Item 4C AGENDA ITEM # 4C
NOVEMBER 8, 2010
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Professional Services — Annual Contract for Environmental Laboratory Services
RFP No. 10 -08
8/ SUBMITTED BY: Donna Kaluzniak, CEP, Utility Directo
DATE: October 28, 2010
BACKGROUND: This contract is to provide laboratory testing for drinking water, wastewater and
storm water as required by regulatory agencies and permits.
Water and wastewater process control testing and compliance testing that do not require Department of
Health laboratory certification are conducted on -site by City staff.
A request for proposals (RFP) was advertised and seven proposals were received on October 13, 2010.
Staff reviewed the proposals, and ranked the laboratories based on the following criteria:
❑ Past Record of Professional Services
❑ Firm's Professional Qualifications and Staffing
❑ Range of Services
❑ Staff Availability and Capability to Meet Deadlines
❑ Reporting
❑ Financial Responsibility and Insurance
❑ Proximity
❑ Cost
After the review, the top three ranked laboratories were
1. Environmental Conservation Laboratories, Inc.
2. Advanced Environmental Laboratories, Inc.
3. Columbia Analytical Services, Inc.
All three laboratories had excellent past records and qualifications, and all have local full service
capability. As noted on the RFP, up to three simultaneous annual contracts may be awarded for laboratory
analyses for water, wastewater and storm water testing.
BUDGET: Laboratory services are scheduled on an as- needed basis. Funds in the amount of $77,000
are budgeted for laboratory services in the water production and sewer treatment account nos. 400 -5502-
533 -3400, 410 - 5508 -535 -3400 and 470- 0000 -538 -3100.
RECOMMENDATION: Award annual contracts for environmental laboratory services to
ATTACHMENTS: 1. Scoring sheet for RFP No. 10 -08
2. RFP 10 -08 and proposals available at City Clerk's Office.
REVIEWED BY CITY MANAGER:
?L.' 1
EVALUATION OF PROPOSALS FOR ANNUAL CONTRACT FOR ENVIRONMENTAL LABORATORY SERVICES
RFP 10 -08
RFP's REVIEWED AND EVALUATED BY DONNA KALUZNIAK, HARRY McNALLY AND TIM GILBOY
Firm Past Record Firm's Range of Staff Availability and Reporting Financial Proximity Cost SCORE
of Professional Services Capability to Meet Responsibility and
Professional Qualifications Deadlines Insurance
Services and Staffing
Scaled [4] (5] (3] [4] [4] [2] (5] [2]
Value
Quality Program:
Advanced In business 16 31 Positions FDOH - Personnel NELAP, DOH, Financials – Yes 6601 See
Environmental years summarized. Certification and Training DEP, and Southpoint Appendix
Laboratories, Laboratory Scope - Project and Data various Insurance – Yes Parkway G
Inc. Lists partial list of 4 resumes of Accreditation Quality electronic data Jacksonville
57 public entity provided listed. Pages 1- - Policy Statement deliverable , FL 251.98
clients 35 - Code of Ethics types. 32233
and Confidentiality
Lists 5 specific Containers and AEL Quality Manual 18 miles /
clients with project pick -ups. Table of Contents 29 minutes
and contact Monday — Friday,
information Field Services 8:00 am to 5:00 pm
32.00
Formats 15.33 20.00
41.66
34.66 25 00 33.33 50.00
Columbia In business since Lists key FDOH Monday – Friday, FDEP Format Financials – Yes 9143 Provided
Analytical 1988 personnel Certification and 8:OOam to 5:30pm Philips
Services, Inc. Laboratory Scope Electronic Data Insurance – No Hwy.
