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Exh 8H:AGENDA ITEM #8H JULY 8, 2002 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Professional Services -Annual Contract for Environmental Laboratory Services RFP No. 0102-7 SUBMITTED BY: Donna Kaluzniak, CEP, Utility Duector Robert S. Kosoy, P.E., Public Works Duector~ DATE: July 1, 2002 BACKGROUND: The City presently has acertified on-site laboratory located at Wastewater Treatment Plant #1 for conducting weekly compliance testing for several parameters. The Department of Health (DOH) is now requiring laboratories to meet more stringent National Environmental Laboratory Accreditation Program (NELAP) quality assurance and quality control (QA/QC) standards in order to maintain certification. Due to the additional costs of obtaining and maintaining NELAP certification, on May 13, 2002, the City Commission authorized staff to voluntarily relinquish certification of the on-site laboratory and contract out the weekly wastewater analyses currently conducted in-house. Water and wastewater process control testing, as well as compliance testing not requiring DOH laboratory certification, such as pH, chlorine residual, and dissolved oxygen, will continue to be conducted on-site. A request for proposals (RFP) was advertised on May 26, 2002. This RFP included not only the weekly wastewater testing, but all of the additional wastewater, drinking water and stormwater analyses required by regulatory agencies. Four proposals were received on June 26, 2002. Staff reviewed the proposals, and ranked the laboratories in the following manner: Laborato Score R Advanced Environmental Laboratories, Inc. 239.7 1 Columbia Anal ical Services, Inc. 237.5 2 Water Laboratories 225.5 3 Advanced Technolo 'es and Testin Laboratories, Inc. 204.6 4 As noted on the RFP, up to two simultaneous. annual contracts may be awarded for laboratory analyses for water, wastewater and stormwater testing. The top two ranked firms were Advanced Environmental Laboratories, Inc., and Columbia Analytical Services. BUDGET: Laboratory services are scheduled on an as-needed basis. Funds in the amount of $70,000 are budgeted for laboratory services in the water production, sewer treatment, and stormwater account nas. 400- .. 5502-533-3400,410-5508-535-3400, and 470-0000-538-3400. RECOMMENDATION: Award annual contracts for environmental laboratory services to Advanced Environmental Laboratories, Inc. and Columbia Analytical Services, Inc. at the unit prices provided in the proposals submitted in response to RFP 0102-7. 1 AGENDA ITEM #8H JULY 8, 2002 ATTACHMENTS: 1. Copy of RFP 0102) 2. Scoring sheet for RFP Na.0102-7 3. Cost Comparison Analysis RFP 0102-7 REVIEWED BY CITY MAMA ERz 2 AGENDA ITEM #8H JULY 8, 2002 City of AtlanticBeaeh May 20, 2002 CITY OF ATLANTIC BEACH REQUEST FOR PROPOSAL- RFP NO.0102-7 PROFESSIONAL SERVICES ANNUAL CONTRACT FOR ENVH2ONMENTAL LABORATORY SERVICES The City of Atlantic Beach is seeking letters of interest and submittal of qualifications from contract laboratories interested in providing professional environmental laboratory services, which may include field sampling, flow monitoring, measurement of water levels, laboratory analyses and report preparation for drinking water, wastewater and stormwater matrices. The goal of this RFP is to award up to two simultaneous continuing contracts to two separate contract laboratories to provide these professional services. These will be nonexclusive, continuing contracts for a period of one year, renewable for two additional one-yeaz terms at the discretion of the City, subject. to mutual agreement. Proaosals must be submitted in triplicate by 4:30 p.m.. Wednesday, June 26, 2002 and addressed to: Ivls. Donna I{aluzniak, CEP, Utility Director 1200 Sandpiper Lane Atlantic Beach, FL 32233 904-247-5834 All questions concerning the submittal of proposals must be addressed to Donna Kaluzniak, CEP, Utility Director at the phone number above, or through a-mail dkaluzniak(c~,ci.atlantic-beach.fl.us. No questions may be directed to any other party. 