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FY2008-11 Analytical Laboratory Services (Landfill)KODIAK ISLAND BOROUGH AGENDA STATEMENT SEPTEMBER 20, 2007 REGULAR MEETING ITEM NO: 13.A,L TITLE: Contract No. FY2008 -11 Agreement for Analytical Laboratory Services (Landfill Water Monitoring RFB.) SUMMARY: The Kodiak Island Borough Landfill is required to conduct water samples at least twice each year to determine if water quality standards are being met. Bid proposals were requested and the Borough received two responses from SGS Environmental and Analytica Group. The requested contract term is for four years with two one -year optional extensions and is essentially a unit price contract. In the near future the Borough may be required by ADEC to conduct water sampling on a more frequent basis. The estimated cost from each vendor on an annual basis, based on a twice per year sampling protocol is: SGS Environmental Analytica Group FISCAL NOTES: Account No.: 530 -731 430 -140 Amount Budgeted: Expenditure Required Per Year Per 4 Year Contract $11,850 $47,400 $10,312 $41,248 APPROVAL FOR AGENDA: ;��%''�" RECOMMENDED MOTION: Move to authorize the manager to execute Contract No. FY2008- 11 with Analytica Group of Anchorage, AK for a unit price contract for the period of October 2007 - October 2011. �ro11%zrt }x'-11 AGREEMENT FOR ANALYTICAL LABORATORY SERVICES This Agreement is entered into as of this .2-1 day of ' 2007, by and between Kodiak Island Borough (Client) and Analytica Group (LAB). 1. CONTRACT DOCUMENTS The following documents are incorporated in this Agreement as if fully set forth herein: the Bid Documents for Analytical Laboratory Services, including attachments, submitted. 2. SERVICES During the term of this Agreement, and subject to the conditions herein set forth, whenever it is mutually determined as desirable or necessary, Client may call to perform specific laboratory services. In each instance a separate document will be prepared by Client, each being separately subject to the terms and conditions of this Agreement. Said document will define (1) Scope of Services to be performed, (2) Proposed Schedule of Services, and (3) Estimated Cost of Services. Such documents will be mutually agreed upon by Client and LAB, subject to the terms and conditions of this Agreement, and will be executed by an authorized representative of each party. Any terms or conditions of any purchase or work order submitted hereunder, which is contrary to the terms of this Agreement, shall be void and of no force and effect. 3. WARRANTY Recognizing that the nature of many samples is unknown and that some may contain potentially hazardous components, LAB warrants only that it will perform testing services, obtain findings and prepare reports in accordance with generally accepted analytical laboratory principles and practices at the time of performance of services and in accordance with the LAB Quality Assurance Manual. LAB makes no other warranty, express or implied. At LAB's sole discretion, preliminary results may be given in advance of the laboratory report. Such preliminary results are tentative, subject to confirmation and final review by LAB. Client's use of preliminary results in any manner shall be at Client's sole risk. 4. SCOPE AND COMPENSATION LAB agrees to perform the services outlined in the Bid Documents, dated August 2007. Unless the parties agree in writing to the contrary, the duties of LAB shall not be construed to exceed the services specifically described. Payment terms are net 30 days from the date of receipt of invoice. 5. PRICES Compensation for services performed will be as quoted by LAB in the Bid Documents and on the Bid Sheet. 6. METHODS LAB will use analytical methodologies which are in conformity with the U.S. Environmental Protection Agency (EPA) as outlined in the Bid Documents. LAB reserves the right to deviate from these methodologies, if necessary or appropriate, due to the nature or composition of the sample or otherwise, based on the reasonable judgment of LAB and in accordance with LAB's \\Dove \departments\EF\Baler Facility\RFPs\RFBs\FY2008 \Water Sampling RFB \Contract Docs \Agreement for Analytical Lab Services 2007.docx Page 1 of 5 Quality Assurance Manual. Deviation, if any, will be made on a basis consistent with recognized standards of the industry and/or LAB's standard operating procedures. All deviations from analytical methodologies specified in the Bid Documents shall be reported to Client. 