Date:
May 23,2017
To:
Public Utilities Committee/Finance Committee/City Council
Via:
Shannon Jones, Interim PUD Director ,.d WWM Division Director AJ Robert Rodarte, Purchasing Officer t/
From: Luis Orozco, WWM Plant Superintendent
A
"Y
ITEM AND ISSUE:
Subject: Procurement of services, chemicals, reagents, repairs and equipment from the HACH Company over $50,000 for fiscal year 2017-2018. BACKGROUND AND SUMMARY:
The WWMD has received approval from the Purchasing Department to have the HACH Company for Exemption 18.1.7 Kin the Purchasing Manual. HACH Company is the design, manufacture and representative for the various HACH Instruments. The Wastewater Treatment Facility and Laboratory uses HACH for service, repair and replacement of equipment. The service, repairs, chemicals, reagents or purchase of equipment/instruments from HACH helps the Laboratory in performing sample analysis and is critical to the Wastewater Treatment Facility to meet Federal, State and Local regulations required in the NPDES Permit. The WWMD is now seeking approval from the Governing Body to be able to procure parts, chemicals, reagents, service, repairs or equipment over $50,000.00. ACTION REQUESTED:
Please approve the procurement of parts, chemicals, reagents, service, repairs and equipment over $50,000 with HACH Company for the fiscal year 2017-2018. ATTACHMENTS: 1. City of Santa Fe Procurement Checklist
2. HACH Company for Exemption 18.1.7 K Approval Letter. 3. HACH Company Instrument Service and Parts Letter.
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CITY OF SANTA FE PROCUREMENT CHECKLIST Contractor Name: _ _ _ ___,H..:.:A....:.;C:..:H....:....=C::o.:..:.m.:..~:po.::a:..:.;n:..Ly_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Procurement Title: _--.:..;R::e=-ag""e::.:n..:..:t:=.s,'-'C""'h..:..:e:.:..m:..:.;i:..:c=-al:.::;s'-'.S::.:e:. :.rv..:. . :. :ic: e._,R:...:;e::..~p::.:a:.:..ir'-'a=-=nc.:..:d=-=-Eq""u=-=i""'p.:..:.m.:..:e:..:.n:.:.t-=o;.:.v.::.e:....;r$""5::.:0,.,.•.: .00:: :,;0: :. ___ _ _ _ _ __ Solicitation RFP/RFB#: - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Other Methods: State Price Agreement
D Cooperative D Sole SourceD Exempt D Other ILIZI~--------
Department Requesting/Staff Member Public Utilities/Wastewater/ Luis Orozco
Procurement Requirements: A procurement file shall be maintained for all contracts, regardless of the method of procurement. The procurement file shall contain the basis on which the award is made, all submitted bids and proposals, all evaluation materials, score sheets, quotations and all other documentation related to or prepared in conjunction with evaluation, negotiation, and the award process. The procurement shall contain a written determination from the Requesting Department, signed by the procurement officer, setting forth the reasoning for the contract award decision before submitting to the Committees . .