1. INFORMATION: A. Owner: City of Atlantic Beach B. Managers: Department of Public Works Department of Public Utilities 2. .PROJECT SCOPE: The objective of this RFP is to award up to two simultaneous continuing contracts, to two sepazate contract laboratories, to provide professional environmental laboratory services, which may include field sampling, flow monitoring, measurement of water IeveLs, laboratory analyses and report preparation and correspondence with regulatory agencies for drinking water, wastewater and stormwater matrices.. Typical analyses may include: A. Drinking water analyses for comp}iance with Department of Environmental 1 AGENDA ITEM #SH .JULY 8, 2002 City of Atlantic Beach May 20, 2002 Protection (DEP) permits and Safe Drinking Water Act (SDWA) requirements. B. Wastewater analyses for compliance with the DEP permits and the Clean Water Act {CWA). C. Sludge analyses for compliance with DEP and landfill requirements. D. Stonnwater analyses for compliance with DEP and National Pollutant Discharge Elimination System (NPDES) regulaiions. A partial list of analyses is attached. Note that regulatory requirements for testing may vary from yeaz to year. 3. TERM• A. The contract(s) shall be in e$'ect for a period of one (1) calendar year. The services .outlined will commence immediately after awazd of comract(s) and extend for twelve (12) months from the date of awazd. B. The City reserves the right to extend the contract{s) for up to two additional one-year terms, subject to the mutual agreement between the City and the contract laboratories. 4. NONEXCLUSIVE:. Notwithstanding the continuing contract(s) resulting from this ItFP, the City reserves the right to follow its normal purchasing procedures at any time to procure the services identified herein from other laboratories. 3. MINIMUM REQUIREMENTS OF CONTRACT LABORATORY A. The laboratory shall be certified by the State of Florida, Department of Heahh (DOH), for all analyses as noted on the attached list, utilizing the test methods required by DEP, EPA, or other regulatory agencies, as noted in the DEF permits for water, wastewater and stonnwater. B. The laboratory shaIl meet all currem National Environmental Laboratory Accreditation Program (IVELAP) requirements. C. The laboratory shall have a Quality AssurancelQuality Control Plan and Program as approved by DEP and the DOH. 2 AGENDA ITEM #8H JULY 8, 2002 City ©fAtian&c Beach May 20, 2002 6. SCHEDULES: A. The proposed schedule for contract award is as follows: Activit Date Advertise Re uests for Pro owls and Pricin Information Ma 26, 2002 Receive Pro owls from contract laboratories Tune 26, 2002 A royal of contract laborato b Ci Commission Jul 8, 2002 B. Time: Sample analyses and reporting shall be completed in a timely manner, so as to allow City staffto meet all regulatory reporting or other requirements. Turnaround time for individual analyses will be arranged prior to conducting the tests. Laboratory shall be able to provide data rapidly if necessary, via fax, telephone, a-mail or other electronic reporting methods. 7. CITY REPRESENTATIVES: A. Designated Representatives - Utility Director Public Works Director B. Project Manager - As designated for individual projects C. Technical Contacts - Public Works or'Public Utilities Division Director(s) 8. CITY DOCUMENTS: During preparation of a response to this RFP, the following material is available in various offices of the City for review by prospective contractor. The contractor(s) accept the responsibility for the accuracy of any information. furnished and ultimately incorporated into their response. A. DEP Wastewater Permits B. Consumptive Use Permit C. NPDES Stormwater Permit D. Stormwater Monitoring Program E. Timeline for Compliance Sampling and Testing 9. FEE SUBMITTAL(S): Interested contract laboratories aze required to submit a quotation of proposed rates, fees, or chazges and other detailed cost proposals or cost breakdowns. These rates shall remain stable during the term of the contract. AGENDA ITEM #8H JULY 8, 2002 City of Atlantic Beach May 20, 2002 10. CONTRACT LABORATORY'S WRITTEN PROPOSAL AND SELECTION PROCESS A. SELECTION PROCESS: Laboratory selection shall be in accordance with this request for proposal. The evaluation process shall determine qualifications, interest, and availability. City staff will Srst review. all written responses. This review will result in a ranked list of fully qualified respondents. If deemed necessary, informad interviews or laboratory site .visits may be conducted of selected respondents determined to be best qualified based upon the evaluation of the written responses. The determinations shall be based. upon the criteria