TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 1, 2022
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to advertise Contract 22-RFP-20, Conduct a Full-Scale Trial of Additives to Reduce Odor and Solids at the Thornton Composite Reservoir, estimated cost $1,000,000.00, Account 101-16000-612430, Requisition 1587946
Body
Dear Sir:
Request for Proposal (RFP) documents have been prepared to conduct a full-scale trial of additives to reduce odor and solids at the Thornton Composite Reservoir (TCR) at the request of the Monitoring and Research Department. This contract is anticipated to begin in the second quarter of 2023 and end December 31, 2024.
The purpose of this contract is to retain a company to develop and conduct a full-scale trial for mitigating odors and reducing solids by introducing additives at the TCR. This work is in line with the District’s Strategic Plan and is a success measure under Strategic Goal #4: Community Engagement. More specifically, the potential proposer will perform the following tasks:
1. Develop a test plan for conducting a full-scale trial. The plan will include dosing conditions, volume or mass of additive product to be applied, methods of application, list of necessary equipment, and a description of how performance will be monitored and assessed. A key consideration, which must be addressed, is that fill events at the TCR and odor releases are unpredictable; therefore, optimum conditions for testing may not present themselves in the anticipated 18-month duration of the contract and will need to be factored into the study design and conclusions.
2. Conduct the full-scale trial of the plan developed in Task 1. The company will be responsible for all resources needed, including but not limited to equipment, additive chemicals, and personnel, which will ensure proper application and comprehensive testing and monitoring. Multiple dosing of additivities is expected during the anticipated 18-month duration of the contract. The company will also be responsible for providing sufficient evidence that the evaluation was successful.
The estimated cost for this contract is $1,000,000.00. The estimated expenditures for 2023 and 2024 are $500,000.00, and $500,000.00, respectively.
A bid deposit is not required for this RFP.
The Affirmative Action Ordinance, Appendix A will be included in this RFP. The type of work to be performed under this contract is within the professional services category for establishing Minority-owned Business Enterprises (MBE), and/or Woman-owned Business Enterprises (WBE), and Small Business Enterprises (SBE) utilization goals. The MBE and/or WBE and SBE utilization goals for this contract are: 10 percent MBE and/or WBE and 10 percent SBE.
The tentative schedule for this contract is as follows:
Advertise January 11, 2023
Proposals Received February 10, 2023
Award May 18, 2023
Completion December 31, 2024
Funds are being requested in 2023 and 2024 in Account 101-16000-612430 and are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 22-RFP-20.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA:JSG:DAB:mb
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for December 1, 2022
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