmental Services, Inc. and Columbia
Analytical Services. These were the two top-ranked f rms responding to RFP 05-6. The
Commission also authorized the use of Water Laboratories for bacteriological testing due to their
excellent service with that particular ,analysis.
This work requires specialized skill, experience, equipment, and certification through the
Department of Health. Advanced Environmental Laboratories (AEL), Columbia Analytical
Services (CAS) and Water Laboratories meet these requirements. The fees chazged by the firms
have been reasonable and competitive.
Our specifications allowed for two one-yeaz extensions of the contracts, which have already been
granted. The current laboratories have offered to honor their current pricing if we extend the
contract another year.
Staff is fairly certain that re-issuing a Request for Proposal and awarding new contracts would
result in a price increase. Staff has been pleased with the overall performance of these
contractors, and 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 $60,000 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 Advanced Environmental Services, Inc. and Columbia Analytical Services
at the current contract prices, and authorize staff to use Water Laboratories for bacteriological
testing.
ATTACHMENTS: 1. Letters of Agreement to Extend Contract from Columbia Analytical
Services and Advanced Environmental Services.
REVIEWED BY CITY MANAGER:
AGENDA ITEM # 4B
JUNE 9, 2008
CITY UI%ATLANTIC BI'sACH
DEPAR'rME,'~fT C)P PUBLlC Vd(?RKS
1200 SAN17PlY'Ef{ LANE;
ATLANTIC ECF_Af'FI, PLgRIDA 32233-4318
TELEPltC)NF: (404) 247-5834
FAX (904) 247-5843
SI.iNCC)M: 852-5834
www.u>al~.us
May 2I, ~aOx ~~x; ~~~~-~~~-93s~
Walter Kronz
(.ien~-rat Manager
~lclvanc~t pnvin~lnrnentul f;aboratoriesr lnc.
RF..: Extension c:,fAnnual (contract
RFP f?5-6
Dear ivtr. Krone:
fls you arc aware, the annual contract with the City of Atlantic !leach for environnrcnta.l
#atrirratc~ry s~;rviccs e.xpires ~~t the end cif /~u~ust, ~Of,}R. We w(yutd like to extend. the
contract for another year at the eurrcnt prices. if this is acceptable, please sign belr,w
and return t~ me by mail ~r fax before May 30, sa l can prepare a staff report for the City
t:omn~ission.
We look forward to recommending that we continue our contract with your company,
Sincerely,
~-- c__
I?onna Kalu~iiak
~t_itility i~?irector
AUVANC'E D ENVIRt)NIViENTAL LABORATt)RIES, INC. AtRF,ES Td
EXTENp THE Ctl-~'I'RACT WI7CII THF, CITY dF ATLANTIC BEACH AT THE
CURRENT PRIC.E3Ir'dR AN AO~I'I'IONAL YEAR BEGINNING 911108.
- _-._ ~2- a ~`
Walter Kr~r., Ci<encral _._er -~ l)a ___.._ _._.____
Donna Kaluzniak 904-242-3479 AGENDA ITEM#!4B
JUNE 9, 2008
CITY OF ATLANTIC BEACH
DEPARTMENT OF PUBLIC WORKS
1200 SANDPIPER LANE
ATLANTIC BEACH, FLORIDA 32233-4318
TELEPHONE: (904) 247-5834
FAX: (904) 247.3843
SUNCOM: 832-5834
www.coab.us
May 21, 20os
Mr. Tom Kissinger FAX: 739-2011
Project Manager
Columbia Analytical Services, Inc.
RE: Extension of Annual Cotih~act
RFP OS-6
Dear Mr. Kissinger:
As you are aware, the annual contract with the City of Atlantic Beach for environmental
laboratory services expires at the end of August, 2008. We would like to extend the
contract for another year at the current prices, if this is acceptable to your company. If
acceptable, please sign below and return to me before May 30, 2008 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
COLUMBIA ANALYTICAL SERVICES, INC. AGREES TO EXTEND THE
CONTRACT WITH THE CITY OF ATLANTIC BEACH AT THE PRICES
SUBMITTED IN PROPOSAL NO.OS-6 FOR AN ADDITIONAL YEAR
BEGINNING SEPTEMBER 1,1A08.
Tom Kissinger, Project Mara Date