below. The City reserves the right to reject any and all proposals, waive informalities and technicalities, and make awards to the firm(s) whose proposal(s) best serves the interest of the City. Also, the City reserves the right to make such investigation as it deems necessary to determine the ability of any proposer to perform the services requested. B. 11+IETHOD OF RANKING: During the review of written responses, each criterion below will be ranked on a scale of zero (0) through ten (10). In addition,. each criterion has been assigned a scaled value that weights the criterion's significance to the continuing contract. The scaled value is scaled one (1) through five (5) and will be multiplied by the ranking of each criterion to quantify that criterion. The scaled value is denoted in brackets [ ]following each criterion's title. The sum of the scores derived from this multiplication process will be used to select the consultant(s). C. WRPTTEN PROPOSAL /QUALIFICATIONS PACKAGE REtjUIREbIENT: Respondents must provide a written proposal, encompassing items 1) through 8) below. Proposers must adhere to the following requirements. Failure to do so may result in rejection of proposal as non-responsive. - Be concise and to the point. - Provide adequate information on each criterion below. - Provide the ranking criteria information below in the order shown. 4 AGENDA ITEM #8H NLY 8, 2002 City of Atlantic Beach May 20, 2002 D. RANKING CRITERIA: ' 1) Past record of professional services [4}: Note number of years laboratory has been in business. Include a list of clients to whom similar environmental laboratory services aze provided, including number and type of analyses performed annually, length of time services were performed, type of services performed (field sampling, flow monitoring, laboratory analyses, etc). Provide a reference list of public sector entities within the state of Florida for which similar services have been provided. Include refernees' contact person, FAX number and telephone number, and services and analyses typically performed. 2) Firm's Professional Qualifications and Staffing [4]: List laboratory staff members and sub-comracted firms, including detailed resumes. Give brief bullets on education, training and experience for laboratory personnel. Include copies of arty licenses or certifications held by staff members. In the event a staff member leaves the employ of the contract laboratory darting the contract period, qualifications of replacement personnel shall be provided to the City. Provide copies of DOH laboratory certification, with a list of approved analyses, methods and ..matrices. Provide evidence that laboratory meets current NELAP requirements. Descn'be major components of the QA/QC plan and program.. Provide a copy ofthe current occupational license. 3) Range of Services [3] Provide information on whether sample containers can be delivered, and whether sample pick-up from the City is available. Describe the full range of services provided, including field sampling and flow monitoring, laboratory analyses, report prepazation, reseazch assistance, coordination with City or regulatory staff, project planning. Include a list of flow monitoring, rainfall measurement, and sampling methods and equipment available. 4) Staff Availability and Capability to Meet Deadlines [5]: Current and projected workload for the laboratory staffthat indicates the availability of staffto complete assigned analyses or projects in a timely manner. Timeliness of completion of current or past projects for the City of Atlantic Beach will be included in this criterion, if applicable. Provide hours of operation, hours for acceptance of sample .delivery.. 5) Reporting (4]: Describe reporting procedures, noting any special capabilities or services provided, such as direct reporting of results to the DOH or DEP, online reporting (note software and format used), ability to use EPA's online reporting 5 AGENDA ITEM #8H JULY 8, 2002 City of Atlantic Beach May 20, 2002 system for new federal contaminant monitoring, etc. 6) Financial Responsibility and Insurance [2]: Provide information on the form of business of the prime contract laboratory, i.e., proprietorship, partnership, corporation; years in business; changes in ownership; bank reference; and any other information the. applicant may wish to supply to verify financial responsibility. of insurance. 