Lists 3 references 5 resumes of Accreditation Saturday Deliverables at Jacksonville
provided listed. Pages 1- 8:OOam to 12:OOpm no charge FL
29 32256 244.97
Sample Excel
Containers/ 22.53 /
Sample Pickup FL ADaPT 29 minutes
Field Sampling
Laboratory
Analyses
Report
34 66 Preparation 34.66 33.33 14.66 14 00
Research
4166 Assistance
Project Planning 50.00 z >
m
2200 a
w
ril -4
m
sx
N At
O
_ A
O(7
Firm Past Record Firm's Range of Staff Availability and Reporting Financial Proximity Cost SCORE
of Professional Services Capability to Meet Responsibility and
Professional Qualifications Deadlines Insurance
Services and Staffing
Scaled [4] [5] [3] [4] [4] [2] [5] [2]
Value
FDOH Monday- Friday 4810
Environmental Lists 8 references 6 resumes Certification 7:30am - 6:O0pm FDEP via Financials - Bank Executive Provided
Conservation ADaPT report References Letter Park Ct.
Laboratories, Statement of Saturday format Jacksonville
Inc. Qualifications 9:OOam - 12:OOpm Insurance - Yes FL 253.99
ENCO LIMS 32216
QA Manual Sunday
as requested 17.32 miles
36.00 43.33 Lists equipment 36.00 18.66 / 16.00
23.00 36.00 25 minutes
_ 45.00
Monday - Friday
Pace Lists 4 references Established 1995 FDOH 8:00 am to 5:00 pm Laboratory Financials - Yes Ormond See
Analytical Certification and Information Beach Lab section 8
Lists Key Laboratory Scope Saturdays Management Insurance - Yes will
Personnel of Accreditation 10:00 am to 2:00 pm System (LIMS) provided 243.98
6 resumes listed. Pages 1- courier
32 Weekends and holidays Meets NELAP service
Organizational 34.66 regulatory
chart QA Assurance requirements
29.33 Manual 40.00 20.00 18.00
43.33 Lists major
equipment 31.66
27.00
Test America Lists 4 references Lists Key Deliver containers Monday- Friday ADaPT Financials - Yes 8933 See
Personnel from and pick up 8:00 am to 7:00 pm reported format Western section H
Tampa, FL samples at no required by Insurance - Yes Way
charge. Special hours upon FDEP. Suite 1 192.64
request. Equis, Excel, Jacksonville
Sampling of river etc. , FL 32256
and drinking water
17.47 miles
25.33 No flow 26.66 14.66 26 minutes 18.00
30.00 monitoring 26.66
18.00 33.33
Water Lists 4 references FDOH NR Financials - No 6929 Beach See
Laboratories, NR Certification NR Blvd., section.
Inc. and Laboratory Insurance -- No Jacksonville
Scope of , FL 32216
Accreditation 80.33
listed. Pages 1- 13.47 miles
26 /
20.00 13.00 21 minutes
0.00 0.00 0.00 33.33 14.00
010Z `8 211IYAIHAON
DV # 1/1H.LI VC1N3DV
Firm Past Record Firm's Range of Staff Availability and Reporting Financial Proximity Cost SCORE
of Professional Services Capability to Meet Responsibility and
Professional Qualifications Deadlines Insurance
Services and Staffing
Scaled [4] [5] (3] [4] [4] [2] [5] [2]
Value
FDOH
Xenco Lists 5 references Established 1989 Certification Monday — Friday ADaPT Financials — Yes 1909 See
Laboratories 4 resumes and Laboratory 7:30 am to 6:00 pm reporting Southampto section.
Scope of for FL Insurance — Yes n Road
Accreditation Saturdays requirements Jacksonville
listed. Pages 1- 8:00 am to 1:00 pm , FL 32207 204.64
32 SJRWMD
Provide sample daily 24 hour availability SFWMD 16.08 miles
containers, provided SWFWMD /
preservatives and 28 minutes
coolers at no cost.
26 66 33 33 Lists major 34.66 15.33 20 00
equipment. 20.00
Mobile lab 30 66
available for on-
site analysis.
24 00
OC
<m
m
Z
d
al a
z�
m
o
S A
Ct