7. LIMITATION OF LIABILITY Except as may be stated in the Bid Documents, in the event of any error, omission or other professional negligence, the sole and exclusive responsibility of LAB shall be to re- perform the deficient work at its own expense, and LAB shall have no other liability whatsoever. All claims shall be deemed waived unless made in writing and received by LAB within ninety (90) days following completion of services. LAB shall have no liability, obligation or responsibility of any kind for losses, costs, expenses or other damages (including but not limited to any special, indirect, incidental or consequential damages) with respect to LAB's services or results, except as may be stated in the Bid Documents. All results provided by LAB are strictly for the use of the Client, and LAB is in no way responsible for the use of such results by clients or third parties. All results should be considered in their entirety, and LAB is not responsible for the separation, detachment, or other use of any portion of the results. 8. HAZARD DISCLOSURE Client represents and warrants that any sample delivered to LAB will be preceded or accompanied by complete written disclosure of the presence of any hazardous substances known or suspected by Client. Client further warrants that any sample containing any hazardous substance which is to be delivered to LAB, will be packaged, labeled, transported and delivered properly in accordance with applicable laws. 9. SAMPLE HANDLING Prior to LAB's acceptance of any sample (or after any revocation of acceptance), the entire risk of loss or damage to such sample remains with Client. Samples are accepted when receipt is acknowledged on chain of custody documentation. In no event will LAB have any responsibility or liability for the action or inaction of any carrier shipping or delivering any sample to LAB's premises. LAB will arrange for the timely shipment of specially prepared sample bottles and sampling instructions per Client instruction as stated in the Bid Documents. Client will ship samples only to the LAB's Anchorage location. Any other shipping arrangements will be at Client's expense. Client will not be responsible for any samples shipped by LAB. Disposal of hazardous waste samples is the responsibility of the Client. If the Client does not wish such samples returned, LAB may add storage and disposal fees to the final invoice. Maximum storage time for samples is 30 days after completion of analysis, unless modified by applicable state or federal laws. Client will be required to give LAB written instructions concerning disposal of these samples. \\Dove \departments\EF\Baler Facility\RFPs\RFBs\FY2008 \Water Sampling RFB \Contract Docs \Agreement for Analytical Lab Services 2007.docx Page 2 of 5 LAB reserves the absolute right, exercisable at any time, to refuse to receive delivery of, refuse to accept or revoke acceptance of any sample which, in the sole judgment of LAB, (a) is of unsuitable volume, (b) may be or become unsuitable for, or may pose a risk in handling, transporting or processing for any health, safety, environmental or other reason, whether or not due to the presence in the sample of any hazardous substance, and whether or not such presence has been disclosed to LAB by Client or (c) has been delivered to the LAB more than 72 hours after sampling or if one half of the recommended holding time for the analysis has lapsed. 10. LEGAL RESPONSIBILITY LAB is solely responsible for performance of this Agreement, and no affiliated company, director, officer, employee or agent shall have any legal responsibility hereunder, whether in contract or tort, including negligence. 11. TERM OF AGREEMENT; TERMINATION This Agreement will be for an initial term commencing on the date hereof, and ending at the end of the fourth calendar year in which the Agreement was fully executed, and may be renewed for two (2), one (1) year extensions upon written approval of both parties. This Agreement may be terminated by Client at any time. If this Agreement is terminated, Client will pay company for services performed to the date LAB receives notice of termination. The obligations of the parties to indemnify and the limitations on liability set forth in this Agreement shall survive the expiration or termination of this Agreement. 