Title
Resolution Approving Bid in the Amount of $174,880 and Authorizing Contract with Pace Analytical Services, LLC (PACE) for General Laboratory Services for Field Operations
Body
Department: Field Operations
Council District: 2
Public Hearing: N/A
Advertising Date/By: N/A
Contact 1 and Phone: Dale Wyrick 336-373-2783
Contact 2 and Phone: Chris Marriott 336-373-7612
PURPOSE:
City Council is requested to approve the following contract proposal from Pace to support Field Operations with water quality laboratory analysis, necessary to meet state and federal permit requirements to monitoring soil, groundwater, surface water and stormwater at Field Operations and other environmental sites owned by the City of Greensboro. One service expected would be the continued groundwater investigation associated with the Kitchen Building (Water Resources) and soil and groundwater investigations associated with spills or releases. Additional services may include storm water, and soil analysis to comply with requests by NCDEQ and EPA. Field Operations is requesting that City Council adopt a three year contract (with two additional one-year optional extensions which would expire in 2023). The estimated 5-year contract value is $174,880 (approximately $34,976 per year), which requires City Council approval.
BACKGROUND:
On October 19, 2018, Field Operations Department issued the attached RFQ to qualified and experienced firms for Professional Laboratory Services - General Services related to groundwater, surface water, stormwater and soil quality analysis for the Field Operations properties and other properties owned by the City of Greensboro. The RFQ was publicized through media outlets, professional organizations and direct e-mailings. The solicitation attempted to identify and included minority and women business enterprises (M/WBE) outreach within the 10-county region. The M/WBE office has determined that there are no M/WBE laboratories within the HUB and only one M/WBE laboratory located within the state of North Carolina, and that laboratory was contacted via direct e-mail. Only two laboratories responded to the RFQ, neither of which were the aforementioned M/WBE laboratory.
Each firm’s response met the following minimum qualifications:
• complete and accurate submittal of the specific RFQ components,
• satisfactory North Carolina certifications for the specified analyses, and
• understanding of current and pending laboratory analyses related to landfill parameters.
A review committee of the Field Operations department, Water Resources department, and the M/WBE office reviewed all submitted Statements of Qualifications that were received.
Pace was selected as the best qualified firm to perform services based on:
• Qualifications and experience of Paces’ project team;
• Paces’ understanding of the federal and NCDEQ analysis methods related to environmental investigations needed to support the City; and
• Established relationships with the Environmental Regulators with the NCDEQ and ENCOs understanding and experience related to new regulatory requirements.
Pace has submitted the attached Task Order Proposal for an initial task, which has been reviewed and approved by the Field Operations Department. The contract term is for three year contract (with two additional one-year optional extensions which would expire in 2023). The total recommended budget is projected to be $34,976 per year annually based on the current and projected analytical service’s needs.
Requested Actions
It is estimated that annual expenditure is anticipated to be the approximately $34,976 per year annually. This annual estimate will be affected if Council directive changes or as state and federal regulations change over the tenure of this contract.
BUDGET IMPACT:
The initial contract term is for the estimated 5-year contract value is $174,880 (approximately $34,976 per year). Funding is available in the Solid Waste Management Fund in account number 551-4306-04.5918, in the Solid Waste Capital Improvement Fund in account number 554-6509-01.5918, in the Water Resources Operations Fund in account number 501-0000-00.2047, and in the War Memorial Stadium Fund in account number 462-5001-01.5613.
RECOMMENDATION/ACTION REQUESTED:
It is recommended by the Field Operations Departments that City Council approve the bid and contract award to ENCO Laboratories for Laboratory Services to address water quality compliance monitoring at the White Street Landfill in the amount of $174,880.