15-01 - Specifications.pdf

CITY OF LEWISVILLE

RFB 26-53-A

ANNUAL CONTRACT FOR CHEMICAL ANALYSIS

The City of Lewisville is accepting competitive sealed bids to establish an annual contract for chemical analysis as needed for City of Lewisville. The term of the contract will be twelve (12) months, with options to extend up to three (3) additional twelve (12) month periods, subject to the approval of the contractor and the City.

Due to Environmental Compliance division’s spill response designation, the need to have the most rapid analysis turn-around in emergency situations is required. When requested, the laboratory must be able to meet a 24-hour turnaround. Only laboratories that can meet this requirement will be considered.

SPECIFICATIONS

A. Chain of Custody procedures shall be established and maintained according to City of Lewisville standards. The laboratory shall sign for receipt of the sample and maintain documentation of custody during the analytical process.

B. Bench Sheets and all work data sheets shall be maintained for a period of three (3) years and shall be available for review upon request.

C. Analytical reports for each sample submitted shall include [as per 40 CFR 403.12 (o)]:

• The dates the analyses were performed.

• Who performed the analyses?

• The analytical technique/method used.

• The results of the analysis in mg/l or other units indicated in the bid document.

D. Quality Control Data, including results of spikes and duplicate precision, shall be reported with each analytical report.

E. All analyses shall be performed in accordance with 40 CFR Part 136 and amendments thereto. Where 40 CFR Part 136 does not include sampling or analytical techniques for the pollutant in question, or where the EPA Administrator determines that the Part 136 sampling and analytical techniques are inappropriate for the pollutant in question, analyses shall be performed using validated analytical methods [as per 40 CFR Part

403.12 (g) (5)].If a method not contained in 40 CFR Part 136 is used, the analytical report shall state the reason each time.

F. All analyses shall be performed in accordance with TCEQ’s Procedures for Implementing Texas Surface Water Quality Standards when MAL requirements are lower than those listed in 40 CFR Part 136.

G. The laboratory shall provide new sample containers that comply with EPA requirements.

H. The laboratory shall invoice each sample separately. A copy of the analytical report must accompany each invoice.

I. The Contract Laboratory must be capable of providing legal testimony for analysis provided.

ADDITIONAL PRICING AND INFORMATION

• List standard turn around time, under normal conditions, in calendar days to the City of Lewisville

• State any analysis which varies from the above stated turnaround time, and the time in calendar days to turn around to the City of Lewisville

• Indicate the analytes to be sub-contracted and to which sub-contracted laboratory

• Indicate location of laboratory for each analyte, if not tested in Texas

• Notate the discount from published fees for analysis not listed in the bid table

• Quote the additional cost for sample pick-up from the City of Lewisville

• Indicate all charges for expert testimony that may be required during litigation

• List the cost, if any, for re-analysis of any questionable test results as a percentage cost based on the original analysis

• State the turnaround time and percent cost increase for a full one hundred percent (100%) rush of standard turnaround time

• Provide the turnaround time and percentage cost increase for a fifty percent (50%) rush of standard turn around time

• Quote the percent discount off individual parameters listed in table IV and Table V [40

CFR Part 122 Appendix D]

• Results must be submitted in a PDF and Excel file, file automatically emailed and upload to Klir database

• All analyses shall be performed in accordance with TCEQ’s Procedures for

Implementing Texas Surface Water Quality Standards when MAL requirements are lower than those listed in 40 CFR Part 136 (https://www.ecfr.gov/current/title-40/chapter- I/subchapter-D/part-136/section-136.3).

• Indicate the analytes to be sub-contracted and to which sub-contracted laboratory

• Copy of TPDES permit available upon request

SUMMARY OF LABORATORY CAPABILITIES

(This request for information must include Sub-Contract Laboratory Work)

• Laboratory Organization Structure

• Laboratory Personnel

• List laboratory location for each Sample group, if outside of Texas

• Statement of Facility Capabilities

• Primary Instrumentation to be used in this contract

• Data Reporting Capabilities

• A list of major Municipal and Industrial clients for the past 3 years.

• Written Quality Assurance Program o (Personnel must have completed an internal training program that addresses at a minimum: sample analyses, QA/QC and Chain of Custody. This training must be documented. A QA Manager must be assigned to review all Laboratory work.)

• Latest Audit, Assessment or Quality Control Performance Evaluation by State and Federal Agencies including DMR/QA results of performance evaluation. Copies of responses and/or evaluation of any discrepancies found as a result of an audit, assessment or Quality Assurance Evaluation.

