SUBJECT/RECOMMENDATION:
Title
Approve an increase to contract 901566 to Hach Company of Loveland, CO for the purchase of testing equipment, laboratory instruments, chemicals, parts, and related supplies in the amount of $250,000.00, bringing the total amount to $300,000.00 for the term June 14, 2022 through June 13, 2023 with two, one-year renewal options in the annual not to exceed amount of $300,000.00, pursuant to Clearwater Code of Ordinances Section 2.563(1)(d), Non-competitive purchases (Impractical), and Section 2.561(5), Small Purchases, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
In June of 2020, Council approved piggybacking off Lee County’s contract with Hach Company #B170418GWT allowing the City to benefit from the pre-negotiated prices and discounts for various items including testing equipment, laboratory instruments, chemicals, parts, and related services. Lee County and other local entities have since moved to sole source for their agreements with the Hach Company.
Hach Company provides Public Utilities with testing equipment, laboratory instruments, chemicals, parts, supplies, and related services required for routine water and wastewater testing and analyses. Hach Company is the sole authorized manufacturer and direct distributor for their equipment and does not recognize or authorize any other service organization to repair or recalibrate their analyzers. To comply with public water testing regulations and to ensure quality water for our citizens, consistency, accuracy, and uniformity in water analyses are required.
For the reasons stated above, Public Utilities has standardized their equipment and materials to Hach products. Doing so has allowed the city to consistently meet regulatory requirements and process control testing needs. This contract will cover testing equipment, laboratory instruments, chemicals, parts, and related services so that the City can perform to these standards. Additionally, this contract will allow the City to maintain current warranties on all Hach products as Hach’s factory-trained service personnel are the only personnel authorized to perform any repair, start-up of service or maintenance on Hach equipment without voiding an instrument's warranty. Furthermore, it would be impractical for the city to change out all of the Hach equipment throughout all Public Utilities’ facilities and then provide training for the new equipment.
While most of the items needed will be procured in accordance with Clearwater Code of Ordinances Section 2.563(1)(d) Non-competitive purchases (Impractical), for those that do not fall under this category, authorization is requested to procure those items through competitive quotes pursuant to Section 2.561(5) Small Purchases, purchases under $50,000.00. This will be monitored for compliance by the Procurement Division.
APPROPRIATION CODE AND AMOUNT:
Budgeted funds are available in Public Utilities operating cost centers to cover the cost of the contract for the current year. Funding will be requested within contract calendar and spending limits.