12. LAWS AND REGULATIONS Both parties will be entitled to regard all applicable laws, rules, regulations and orders issued by any federal, state, regional or local regulatory body as valid and may act in accordance therewith until such time as the same may be modified or superseded by such regulatory body or invalidated by final judgment in a court of competent jurisdiction, unless prior to such final judicial determination, the effectiveness of such law, rule or regulation has been stayed by an appropriate judicial or administrative body having jurisdiction. 13. ASSIGNMENT Neither party to this Agreement may delegate, assign or otherwise transfer its rights and interests or duties and obligations under this Agreement without the prior written consent of the other party. 14. ATTORNEYS' FEES AND COSTS If any action or proceeding is commenced to enforce or interpret any of the terms or conditions of this Agreement or the performance thereof, including the collection of any payments due hereunder, the prevailing party will be entitled to recover all reasonable attorneys' fees and court costs. If LAB is requested to respond to any mandatory orders for the production of documents or witnesses on Client's behalf regarding work performed by LAB, Client agrees to pay all costs and expenses incurred by LAB not reimbursed by others in responding to such order, including attorneys' fees, staff time at current billing rates and reproduction expenses. \\Dove \departments \EF\Baler Facility\RFPs \RFBs\FY2008 \Water Sampling RFB \Contract Docs \Agreement for Analytical Lab Services 2007.docx Page 3 of 5 15. GOVERNING LAW This Agreement shall be subject to, interpreted and enforced according to the laws of the State of Alaska, unless otherwise agreed to in writing by the parties. 16. SEVERABILITY Any provision of this Agreement held in violation of any law will be deemed stricken, and all remaining provisions shall continue valid and binding upon the parties. The parties will attempt in good faith to replace any invalid or unenforceable provision(s) of this Agreement with provisions which are valid and enforceable and which come as close as possible to expressing the intention of the original provisions. 17. FLOW -DOWN AND JOB- SPECIFIC PROVISIONS LAB acknowledges that its participation in certain work assignments may be contingent upon its acceptance of additional provisions including, but not limited to, obligations to secure bonds, increase insurance limits or sign non - disclosure agreements as may be required by the type of work or the terms of a contract between Client and third party. Client shall present such requirements to LAB for its review and appropriate provisions shall be included in the Purchase Order for the work. 18. DATE DELIVERABLES LAB will provide data deliverables as outlined in the Bid Documents. 19. FORCE MAJEURE LAB shall have no responsibility or liability to the Client for any failure or delay in performance by LAB which results in whole or in part from any cause or circumstance beyond the reasonable control of LAB. Such causes and circumstances shall include, but not be limited to, acts of God, acts of Client, acts or orders of any government authority, strikes or other labor disputes, natural disasters, wars, civil disturbances, or any other cause beyond LAB's reasonable control. LAB accepts all responsibility and liability for samples sent by it to another location. 20. ENTIRE AGREEMENT This Agreement, consisting of the Bid Documents and any attachments, constitutes the entire agreement between Client and LAB. It supersedes any and all prior written or oral agreements, negotiations, or proposals, or contemporaneous communications with respect to the subject matter hereof, and has not been induced by any representations, statements, or agreements other than those herein expressed. No amendment to this Agreement hereafter made between the parties will be binding on either party unless reduced to writing and signed by authorized representatives of both parties. The parties hereto have read this Agreement and accept all of its terms and conditions subject to those modifications, if any, which are typed or handwritten on the Agreement or attached and incorporated herein and which have been initialed by all contracting parties. \\Dove \departments\EF\Baler Facility\RFPs\RFBs\FY2008 \Water Sampling RFB \Contract Docs \Agreement for Analytical Lab Services 2007.docx Page 4 of 5 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized