Department
Public Works
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew an existing contract - Department of Public Works, 22ITBC079A-KM, Colilert Reagent 24 and Colilert 18 Reagent Supplies, in an amount not to exceed $90,669.40 with IDEXX Distribution Inc. (Westbrook, ME), chemicals for drinking water analysis for use with existing County-owned lab equipment. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2024, through December 31, 2024. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date, 60 days if the contract term is six (6) months or less.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
Commission Districts Affected
All Districts ☐
District 1 ☒
District 2 ☒
District 3 ☒
District 4 ☐
District 5 ☒
District 6 ☒
Is this a purchasing item?
Yes
Summary & Background: The Department of Public Works recommends approval to renew the contract with IDEXX Distribution, Inc. to provide chemicals for drinking water analysis using existing County-owned lab equipment.
Scope of Work: To maintain healthy and safe environments relating to the provision of clean drinking water and healthy rivers and streams, the County is required to collect and analyze water samples monthly for total coliforms and E. coli. Colilert-24 and Colilert-18 reagents are the EPA-approved product for Standard Method 9223, which is the process used to detect total coliforms and E. coli. Colilert-24 reagent detects total coliforms and E. coli in water/wastewater samples within 24 hours. The Colilert-18 reagent detects total coliforms and E. coli in water/wastewater samples within 18 hours. The County is required, under its drinking water permit, to collect and analyze samples each month for total coliforms and E. coli. In addition, this method is used to analyze fecal coliform samples, which is a requirement under the County’s National Pollutant Discharge Elimination System (NPDES) permit. For example, these chemicals were vital in conducting the analysis of the effluent from Big Creek during the biological upset event that occurred in July 2023.
Community Impact: Failure to provide Colilert Reagent 24, and Colilert 18 Reagent Supplies to perform analyses of treatment plant effluents for fecal coliforms would subject the County to fines and penalties levied by Georgia’s Environmental Protection Division or the U.S Environmental Protection Agency.
Department Recommendation: The Department of Public Works requests approval to renew the contract with IDEXX Distribution Inc., to provide chemicals for drinking water and wastewater sample analyses with existing County-owned lab equipment. The requested spending authority in the amount of $90,669.40 of which $51,427.02 is added in the total requested authority to cover the cost due to the additional testing required by the Georgia Environmental Protection Division (EPD).
Project Implications: Failure to approve would result in an inability to conduct regulatory-mandated testing, resulting in noncompliance with the County’s EPD permits.
Community Issues/Concerns: There are no known concerns from the community concerning this testing system. Fulton County has used the system to respond to concerns about water quality from customers. At no time have the analyses proved to be outside the parameters for good water quality.
Department Issues/Concerns: There are no additional department recommendations or concerns on this matter.
Contract Modification:
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
102-369 |
1/11/2023 |
$39,242.38 |
|
90 Day Extension |
102-364 |
1/1/2024 |
$22,500.00 |
|
1st Renewal |
|
|
$90,669.40 |
|
Total Revised Amount |
|
|
$152,411.78 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $90.669.40
Prime Vendor: IDEXX Distribution Inc.
Prime Status: Non-Minority
Location: Westbrook, ME
County: Cumberland County
Prime Value: $90.669.40 or 100.00%
Total Contract Value: $90.669.40 or 100.00%
Total Certified Value: $0.00 or 0.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Contract Renewal Agreement
Exhibit 2: Contract Renewal Evaluation Form
Exhibit 3: Performance Evaluation
Contact Information (Type Name, Title, Agency and Phone)
title
Roy Barnes, Deputy Director, Public Works 404-612-6317
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$39,242.38 |
|
Previous Adjustments: |
$22,500.00 |
|
This Request: |
$90,669.00 |
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TOTAL: |
$152,411.78 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
201-540-5488-1463: Water & Sewer Revenue, Public Works, $90,669.40
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Key Contract Terms |
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Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: One option remains |
Overall Contractor Performance Rating: 94
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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9/1/2023 |
11/30/2023 |