Title
GEM Gas Analyzer Purchase, Calibration and Maintenance Recommendation (Ordinance S-43825)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with QED Environmental Systems, Inc. (3522116) in an amount not to exceed $115,000 over the life of the contract for purchase, calibration and maintenance of GEM gas analyzers. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
In compliance with state, county and local regulations, the City samples and analyzes the methane, carbon dioxide and oxygen content of gas produced at five closed and one open landfills. The information is recorded and reported to regulatory agencies at required intervals.
The City currently utilizes seven GEM 2000 gas analyzers for this purpose. The analyzers require calibration and regular maintenance to assure the integrity and validity of the recording instruments and readings. The calibration is manufacturer-specific and must be documented. The vendor will provide the required calibration and maintenance of the existing analyzers. Additionally, the vendor maintains the condition and useful life of equipment and is scheduled to replace two of the analyzers in FY17/18 and the remaining analyzers within the initial three years of the contract.
Procurement Information
QED Environmental Systems, Inc. is the only authorized vendor for purchase of equipment, parts, service, warranty and training for GEM equipment. In accordance with Administrative Regulation 3.10, normal competition was waived as the result of a Determination Memo citing that there is only one source for the necessary goods and services.
Contract Term
The initial three-year contract term shall begin on or about Sept. 1, 2017, and end on Aug. 31, 2020. Provisions of the contract include an option to extend the term of the contract for up to two additional years, in one-year increments, which may be exercised by the City Manager or his designee.
Financial Impact
Expenditures shall not exceed $115,000 over the life of the contract, with an estimated annual expenditure of $23,000. Funds are available in the Public Works Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.