M&C Review


COUNCIL ACTION:  Approved on 9/11/2018 

DATE: 9/11/2018 REFERENCE NO.: **P-12246 LOG NAME: 13P16-0304 AMEND IDEXX CONSUMABLES CA CODEC
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Amendment to Sole Source Purchase Agreement with IDEXX Distribution, Inc.., to Increase the Annual Amount Up to $180,000.00 for the Purchase of Colilert Test Supplies for the Water and Code Compliance Departments (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council authorize an amendment to the Sole Source Purchase Agreement with IDEXX Distribution, Inc.., to increase the original annual amount of $100,000.00 to $180,000.00 per year for the purchase of Colilert test supplies.

 
DISCUSSION:

The Water Department Laboratory Services Division will use this Agreement to purchase microbiological supplies necessary to test for total coliforms in the public water supply. The Texas Commission on Environmental Quality (TCEQ) requires a minimum of 270 samples be tested each month to meet regulatory requirements. The Water Department Laboratory Services Division is certified by TCEQ's National Environmental Laboratory Accreditation Program (NELAP) for analysis of total coliforms by the MMO-MUG (Colilert) Test, Standard Method 9223 of the TCEQ. IDEXX Distribution, Inc.., is the documented sole supplier and distributor of the Colilert test supplies.

Staff recommends amending this agreement for the Water Department to add an additional $50,000.00 to support newly instituted regulatory compliance testing for Legionella and to provide for additional water quality testing of new water lines.  The Water Department has seen an increase in new water line installments and the original funding will not meet the increased testing.  Additionally, staff recommends adding an additional $30,000.00 for the Code Compliance Department for additional e-coli and parvo testing, the revised Purchase Agreement amount will be increased to $180,000.00.

The unit prices offered by IDEXX Distribution, Inc.., for microbiological supplies have not changed from the previous Agreement awarded May 2011 (M&C P-11235). Staff reviewed the pricing and found pricing to be fair and reasonable. No guarantee was made that a specific amount of goods will be purchased.  

This Agreement may be renewed for up to three additional one-year terms at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available within the existing appropriations of the Water Department with its Sewer Fund for their expenditures and the Code Compliance Department with its Capital Fund Sycamore Creek Bacteria Management for the expenditures. Prior to an expenditure being made, the participating department has the responsibility to validate the availability of funds.

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Submitted for City Manager's Office by:
Alanis Susan (8180)
Originating Department Head:
Cynthia Garcia (8525)
Additional Information Contact:
Carol Armour (7648)
Steven Rathers (2057)

 
 
ATTACHMENTS
  IDEXX 1295.pdf