7) Proximity [SJ: Location of the laboratory's home office (corporate headquarters) and location where analyses will be conducted and samples delivered. Routine and responsive interaction will be important in servicing the City's needs in performing this continuing contract. 8) Cost [2J: Quote rates, fees, or charges for analyses, based on the list provided. Include costs for field work, sampling, sample pickup or sample container drop-o$ as applicable.. The cost of report preparation and coordination with City staff should be included in costs for analyses. Provide any other information available to show pricing methods. or costs for work. E. PROPOSAL IS NOT A BID: This request for proposals !qualifications is ttot to be considered a BID. The City of Atlantic Beach will evaluate proposals based on the criteria set forth in this RFP. Fee proposals aze requested as part of the RFP package. However, the City reserves the right, at its sole discretion, to exclude the fee proposals from the evaluation process. The evaluation process will consider all other requested criteria to determine which firm(s) aze the most highly qualified to perform the required services. 11. INDEMNIFICATION REQUIREMENT: The City shall require the following or similar indemnificationpazagraphs to be made part of the contract(s) as entered into with the successfiil proposer(s). The City shall be held harmless against all claims for boddy injury, sickness, disease, death or personal injury or damage to property or loss of use resulting therefrom arising out of performance of the agreement or contract, unless such claims are a result of the City's own negligence. The City shall also be held harmless against all claims for financial loss with respect to the provision of or failure to provide professional or other services resulting in professional, malpractice, or errors or omissions liability arising out of performance of 6 AGENDA ITEM #8H JULY 8; 2002_,_,: City of Atlantic Beach May 20, 2002. the agreement or contract, unless such claims aze a result of the City's own negligence. 12. ANTI-COLLUSION REQUIREMENT: Under no circumstances shall any prospective proposer, or any person or persons acting for or on behalf of any said prospective proposer, seek to influence or gain the support of any member of the City Commission or the City. Staff favorable to the interest of any prospective proposer or seek to influence or gain the support of any member of the City Commission or City Staff against the interest of any prospective proposer. Any such activities. shall result in the exclusion of the prospective proposer from consideration by the City. 13. PUBLIC ENTITY CRIMES REQUIREMENT:. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit: a bid or a proposal on a contract with a public. entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, and may not transact business with any public errtity in excess of the threshold amount provided in SECTION 287.017, for CATEGORY TWO for a period of 36 mornhs from the date of being placed. on the convicted vendor list. 7 AGENDA ITEM #8H JULY 8, 2002 City of Atlantic Beach May 20,.2002 LIST OF ENVIRONMENTAL ANALYSES Notes• 1. Analyses in addition to those Listed below may be needed, dependent upon future regulatory requirements. Analyses may vary from year to year based on compliance sampling schedules. 2. Field testing, sample collection and preservation, laboratory testing, including quality control procedures, and all record keeping shall comply with Florida Administrative Code (FAC) Chapter 62-160. 3. Analyses conducted on wastewater must utilize the list of DEP established methods, method detection limits (MDLs) and practical quantification limits (PQLs), "Florida DEP Table as Required by Rule 62-4.246(41 Testing Methods for Discharges to Surface Water." The MDLs and PQLs described in this list shall constitute minimum acceptable MDL4'QL values. 4. Whole Effiuent Toxicity test species, procedures and quality assurance criteria shall be in accordance with Methods for Measuring Acute Toxicity of Effluents to Freshwater and Marine Organisms EPA/600/4-90/027F or the most cuttent edition, and as described in the appropriate DEP permits. 5. Drinking water analyses and methods shall wmply with FAC 62-550.550. Reporting of results shall be in accordance with FAC 62-550.730 (2) and FAC 62-550.730 (6). Drinking water analyses will be as listed in Tables 1 through 6 in FAC 62-550. 