representatives. KODIAK ISLAND BOROUGH By Rick Giff Borough Manager ANALYTICA GROUP LM Tit] By Walle W. Koning Engineering/Facilit s Director -' Attest: Q "" G By Nova M. Javier, CMC Borough Clerk \\Dove \departments \EF\Baler Facility \RFPs\RFBs\FY2008 \Water Sampling RFB \Contract Docs \Agreement for Analytical Lab Services2007.docx Page 5 of 5 NOTICE OF INTENT TO A WARD KODIAK ISLAND BOROUGH 710 MILL BAY ROAD KODIAK, AK 99615 -6398 To: Analytica Alaska, Inc. 4307 Arctic Boulevard Anchorage, Alaska 99503 Re: Kodiak Island Borough Landfill Facility Analytical Laboratory Services Contract No.: 2008 -11 The Owner has considered the bid submitted by you for the above - described work in response to its Notice Inviting Bids dated August 2007. You are hereby notified that your proposal has been accepted. However, please be advised that this Notice of Intent does not obligate the Borough. KIB does not enter into a legal binding agreement until the Agreement has been signed and has received administrative or Assembly approval. You are required under the terms of the Notice Inviting Bids and the Instructions to Bidders to execute an Agreement and furnish the required certificates of insurance within ten (10) calendar days from the date of this Notice. If you fail to execute said Agreement and furnish said certificates of insurance within ten (10) days from the date of this Notice, said Owner will be entitled to consider all your rights arising out of the Owner's acceptance of your bid to be abandoned. The Owner will be entitled to such other rights as may be granted by law. You are required to return an acknowledged copy of this Notice of Intent to Award to the Owner Dated this 20th day of September 2007. Rick L. Borough ATTEST: d H M, /1 Nova M. avier, CMC Borough Clerk O *, C Y G) \\Dove \departments\EF\Baler Facility\RFPs\RFBs\FY2008 \Water Sampling RFB \Contract DocsWotice of Intent to Award.doc Page 1 of 2 ACCEPTANCE OF INTENT TO AWARD Receipt of the foregoing Notice of Intent to Award is hereby acknowledged. By: ANALYTICA GROUP Dated this ,27 day of z�wk)007. By: Title: Le4- • :�� \\Dove \departments\EF\Baler Facility\RFPs\RF13s\FY2008 \Water Sampling RFB \Contract Docs\Notice of Intent to Award.doc Page 2 of 2 Analytical Laboratory Services RFB 12007 Pricing - Soecial Considerations • All prices include sampling containers with preservatives, coolers, packing, freezing materials, sampling instructions, chain -of- custody forms and seals, prepaid standard shipment of coolers to Kodiak, and electronic results, including COC via email in a .pdf format + Excel EDD for the VOC's. Value Added Services • Sample Kits - Analytica will preprint Chain of Custody's per KIB Landfill Scope of Work (SOW), which includes labeling all sample bottles with the appropriate test required. This value added service will save KIB time and money and reduce risk by insuring documented accuracy for each sampling event. This service is provided to KIB at no additional charge. • Scheduling - Analytica will schedule KIB Landfill SOW into our automated Laboratory Information Management System (LIMS) "scheduler" and ship kits based on a predetermined date established by KIB without further notification from KIB. This value added service will save KIB time and money and reduce risk by insuring time sensitive shipments for each sampling event. This service is provided to KIB at no additional char Project Description Below are Analytica's comments /responses to specific items addressed by KIB in the PROECT DESCRIPTION sections of the RFP: 4. Other Requirements a. Certification: Our ADEC laboratory certification for: Laboratories Certified to Perform Chemical Analyses of Drinking Water can be viewed at: http: / /www.dec. state .ak.us /eh /lab /certchemlabs.aspx. Microbiological Contaminants in Public Drinking Water can be viewed at: httl2://www.dee.state.ak.us/ch/lab/labs.htm. Contaminated Sites can be viewed at at: http://www.dec.state.ak.us/eh/Iab/USTLabs.aspx. ADEC is phasing out the distribution of paper certificates in lieu of the information available at their above website links. However certificates made available by ADEC at the time of this bid are enclosed. Analytica Group certification includes at a minimum inorganic chemicals, organic chemicals, volatile organic compounds, physical contaminants, and microbiological analysis. All tests methods will be conducted by Analytica Group. The two laboratory