SOLICITATION* YES N/A Project Beginning History (council requests etc) [gJ Budget Determination {FIR} attach ~ Solicitation document (RFP, IFB), [gJ Screen print of legal solicitation published in newspapers, web sites, etc.: [gJ Screen print of addendum(s) published on the IPB/RFP: [gJ Pre-Bid/Pre-Offer Conference attendance sheet and other documents [gJ If canceled, screen print of cancellation of solicitation notice [gJ Other: Requests For Bids [gJ
D D D D D D D D
EVALUATION* YES N/A
D D D D
[gJ [gJ [gJ [gJ
D D D
[gJ [gJ [gJ
D
[gJ
D D
[gJ [gJ
D D D D D
[gJ [gJ [gJ [gJ [gJ
Blank evaluation form Evaluator's names and profiles Evaluation procedures or evaluation instructions Conflict/Confidentiality Forms signed by all Evaluators, Technical Advisors, Reviewers, and any person who assists in regard to the bid/proposal, evaluation and/or award Bid or Offer opening sheet(s) (If RFP, then two offer opening sheets, one for technical and one for cost) Screen print of Bidder/Offeror's detailed information Responsiveness review sheet or other sheet documenting responsiveness for each Bidder/Offeror, attach requests for additional information to cure items Non-Responsive/Non-Responsibility Form and correspondence or letters from Department to vendor regarding disqualifications Oral presentations (sign-in sheets, presentation materials, etc.) Documentation sent to Bidders/Offerors and responses received regarding clarifications, decisions, negotiations, and/or best and final offers, etc. Reference Reviews/Reference Check Questionnaires Individual evaluations included for each RFP. Pricing evaluation Final overall evaluation matrix or summary of evaluator scores Other:
* 1
3
AWARD* YES
N/A
D D D D D D D D D
C8J C8J C8J C8J C8J C8J C8J C8J C8J
Fully executed Memo to Committees from the Department with recommendation of award Winning proposal (this is a copy that has all confidential/proprietary information excluded) Screen print of Contract Award Notice Screen print of Award Notice published on agency website Email or notification sent to all Bidders/Offerors that award was made Waiver or "No Action Taken" from Procurement Office Correspondence with Procurement Office regarding waiver If IFB and not awarded to lowest responsive, responsible bidder; written explanation Other:
DISCLOSURES YES
N/A Contractor Disclosures & Conflicts of Interest
D
C8J
Disclosures & Conflicts of Interest Form(s) (winning bidder(s)/offeror(s)) Contractor -Conflicts of Interest
D D D
C8J C8J C8J
D
C8J
Purchasing Office Letter or e-mail to designated individual regarding potential conflict Conflict of Interest Form signed by all parties Letter from Procurement Office regarding the potential conflict Subcontractor Disclosures
Disclosures & Conflicts of Interest form of Subcontractor(s) Subcontractor -Conflicts of Interest
D D D D
C8J C8J C8J C8J
Purchasing Officer Letter or email to designated individual regarding potential conflict Conflict of Interest form signed by all parties Letter from Legal Office regarding the potential conflict Other:
CONTRACT YES
D D
D
D
N/A
C8J C8J C8J C8J
Copy of Executed Contract Copy of all documentation presented to the Committees Finalized Council Committee Minutes Other:
MISCELLANEOUS FILE* YES
D D D D C8J D
N/A
C8J C8J C8J C8J
D
C8J
Local Preference Form New Mexico Residence Form Veterans Exemption Sole Source determination form approved by Procurement Officer Exempt determination memo approved by Procurement Officer
Other:
Include all other substantive documents and records of communication that pertain to the procurement and any resulting contract.
* 2
4
PROTEST (If applicable)* YES
N/A
D D D D
IZI IZI IZI IZI
Documentation from protester filed with the Purchasing Office Letter from Department to Purchasing Office Providing response to protest Letter from Purchasing Officer to protester and Department on final outcome Other:
Create a separate file folder which may contain any documents with trade secrets or other competitively sensitive, confidential or proprietary information. YES
N/A
D D
IZI IZI
Departm
Original bid(s) or proposal(s) with no redactions. Documentation exempt - Proprietary, Confidential, Competitively Sensitive, or Trade Secret (i.e. e-mails, proposals, letters)
ep Signature attesting that all information included
Purch
* 3
5
Date: May 22, 2017 To:
Robert Rodarte, Purchasing Officer
From: Luis Orozco, WWM Plant
I
Superintendent~