6. Methods of analyses for stormwater shall be as per FAC Chapter 62-160. A DEP approved QAPP will be required for the stormwater monitoring program. 7. TCLP analysis for dewatered sludge shall be as per CFR 40 Part 258, utilizing SW-846. Matria/Analysis Method MDL PQL Estimated ' Frequency Estimated Annual No. of Anal ses Wastewater CBOD 5 da 405.1 0.2 m 1.0 m Weekl 208 .Total Sus ended Solids 160.2 4.0 m 4.0 m Weekl 208 Fecal Colifonn 600/8-78- 017 1 no/100 mL 2 mg/L. Weekly 104 Total Recoverable Co of 220.2 L0 u /L - 5:0 u Monthl 16 Total Recoverable Mercury 245.2 or 245.1 0.2 ug/L 0.5 ug/L Quarterly 4 Total Recoverable Nickel 249.2 1.0 u 5.0 u uarterl 4 Total Ammonia, as N Per Note 3 Per Note 3 Per Note 3 uarterl 8 Total Organic Nitrogen, as N Per Note 3 Per Note 3 Per Note 3 .Quarterly 8 Total Kjeldahl Nitrogen, as N Per Note 3 Per Note 3 Per Note 3 Quarterly 8 Nitrate plus Nitrite as N Per Note 3 Per Note 3 Per Note 3 Quarterly.. 8 Total Nitto en, as N Per Note 3 Per Note 3 Per Note 3 uarterl 8 Total Phos horns, as P Per Note 3 Per Note 3 .Per Note 3 uarterl 8 Ortho hos horns, as P Per Note 3 Per Note 3 Per Note 3 uarterl 8 Whole EffiuentToxicity Per Note 4 Per Note 4 Per Note 4 Twice/yr. 4 8 City of Atlantic Beach May 20, 2002 AGENDA ITEM #8H .JULY 8, 2002 Matria/Analysis Method MDL PQL Estimated Estimated Frequency Annual No. of Ana ses Treated Sledge -Tonicity SW-846 Characteristic Leaching Procedure CLP Arsenio . 6010. Per Note 7 Per Note 7 Annual 1 Bazium 6010 Per Note 7 Per Note 7 Annual 1 Cadmium 6010 Per Note 7 Per Note 7 Annual 1 Chromium 6010 Per Note 7 Per Note 7 Annual 1 Lead 6010 Per Note 7 Per Note 7 Annual 1 Mercury 6010 Per Note 7 Per Note 7 Annual 1 Selenium 6010 Per Note 7 Per Note 9 Annual 1 Silver 6010 Per Note 7 Per Note 7 Annual 1 Laborato D.I. Water AMMONIA, CADMRIM, Per Note 3 Per Note 3 Per Note 3 Annual 1 CHItOMRiM, COPPER, LEAD, NICKEL, PH (LAB), SPECIFIC CONDUCTANCE,TKN, TOC; ZINC, HIiTEROTROPHIC PLATE COUNT, AND WATER SUITABII,ITY B/A and C/A Drinkin Water Inorganic Compounds 62- Per Note S Per Note S Per Note 5 Every 3 yeazs 1 every 3 SSO Table I, including years. nitrate & nitrite Total Trihalomethanes Per Note S Per Note S Per Note S uarterl 80 Haloacetic Acids (Five) Per Note S Per Note S Per Note S Quarterly, 16 (HAAS) beginning 2004 Volatile Organic Per Note S Per Note 5 Per Note S . Quarterly, 16, every 3 Compounds every 3 years yeazs 62-SSO Table 4 Synthetic Organic Per Note S Per Note S Per Note S Quarterly, 16, every 3 Compounds every 3 yeazs years 62-SSO Table S 9 AGENDA ITEM #8H JULY 8, 2002 City of Atlantic Beach. May 20, 2002 MatrrslAnalysis Method MDL PQL Estimated, Frequency Estimated Annual No. of Anal. ses Secondary Drinking Water Standards 62-550 Table 6 Per Note 5 Per Note 5 Per Note 5 Every 3 years 4 Total Coliform Per Note 5 Per Note S Per Note 5 Monthly 30 Radionuclides Per Note 5 Per Note 5 Per Note 5 Every 3 years 16, every 3 ears Lead and Copper Per Note 5 Per Note 5 Per Note 5 Every 3 years 100, every 3 ears Stormwater Cadmium Per Note 6 Per Note 6 Per Note 6 uarterl 24 Lead Per Note 6 Per Note 6 Per Note 6 uarterl 24 TKN Per Note 6 Per Note 6 Per Note 6 uartetl 24 Ammonia Per Note 6 Per Note 6 Per Note 6 uarterl 29 Total Chromium Per Note 6 Per Note 6 Per Note 6 uarterl 24 Zinc Per Note 6 Per Note 6 Per Note 6 uarterl 24 Iron Per Note 6 Per Note 6 Per Note 6 uarterl 24 Total hos horns Per Note 6 Per Note 6 Per Note 6 erl 29 Co er Per Note 6 Per Note 6 Per Note 6 uarterl 24 Biochemical Oxygen Demand Per Note 6 Per Note 6 Per Note 6 Quarterly 24 Total Sus ended Solids Per Note 6 Per Note 6 Per Note 6 uarterl 24 Ortho hos horns Per Note 6 Per Note 6 Per Note 6 uarterl 24 Nitrate/Nitrite Per Note 6 Per Note 6 Per Note 6 uarterl 24 Total Nitro en Per Note 6 Per Note 6 Per Note 6 uarterl 24 Salmi Per Note 6 Per Note 6 Per Note 6 uarterl 4 Total Hardness Per Note 6 Per Note 6 Per Note 6 Annuall 5 Oil & Grease Per Note 6 Per Note 6 Per Note 6 Annuall 5 Total Phenols Per Note 6 Per Note 6 Per Note 6 Annuall 5 Methylene Blue Active Substances Per Note 6 Pet Note 6 Per Note 6 Annually i 10 .AGENDA ITEM #8H JULY 8, 2002 N O a W CC W V.I N7N rl W C ~ Q mx V ~] O z~N d N rl d `4 GJ wz„~ Q O h¢ U ~ z C w a U z F Q a W ^ b M N O O F (% Q N ! 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