Request for Proposal for Environmental Sample Analysis Compliance

Agency:	East Bay Municipal Utility District
State:	California
Type of Government:	State & Local
Category:	B - Special Studies and Analyses - Not R&D
Posted:	Apr 9, 2024
Due:	Apr 23, 2024
Publication URL:	To access bid details, please log in.

East Bay Municipal Utility District (District or EBMUD) generates samples (mostly soil samples) on a continuous but unpredictable basis for an array of compliance programs and projects that must be analyzed for compliance status, disposal characterization and safety determinations. Contract laboratory analysis support is needed to assure timely processing of these samples at this time. The District intends to award a two (2) year contract with three (3) options to renew for additional one (1) year terms for a total of up to five (5) years to the Proposer who best meets the District’s requirements.

Please respond to this RFP no later than 4:00 p.m. on Tuesday, April 23, 2024. Completed proposal should be submitted via electronic mail to: David Behnken, Environmental Health and Safety Specialist, at david.behnken@ebmud.com .

Questions

If you have questions regarding this Request for Proposal, please send an email to David Behnken, Environmental Health and Safety Specialist. David can be reached via email at david.behnken@ebmud.com . To ensure a response, questions must be received no later than 12:00 p.m. on Friday, April 19, 2024.

Request for Proposal for Environmental Sample Analysis Compliance

Document	Type	Size
Request For Proposal Example	PDF
Environmental Sample Analysis Compliance Final 4.3.24	PDF

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REQUEST FOR PROPOSAL (RFP)

for Environmental Sample Analysis

Compliance

ADDENDA

Prospective bidders are responsible for reviewing any

published addenda regarding this bid at

ebmud.com/business-center

CONTACT

David Behnken, Environmental Health and Safety Specialist

(510) 287-0327

david.behnken@ebmud.com

RESPONSE DUE

April 23, 2024 4:00 p.m. PST

SUBMIT ELECTRONICALLY TO*

David Behnken, Environmental Health and Safety Specialist

(510) 287-0327

david.behnken@ebmud.com

375 ELEVENTH STREET . OAKLAND . CA 94607-4240 . WWW.EBMUD.COM/BUSINESS-CENTER/

EAST BAY MUNICIPAL UTILITY DISTRICT

RFP for

Environmental Sample Analysis Compliance

TABLE OF CONTENTS

I. STATEMENT OF WORK ........................................................................................................... 3

A. SCOPE................................................................................................................................... 3

B. PROPOSER QUALIFICATIONS ............................................................................................... 3

C. SPECIFIC REPORTING REQUIREMENTS ................................................................................ 3

II. CALENDAR OF EVENTS ........................................................................................................... 5

III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS ................................................................ 6

A. RFP ACCEPTANCE AND AWARD........................................................................................... 6

B. EVALUATION CRITERIA/SELECTION COMMITTEE ............................................................... 6

C. PRICING................................................................................................................................ 8

D. NOTICE OF INTENT TO AWARD AND PROTESTS.................................................................. 9

E. WARRANTY ........................................................................................................................ 10

F. INVOICING ......................................................................................................................... 10

G. LIQUIDATED DAMAGES ..................................................................................................... 11

IV. RFP RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION .......................................... 11

A. DISTRICT CONTACTS .......................................................................................................... 11

B. SUBMITTAL OF RFP RESPONSE.......................................................................................... 12

C. RESPONSE FORMAT........................................................................................................... 13

ATTACHMENTS

EXHIBIT A – RFP RESPONSE PACKET

EXHIBIT B – INSURANCE REQUIREMENTS

EXHIBIT C –GENERAL SERVICE AGREEMENT – EXHIBIT A: SCOPE OF SERVICE

EXHIBIT D – IRAN CONTRACTING ACT CERTIFICATION

EXHIBIT E – INFORMATION TECHNOLOGY SECURITY INFORMATION TO BE EXCLUDED FROM

PUBLIC RECORDS ACT REQUESTS

REV 5/16/23

Environmental Sample Analysis Compliance

I. STATEMENT OF WORK

A. SCOPE

It is the intent of these specifications, terms, and conditions to describe laboratory

analytical services required for environmental sample analysis compliance. The East Bay

Municipal Utility District (District or EBMUD) generates samples (mostly soil samples) on

a continuous but unpredictable basis for an array of compliance programs and projects

that must be analyzed for compliance status, disposal characterization and safety

determinations. Contract laboratory analysis support is needed to assure timely

processing of these samples at this time.

The District intends to award a two (2) year contract with three (3) options to renew for

additional one (1) year terms for a total of up to five (5) years to the Proposer who best

meets the District’s requirements.