ITEM AND ISSUE: HACH Company for Exemption 18.1.7 k BACKGROUND AND SUMMARY: The Wastewater Division is requesting approval for Exemption 18.1.7 K for HACH Company from Loveland, Colorado for the procurement of analyzers, probes, mechanical or electrical parts, controls, chemicals, reagents and service for the various HACH Instruments at the WWTF for fiscal year 2017/2018. The various HACH Instruments are used to analyze is used in collecting data. Tracking and utilizing the data can assist in process control to meet EPA regulations for Total Nitrogen and Total Phosphorus, parameters that were included in the WWMD's NPDES permit. ACTION REQUESTED: Approval for Exemption 18.1. 7 K for HACH Company from Loveland, Colorado for the procurement of analyzers, probes, mechanical or electrical parts, controls, chemicals, reagents and service for the various HACH Instruments at the WWTF for fiscal year 2017/2018. B"'".. D
::~;::ed: ~~-';_:~(~~---+i---_____· ---------------Shannon Jones, WWM Division Director
c:V'
Date
Approved:
D
Date ATTACHMENTS: Letter
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CERTIFIED PROGRAMS
Hach Company Instrument Service and Parts Dear Customer: The instruments you p11rchased, part of the following family of brands --- Hacil, Great Laltes Instruments, American Sigma, Radiometer-Analytical, Lachat, Marsh..McBirney, Orbisphere, OptiQuat, Astro, OTT & Polymetron -- were designed to be reliable, durable and easy to operate~ Our goal is to design and manufacture instruments that give accurate readings with minimmn maintenance requirements. The Hach Service Representative is a highly trained professional that has a thorough, ·in-depth knowledge of the workings of each manufactured instrument. Our factory-trained service peraonnel are
the only people authorized to perform any repair, start-up service or maintenance on these instruments. Because of the many different parameters and types of analyzers, we do not re·cognize or authorize any other service organjzation to perform repair or recalibration on these analyzers. As an ISO 9001 certified company, we maintain the highest standards for quality assurance and NIST traceable test and calibration equipment. Also, unauthorized repairs will result in voiding the instrument's warranty, All parts used in our instruments meet our specifications and conform to our high standards. Many parts that may be available from a local vendor go through a testing procedure before being available as a Hach authorized part to ensure that they meet the performance tolerances specified for proper instrument performance. Additionally, the use of non-Bach supplied parts will result in voiding the instrument's warranty.
We have service repair centers that can repair and return instruments efficiently and economically. For on-site services we have an extensive field service organization. Please contact the Hacb Company Service Center at 1-800-227-4224 ext. 6070, or web site at www.hacb.com or our fax number 515-956-3810 for ~tdditionaJ information.
;.:J.£LD~6Mike Rembelsld Director, NA Service & Support
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HACH COMPANY I 5600 L!ndbergh Dnve ! PO Box 389
I
Lcvefanci. Colorado 80539 ;
P
970 669.3050 ;
970 669.?9.3? I hach
Sole Authorized Manufacturer Letter 4/7/2017
Customer Name: City of Santa Fe Customer Address: 73 Paseo Real Customer City, State, Zip: Santa Fe, NM 87507 Customer Account Number: 178051 Item(s): 2106069 2351400 2742645 253334 2756549 2756559 5811200 15349 LTV082.53.44001 1970010 2059716 256949 2253929 6262000 AW241000 8505400 2653299 2106169 2401906 LZV565 2811815 2560915 2373220 1486266 1124224 4600-50 2105669 2199725 8753900
Description(s): Phosver 3 Power Pillows DO Reagent Set TNT Reagent Set Nitrification Inhibitor pH Storage Solution pH Storage Solution 3.0 molar LDO Sensor Cap Ammonia Standard DRB200 Reactor Tensette Pipet 1.0-10.0 ML Phosphate Staddard Solution 3 mg/1 Phosphate Standard Solution 1 mg/1 COD Standard Solution 1000 mg/1 Pump Assembly 24L. I Poly Bottle, for AWRS Rugged DO/ pH Field Kit, HQ40D Meter Ammonia Salicylate Nitraver 2 Pwd Plws 10ml pk/100 Sample Cell, 25x95MM pk/6 DR2800 Lamp M-TEC modified agar plates, pk/15 A-1 Medium MPN tubes, pk/15 M-FC amplues, glass 2ML. pk/20 Nutrient buffer solution pillows, 6ML, pk/50 N Naphthyl Dihudrochloride 25G Pump tubing, silicone, 3/8" ID, SOft roll DPD Total Chlorine PP, 10ML, pk/100 Pipet tip for 19700-10, pk/250 Pump tubing, SD900, AWRS
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HACH COMPANY
221500 8507530 2653199 1407099 2119449 1970010
i 5600 Lirodbergh Dnve I PO Box 389 i Love:<md. Colorado 80539 i P 970 669.3050 I F 970 669 2932 i
Coliform tube rack for 25 tubes Basic pH kit, HQ11D, PHC201 probe Ammonia Cyanurate PP, plf100 DPD Free Chlorine PP, 25ML, pk/100 Nessler reagent, ex alk, 500ML Tensette Pipet, 1.0-10.0ML
This letter is to confirm that Hach Company is the sole authorized manufacturer of the item/items listed above. Thank you for your interest in Hach Company Products. If we can be of further assistance, please contact us at 1-800-227-4224.
Thank you
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