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Item 4C v
AGENDA ITEM #4C AUGUST 14, 2006 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Extension of Annual Con1 RFP No. 05-6 Laboratory Services SUBMITTED BY: DATE: Donna Kaluzniak, Utility August 7, 2006 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 firms 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) and Columbia Analytical Services (CAS) meet these requirements. The fees charged by the firms have been reasonable ~"" and competitive. City staff has spoken to the laboratories regarding an extension of their current contract for one "~' year at the current rates and they have both agreed. (AEL requested a 4.6% price increase, but staff advised that they would not grant an increase. Advanced agreed to extend the contract at current costs, but noted their costs to perform the analyses have increased significantly.) Staff has been pleased with the overall performance of these contractors, and recommends renewal of the existing contracts for another yeaz. 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 $50,000 under account numbers 400- ~. 5502-533-3400 and 410-5508-535-3400. RECOMMENDATION: Extend the annual contracts for environmental laboratory services for one additional year to Advanced Environmental Services, Inc. and Columbia Analytical Services at the current contract prices, and authorize staff to use Water Laboratories for bacteriological testing. ATTACHMENTS: 1. Letters of Agreement to Extend Contract from Columbia Analytical Services and Advanced Environmental Services. „~, 2. Laboratory Cost Comparison spreadsheet REVIEWED BY CITY MANAGER: ~. 07/25/06 .TUE 10:17 FA1 90,47392011 July 21., 2006 CA5 JAb ~j002 AGENDA ITEM #4C AUGUST 14, 2006 CITY OF ATLANTxC~$;E~LCH DEPARTMENT OF PUBLT~:W.ORK5 1.200 SANbPIPER Lq'NE ATLANTIC BEACH, FLOttT.t3t~>32233~4~.2:$; TELEPN~NE: (9Da;! X47=5834 FAQ: (904j 217-584 SUNCOM.: 85~-3834 www,cvab.u5 Mr. Grog Jordan. FAX: 73~-201 l ~'" Laboratory' Director Columbia Analytical Sen~ices, Lnc. RE. Extensio>u of Annual Contract RFP OS-6 ~"' Dear Mr. Jordan,: As you are aware, the,annual contract with the City of Atlantic Beach far environmantal Laboratory services expires at the end of August, 2006. We would like to extend ttt'e contract for another year at the cuzrcnt prides, if this is acceptable to your company. 'If acceptable, please sib. below anal return to me before July 28, 2006, sa 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 THEN CONTRACT WITH THE CITY OF ATLANTIC REACH A.T THE PRICES ' SUSMTIi''TED IN PROPOSAL Na 05-~ FOR AN ADD)<'TIONAL YEAR BEGINNING SEPTE BER L, ZbU6. el; J~d ., aboratory Director Dat Frorn:ADVANCED ENVIRONMENTAL LABS 904 363 9354 ~. ~I,iVaf}C~~ ~~irc~n~~~~1 l~h~r~i~~s i~~. _ FdX 07/24/2006 09:30 #034 P.001/003 AGENDA ITEM #4C AUGUST 14, 2006 BG01 Southpoint Parkway jaoksonvlll~, FL 32216 904.383.9350 904.363,9354 FAx Yo: Donna Kaluzniak From: Walter Kronz Fau[: 904-247-5843 Pages: 3 including cover ~,,, Phone: 90¢247-5834 Ds~#oc 7/24/2006 Re; Laboratory contract extension CC: ^ Urg~ant X For Review ©Please Comment ^ Please Reply ~"" Ms. Kaluzniak, AEL would very much like to renew the contract with the Clty of Atlantic Beach. I do ask that the Gity consider allowing us the opportunity to increase pricing based upon the Department of Labor's Consumer Price Index (CPI) or Producer Price Index (PPI). The current GPI far the preceding 12 months is 4.3%. The current PPI for the preceding 12 months is 4.9°l0. I've included pages from the Dept. website. The average of the two would be a 4.6% increase. AEL proposes That amount to the City. Please call me and let me know what you think. We don't want to make this a deal killer, but honestly, our costs have been going up dramatically over the past few years - many of our supplies are chemicals and petroleum based products (such as plastic bottles, pipettes, etc.). We think an increase based on the CPI or PPI would be more than fair and we hope the City wilt agree. Thanks, Walter Kronz, General Manager Advanced environmental Laboratories, Inc. ~. "" ALL ATTACHED SHE;:1"S ARE PRESERVED BY THE ORIGINAL RECIPEINTS RIGHTS OF CONFID("TIALITY AND ARE TO Bl= dIRi=CTED TO THE ORIGINAL RECIPIENT ONLY. ~. e~. a v .Z m Z .~ S T t ~ tvoQ'' m c w m ~ v ~~ ~~ ~ ao Ev° ~_ d p ~ 7 z ~O CY.N V VQd'ao AGENDA ITEM #4C AUGUST 14, 2006 ° ° ° ° ° ° ° ° ° o ° o o, o o o o o o o o o . o o p o o o c c o o o o S q '0 0 O N N ~ O O O d ~ ~ ~ j c 9 C O t G C1 ~ 1~ 'v O r ~ °' ~ CO ~ M T M N ~ Cp O C N EA CA 69 fA 69 69 p A c° a a a a a a a a a a a a a a a a a a a a a ~ ~ ~ ~ Q V N N - N - N N N N N N N N N N N O7 N N N N N N N ~ O a c o a g a a a a a a a v -o a a g -o -o a ~a 'o a ° ° ° O ° ° °° ° ° a m ~ en 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o c o o O o o o o o, - O O R O M O N O M C N C N ~ N O ~ ~ ~ p~ +~ ti's N c N C CU C N C N C tU C N C N N N tU N N N N N N N N CU N N N ~ ~ ~ ~ ~ ~ fi? ~ 69 N A 3 . 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