• Any analytical work to be subcontracted as part of this Contract must conform to the requirements and provisions given within these specifications. Analyses to be contracted must be indicated on the Bid form, and Laboratory Quality Assurance Program, QA/QC Performance Evaluations and Audits from the subcontract laboratory must be included with the bid information submitted.

All information provided throughout this bid document will be utilized in determining bid award.

GROUNDS FOR TERMINATION

This agreement may be terminated by the City at its option upon thirty (30) days notice in writing, if the service to be furnished does not comply with the detailed specifications; if the servicing of this agreement does not conform to the requirements detailed herein; or for any of the following:

• Reporting false information

• Failure to completely document sample chain of custody and analytical process.

• Failure to comply with EPA analytical procedures, sample preparation, and storage and data management procedures.

• Failure to correct within sixty (60) days deficiencies noted during TCEQ, EPA or City of

Lewisville inspections, audits or assessments. TCEQ Inspection Reports received during the contract period must be sent to Environmental Control Services Division within 30 days of receipt.

• Consistent failure to submit required information with analytical reports.

• Failure to meet turnaround time stated by bidder.

• Or an accumulation of deficiencies, which would compromise the dependability of the data, generated by the Laboratory, or the City’s ability to utilize data generated.

In such event, nothing contained herein shall be construed or interpreted as to prevent the City from immediately entering into another contract with another vendor for an unabated continuance of this service. Monies owed to the vendor for services rendered to the date of termination shall not constitute a prolonging of the contract.

CITY HOLIDAYS

New Year’s Day Martin Luther King Jr Day Memorial Day Juneteenth July Fourth Labor Day Thanksgiving and the following Friday Christmas Eve and Christmas Day

PRICES

All prices shall be firm for the entire period of the contract. A vendor will not be awarded a contract based on escalating pricing, even if they take exception to this bid requirement.

The pricing shall be submitted as UNIT PRICE per location and shall include the cost to repair, inspect, test, and certify all systems. The City reserves the right to add or remove locations as needed.

INSURANCE

Insurance shall be supplied by the awarded contractor within ten (10) days of notification of award, as detailed in Document 08 - Insurance Requirements in the Files section of Bonfire.

Insurance must be approved by the City prior to the commencement of work and shall remain in effect throughout the entire duration of this project.

REFERENCES

All bidders shall submit a minimum of three (3) references for whom they have provided chemical analysis.

REQUEST FOR BIDS

Bids are to be submitted based on the specifications contained herein. Alternate bids will also be considered, provided the alternatives are clearly explained. All deviations from the specifications must be clearly identified and explained.

No telephone, email, or fax bids will be accepted. Bids may be accepted if delivered in person or by U.S. Postal Service, Federal Express, UPS, etc. or uploaded to Bonfire. The City is not responsible for missing, lost, or late delivery. Any RFB responses received after the time set for opening will be returned to the bidder unopened.

The preparation of the bid will be at the total expense of the bidder. There is no expressed or implied obligation for the City of Lewisville to reimburse responding bidders for any expense incurred in the preparation of bids in response to this request.

The City reserves the right to reject all bids, to consider alternatives, to waive any formalities and irregularities, and to re-solicit bids. In addition, during the evaluation period, the City may, where it may serve the City’s best interest, request additional information or clarifications from bidders, or allow corrections of errors or omissions.

Each bidder shall guarantee and honor its response to these specifications for a period of ninety

(90) days, or until the City enters a contract with one of the bidders, whichever occurs first.

The RFB will be available to interested parties on Bonfire or may be picked up in person at the Purchasing office.

All questions pertaining to this bid must be submitted in writing via Bonfire.

Bids may be uploaded to Bonfire or delivered to the City of Lewisville Purchasing Division Office at the address, in a sealed envelope or box, clearly marked:

RFB: #26-53-A ANNUAL CONTRACT FOR CHEMICAL ANALYSIS

Delivery address:

City of Lewisville

Finance Administration – Purchasing Division Attn: Nicole Haney, Buyer

151 W. Church St Lewisville, TX 75057

PRE-BID

A pre-bid conference will be held at the date and time specified on Bonfire. While attendance of the pre-bid conference is not mandatory, it is recommended due to the nature of the project.

MISCELLANEOUS

All forms requiring either a signature or information to be filled in are to be returned with your bid. In addition, the language contained in the attached form entitled Purchase Order Terms and Conditions is made part of this request for bid through reference herein.