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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: September 17, 2024 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with IDEXX Distribution, Inc., for enzyme substrate coliform test media, sample vessels (bottles and multi-well enumeration trays), tray sealers, and results comparators for the Municipal Laboratory; providing for the expenditure of funds therefor; and providing an effective date (RFP 8563 – awarded to IDEXX Distribution, Inc., for one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $400,000.00). STRATEGIC ALIGNMENT This action supports Key Focus Area: Support Healthy and Safe Communities. INFORMATION/BACKGROUND The Municipal Laboratory was recognized and accredited under the National Environmental Laboratory Accreditation Program (NELAP) in 2009 and currently maintains accredited status for microbiological testing for drinking water and non-potable water. NELAP accreditation allows the laboratory to provide testing and reporting services in support of regulatory requirements under the Environmental Protection Agency (EPA) Safe Drinking Water Act (SDWA), the Texas Commission on Environmental Quality (TCEQ) Revised Total Coliform Rule (RTCR), and EPA National Pollutant Discharge Elimination System (NPDES) & TCEQ Texas Pollutant Discharge Elimination System (TPDES). Procuring test media, sample vessels, tray sealers, and comparators is necessary to maintain the City’s compliance with state and federal requirements. These supplies will allow the laboratory to continue sustaining current customer testing needs and to accommodate future increases. Under the RTCR, the City of Denton must collect 120 drinking water samples from throughout its distribution system each month. These samples are tested for total coliforms and E. coli bacteria, and results are reported to TCEQ. Four internal customers and over 170 external customers utilize the laboratory's services. These external customers include 72 public water systems that provide drinking water for surrounding municipalities and communities. Under the EPA NPDES and TCEQ TPDES, the City of Denton must test and report the bacteriological loading in its treated wastewater effluent daily to ensure compliance with federal and state regulatory requirements. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com The current contract, 7133, is a combined contract for the Municipal Laboratory and the Denton Animal Shelter. Contract 7133 was executed on October 15, 2019, for a five-year term with a not-to-exceed (NTE) value of $600,750 and will expire on October 14, 2024. The laboratory incurred a total expenditure of $68,686.09 in fiscal year 2022-2023. Due to projected population growth and development within the City and in surrounding areas, staff anticipates an increase in the demand for testing services. Procurement of enzyme-substrate coliform test media, sample vessels, tray sealers, and results comparators will ensure that the Municipal Laboratory continues to help in meeting regulatory requirements and in providing services to other public water systems in the interest of service to neighboring communities and public health. Project Description Estimated 5-Year Expenditure Year 1 $80,000 Year 2 80,000 Year 3 80,000 Year 4 80,000 Year 5 80,000 Total $400,000 Request for Proposals was sent to 536 prospective suppliers, including 14 Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and advertised in the local newspaper. One (1) proposal was received, and references were checked to ensure the vendor can provide the services requested in the Scope of Work. The proposal was evaluated based upon published criteria including compliance with specifications, probable performance, and price. Best and Final Offer (BAFO) was requested from the firm. The department is awarding the contract to IDEXX Distribution, Inc. NIGP Code Used for Solicitation: 490, 493, 495, 968 Notifications sent for Solicitation sent in IonWave: 536 Number of Suppliers that viewed Solicitation in IonWave: 11 HUB-Historically Underutilized Business Invitations sent out: 56 SBE-Small Business Enterprise Invitations sent out: 193 Responses from Solicitation: 1 RECOMMENDATION Award a contract with IDEXX Distribution, Inc., for enzyme-substrate coliform media, sample vessels, tray sealers, and results comparators for the Municipal Laboratory, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total of five (5) year not-to-exceed amount of $400,000. PRINCIPAL PLACE OF BUSINESS IDEXX Distribution, Inc. Westbrook, ME SUSTAINABILITY MEASURES Procurement of testing supplies ties directly to the Sustainability Framework focus areas of maintaining a high level of drinking water quality, protecting Denton’s water bodies, and ensuring that wastewater treatment meets regulatory requirements. Relationship to Sustainability Framework Focus Area & Goals: Water Goal 1: Monitor drinking water quality through bacteriological testing. Goal 2: Provide data for the City’s annual water quality report. Goal 3: Monitor bacteriological loading of wastewater effluent to minimize environmental impacts. ESTIMATED SCHEDULE OF PROJECT This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These products and services will be funded through the using department’s budget on an as-needed basis. The City will only pay for services rendered and is not obligated to pay the full contract amount unless needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Marcos Diosdado, 940-349-8615. Legal point of contact: Marcella Lunn at 940-349-8333.