facilities assigned to support the KIB Landfill SOW are located in Anchorage, Alaska and Thornton, Colorado. The C: \Users \Elizabeth\Desktop \Kodiak RFP \Submittals\Pricing, Special Considerations, Bid Sheets.doc Page 1 of 11 Analytical Laboratory Services RFB 12007 -- - -re Mated- heldin - time -i f -sam s--tn -received-with- less- than_11i-the- }��szriibet lioidirg- __ time remaining. Analytica will make every effort to meet the holding time regardless of the holding time left. Samples will not be analyzed beyond its allowable storage time (hold time) without the written approval of KIB. KIB payment terms are acceptable to Analytica, 30 days from date of invoice. g. Other Costs: Analytica will notify KIB of any analytical complexities requiring special procedures, multiple reruns, and special handling due to complicated matrices. Customary charges will be nominal, reasonable, and agreed to by KIB in advance at the time of notification. Decontamination water and supplies — If decontamination water and associate bottles are requested by KIB, Analytica will charge extra for these items at our cost. h. Agreed i. Agreed j. Agreed k. Laboratory Project Manager: Project Management which includes all immediate customer service needs, data reporting and technical interpretation for this contract will be assigned to your single point of contact - Ms. Krissy Plett, locally employed at our facility in Anchorage. NOTE: EPA Methods — Analytica will run methods pursuant to those requested in the Bid Sheets, however please be advised that EPA has discontinued and/or replaced some of KIB's current methods with newly promulgated methods per 40 CFR. (see attached). Please notify Analytica of any future method changes based on the requirements of your landfill permit. C: \Users\Elizabeth\Desktop\Kodiak RFP \Submittals\Pricing, Special Considerations, Bid Sheets.doc Page 3 of 11 Analytical Laboratory Services RFB t 2007 BID SHEETS ANALYTICAL TESTING PARAMETERS FOR KIB LANDFILL WATER QUALITY MONITORING C: \Users\Elizabeth\Desktop\Kodiak RFP \Submittals\Pricing, Special Considerations, Bid Sheets.doc Page 4 of ll Analytical Laboratory Services RFB � 2007 - $IDTSSl�E11�2 -013 - - - - - -- _- - - -- - - - -- - - -- - -- - - -- -- - - Surface Water Quality Monitoring Parameters Sample Location S -1, S -B, S -5, Temp Blank, Trip Blank Parameter EPA Method' Re ort As COST Ammonia (NH3) 350.1 or 350.2 or ppm $19.00 350.3, depending on the concentration Kjeldahl Nitrogen 351.3 or 351.1 ppm $39.00 (TKN) Total Dissolved Solids 160.1 ppm $19.00 (TDS)* Biological Oxygen 405.1 ppm $42.00 Demand (BOD) Iron (total) EPA 200 ppb $10.00 Manganese (total) EPA 200 ppb $10.00 Benzene 8260 + EDD ppb $85.00 TOTAL $224.00 COST l 'Test Methods for Evaluating Solid Waste, EPA SW 846, current edition, as amended; and Methods for Chemical Analysis of Water and Wastes, EPA- 600/4- 79020, current edition, as amended. *NPDES Requirement C: \Users\Elizabeth \Desktop\Kodiak RFP \Submittals\Pricing, Special Considerations, Bid Sheets.doc Page 6 of 11 Analvtical Laboratory Services RFB E 2007 BID SHEET 3 OF 5 Surface Water Quality Monitoring Parameters Sample Location S -7, Temp Blank, Trip Blank Parameter EPA Method' Report As COST Ammonia (NH3) 350.1 or 350.2 or 350.3, depending on the concentration ppm $19.00 Kjeldahl Nitrogen (TKN) * 351.3 or 351.1 ppm $39.00 Total Dissolved Solids (TDS) * 160.1 ppm $19.00 Chemical Oxygen Demand (COD) 353.2 ppm $42.00 Biological Oxygen Demand (BOD) 405.1 ppm $42.00 Metals EPA 200 Series ppb Prep Included Antimony (total) 200.8 $10.00 Arsenic (total) 200.8 $10.00 Barium (total) 200.8 $10.00 Beryllium (total) 200.8 $10.00 Cadmium (total) 200.8 $10.00 Chromium (total) 200.8 $10.00 Cobalt (total) 200.8 $10.00 Copper (total) 200.8 $10.00 Iron (total) 200.7 $10.00 Lead (total) 200.8 $10.00 Manganese (total) 200.8 $10.00 Nickel (total) 200.8 $10.00 Selenium (total) 200.8 $10.00 Silver (total) 200.8 $10.00 Thallium (total) 200.8 $10.00 Vanadium (total) 200.8 $10.00 Zinc (total) 200.8 $10.00 Volatile Organics Benzene 8260 + EDD $85.00 Chlorobenzene 8260 Incl. TOTAL COST $416.00 1 esr ivietnoas jor Gvatuattng ,)oita waste, tFA SW 646, current edition, as amended; and � Methods for Chemical Analysis of Water and Wastes, EPA - 600/4 - 79020, current edition, as amended. *NPDES Requirement C: \Users\Elizabeth\Desktop \Kodiak RFP \Submittals\Pricing, Special Considerations, Bid Sheets,doc Page 7 of 