B. PROPOSER QUALIFICATIONS

1. Proposer Minimum Qualifications

a. The contractor or subcontractor must be certified by the California State

Water Resources Control Board Environmental Laboratory Accreditation

Program (ELAP) or National Environmental Laboratory Accreditation

Program (NELAP). For certifiable analyses, the contractor or

subcontractor(s) must be certified by ELAP or NELAP for all analyses bid on

the bid schedules. The contractor should be a Laboratory in good standing

with ELAP or NELAP for at least five (5) years.

b. Proposer shall possess all permits, licenses, and professional credentials

necessary to perform services as specified under this RFP.

c. Proposer will provide the certificate(s) of accreditation and each renewal

during the contract period.

C. SPECIFIC REPORTING REQUIREMENTS

1. The Contractor shall not subcontract work to other laboratories, other than the

work identified as subcontract work on the bidding sheets, without receiving

prior approval from the designated District contract manager.

2. The Contractor shall complete all columns in the attached bidding sheet(s). As an

addendum to the bidding sheet(s), the Contractor shall provide method detection

limits (MDLs) as determined using 40CFR136 Appendix B and reporting limits

(RLs) for the analytical parameters included in the scope of the methods for

Environmental Sample Analysis Compliance

which the Contractor is bidding. The contractor shall provide a definition for

their RLs.

3. The Contractor shall include information on the surcharge that will be applied for

a 1, 2, and 3 day turnaround time. If a standard 5 day turnaround time is not

available, include the anticipated turnaround time and the surcharge that will be

applied for a 5 day turnaround time. The surcharge shall be specified as a price

factor, which will be applied to the bid price, and shall be identified for each

turnaround time listed on bidding sheets. For example, if the surcharge

multiplier for a 3-day turn around is 1.5 and the bid price is $10.00, the price with

a 3-day turn around is $15.00.

4. Courier services for sample pickups will be local and the pickup charge shall be

included as a line item separated from the quoted analytical prices. No additional

charge shall be applied to analytical costs for local sample pickups. Local sample

pickup location is EBMUDs Main Wastewater Treatment Facility at 2020 Wake

Ave., Oakland. If a local laboratory drop off location is not available or not

convenient, the laboratory courier service will be scheduled accordingly. Courier

services would be required no more than one time per day, with routine

sampling events performed weekly.

5. The analytical data must be delivered to the appropriate District staff contact

within the specified turnaround time.

6. The turnaround time is defined as the elapsed time between the pickup of the

samples by the Contractor, or the Contractor’s designee, and the receipt of the

analytical results by the specified District staff contact on the sample chain-of-

custody.

7. Delivery of the results to the District staff contact must be made in the following

manner for both standard turnaround time and for rush turnaround times (less

than 5 calendar days excluding holidays):

(1) A final certified report, submitted as an email with the final results;

(2) A project specific electronic data deliverable (EDD).

8. District holidays and weekends shall be excluded in the calculation of the due

date for rush turnaround times, if the holiday is also recognized by the

Contractor.

9. All requests for rush turnaround shall be agreed upon between the District

contact and the Contractor prior to the submission of samples to the Contractor.

10. Penalties assessed for not meeting the turnaround time:

Environmental Sample Analysis Compliance

a. Failure to meet the turnaround time for rush samples will be assessed as

follows:

(1) If the Contractor fails to submit the report of analytical results to

the District designee for a period longer than the agreed upon rush

turnaround time (e.g. the results are received on day five when the

requested turnaround time was 2 days), the analytical surcharge

shall be removed and the actual surcharge or standard charge will

be applied.

(2) If the Contractor fails to submit the report of analytical results to

the District designee for a period longer than seven (7) days beyond

the agreed date, the report of analytical results shall be submitted

as soon as possible to the District at a discounted rate. These rates

shall be included in the final page of the Proposal Form Table.

(3) Contractor will respond to District questions within 1 business day

and if applicable, submit a revised report with 2 business days.

b. Penalties assessed for not meeting the standard turnaround time.

(1) If the Contractor fails to submit the report of analytical results

within the time specified, the Contractor shall, in place of actual

damages reduce the unit price for each analysis. After seven (7)

calendar days they will be charged at a discount for the analyses.

(2) The standard turnaround time can be extended with the consent of

the District contact if the analytical method requires it. All standard

turnaround time extensions shall be negotiated between the

Contractor and the District contact.

II. CALENDAR OF EVENTS

EVENT

RFP Issued

Response Due

Anticipated Contract Start

Date

DATE/LOCATION

April 9, 2024

April 23, 2024 4:00 p.m. PST

June 1, 2024

Note: All dates are subject to change by District.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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Request for Proposal for Environmental Sample Analysis Compliance

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