SUBJECT/RECOMMENDATION:
Title
Authorize purchase orders to Advanced Environmental Laboratories, Inc. of Tampa, FL and Pace Analytical Services, LLC of Ormond Beach, FL in a cumulative annual not-to-exceed amount of $700,000.00 with the option for three, one-year renewals pursuant to ITB 52-23, Laboratory Services, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Invitation to Bid (ITB) #52-23, Laboratory Services, was issued on August 1, 2023. Three submissions were received on August 31, 2023, and considered responsive to the requirements set forth in the solicitation. Advanced Environmental Laboratories, Inc. and Pace Analytical Services, LLC represent the lowest, responsible bidders for Laboratory Services. Recommended awards for these services are as follows:
Company: Advanced Environmental Laboratories, Inc.
Award: Group 1 - Water Reclamation Facilities $304,610.00
Group 3 - Industrial Pretreatment $ 58,310.00
Group 4 - Courier and Sample $ 20,675.00
Group 5 - Allowance $ 60,000.00
Total $443,595.00
Company: Pace Analytical Services, LLC
Award: Group 2 - Drinking Water $129,565.57
Group 4 - Applicable Courier and Sample $ 25,250.00
Group 5 - Allowance $ 60,000.00
Total $214,815.57
The bid tab indicates that Eurofins Environmental Testing Southeast, LLC had the lowest analysis cost for Groups 1 and 3; however, when factoring in the higher cost of the required Group 4 Courier and Sample provided by Eurofins ($88,020) for these groups, Advanced Environmental Laboratories represented the lowest complete cost for these services.
The Group 4 - Courier and Sample applicable to the Group 2 amount is the sum of Pace’s cost to pick up samples within the City of Clearwater and deliver them to the contracted lab for analysis during normal business hours, weekends, after hours and holidays. All Group 2 samples are collected by the City.
Pinellas County Utilities Laboratory will continue to be used as a backup to the contracted laboratories in the event of unforeseen circumstances, or for select samples as noted in the bid pricing sheet. The estimated annual cost for this is $50,000.00. As an entity of municipal government, Pinellas County Utilities is exempt from bidding and this amount is not included in the award.
Laboratory services are used by the Public Utilities Department to provide analysis services for water treatment, wastewater treatment, water distribution, wastewater collection systems and the Industrial Pretreatment Program.
The Public Utilities Department requests the flexibility to use either vendor as a secondary provider and requests an annual cumulative not-to-exceed amount of $700,000.00 between these contractors to provide laboratory services as needed.
The initial contract period will be November 3, 2023, through November 2, 2024, with the option for three, one-year renewal terms.
APPROPRIATION CODE AND AMOUNT:
Budgeted funds for (FY) 2024 are available in Public Utilities’ cost centers, cost code 530300 Other Contractual Services.
Funding for future fiscal years will be requested within contract calendar and spending limits.
STRATEGIC PRIORITY:
In furtherance of the Council’s Strategic Plan to achieve High Performing Government by maintaining environmental resources through systematic management efforts, Invitation to Bid (ITB) #52-23, Laboratory Services was issued on August 1, 2023.