11 ,¢i Analytical Laboratory Services RFB 2007 __ TvT, Methods-for Evatuatirz$_S qir - Wa -St:e -EPA-S-WS46 curr6ff edition, as amended, and Methods for Chemical Analysis of Water and Wastes, EPA - 600/4- 79020, current edition, as amended. BID SHEET 5 OF 5 OTHER REQUIRED BID INFORMATION Cost for each cooler pick -up trip to local airport if samples are returned terminal -to- terminal: $25.00 –per trip 2. Location(s) at which laboratory analysis will be performed: Anchorage, Alaska; Thornton, Colorado (see 4.a above) Premium for faster turnaround times and /or reduction in price for slower than 15 working days turnaround time: _5 Day = Unit Price + 25 %; 3 Day = Unit Price + 50 %; 1 -2 Day = Unit Price + 100% The following items shall be included as part of the bid submittals: 1. Provide applicable laboratory certifications. Our ADEC laboratory certification for Laboratories Certifted to Perform Chemical Analyses of Drinking Water can be viewed at http://www.dec.,state.ak.us/ch/lab/certchemlabs.Ls-px. Our ADEC certification for testing Microbiological Contaminants in Public Drinking Water can be viewed at http://www.dec.state.ak.us/eh/lab/labs.btm. Our certification for testing Contaminated Sites can be viewed at http://www.dee.state.ak.us/eh/Iab/USTLabs.aspx. 2. Signed copy of Laboratory QA/QC Program. – Enclosed 3. Sample data report. - Enclosed TOTAL COST BID SHEET 1 OF 5 $_____446.00 TOTAL COST BID SHEET 2 OF 5 $ 224.00 �9U TOTAL COST BID SHEET 3 OF 5 $ 416.00 TOTAL COST BID SHEET 4 OF 5 $ 407.00' TOTAL COST BID SHEET 5 OF 5 GRAND TOTAL $ 1,493.00 / B` y -'Elizabeth _ Rensch Title: —Dir. Business Development– Date: _08/28/2007 End of Bid Sheet C: \Users\Elizabeth \Desktop \Kodiak RFP \Submittals \Pricing, Special Considerations, Bid Sheets.doc Page 9 of 11 Analvtical Laboratory Services RFB 12007 Tabled List of ' Required Volatile Qrganic Compounds from 40 CFR 258 - Appendix I C: \Users\Elizabeth\Desktop\Kodiak RFP \Submittals\Pricing, Special Considerations, Bid Sheets.doc P e 10 of 11 Commoh Name' CAS RN b Report NI as ppb 1 Acetone 67 -64 -1 2 Acrylonitrile 107 -13 -1 3 Benzene 71 -43 -2 4 Bromochloromethane 74 -97 -5 5 Bromodichloromethane 75 -27 -4 6 Bromoform; Tribromomethane 75 -25 -2 7 Carbon Disulfide 75 -15 -0 8 Carbon Tetrachloride 56 -23 -5 9 Chlorobenzene 108 -90 -7 10 Chloroethane; Ethyl chloride 75 -00 -3 11 Chloroform; Trichloromethane 67 -66 -3 12 Dibromochloromethane; Chlorodibromomethane 124 -48 -1 13 1,2- Dibromo- 3- chloropropane; DBCP 96 -12 -8 14 1,2- Dibromoethane; Ethylene dibromide; EDB 106 -93 -4 15 o- Dichlorobenzene; 1,2- Dichlorobenzene 95 -50 -1 16 p- dichlorobenzene; 1,4- Dichlorobenzene 106 -46 -7 17 Trans- l,4- Dichloro -2 butene 110 -57 -6 18 1, 1 -dichloroethane; Ethylidene chloride 75 -34 -3 19 1,2- Dichloroethane; Ethylene dichloride 107 -06 -2 20 1, 1 -Dichoroethylene; 1,1- Dichloroethene; Vin lidene chloride 75 -35 -4 21 Cis -1,2- Dichloroethylene; cis -1,2- Dichloroethene 156 -59 -2 22 Trans -1,2- Dichloroethylene; trans -1,2- Dichloroethene 156 -60 -5 23 1,2- dichloropropane; Propylene dichloride 78 -87 -5 24 Cis -1,3- Dichloropropene 25 Trans -1,3- Dichloropropene 10061 -02 -6 26 Ethylbenzene 100 -41 -4 27 2- Hexanone; Methyl butyl ketone 591 -78 -6 28 Methyl bromide; Bromomethane 74 -83 -9 29 Methyl chloride; Chloromethane 74 -87 -3 30 Methylene bromide; Dibromomethane 74 -95 -3 31 Methylene chloride; Dichloromethane 75 -09 -2 32 Methyl ethyl ketone; MEK; 2- Butanone 78 -93 -3 C: \Users\Elizabeth\Desktop\Kodiak RFP \Submittals\Pricing, Special Considerations, Bid Sheets.doc P e 10 of 11 .ate-' -.. ... .._....... -. .... - a ..-it;, Analytical Laboratory Services RFB 12007 - - -- _.__ -- 3.3_.._- --Methyl-iodide-, lodomethane _ ___ _ __ _ I4= -88=4 List of Required Volatile Organic Compounds (Continued) a Common names are those widely used in government regulations, scientific publications and commerce; synonyms exist for many chemicals n Chemical Abstracts Service Registry number. Where "Total' is entered, all species in the ground water that contain this element are included. C Use Method SW 8011 Note: This list contains 47 volatile organics for which possible analytical procedures provided in EPA Report SW -846 "Test Methods for Evaluating Solid Waste ", Third edition, November 1986, as revised December 1987, includes Method 8260. C:\ Users\ Elizabeth\ Desktop \Kodiak RMSubmittals\Pricing, Special Considerations, Bid Sheets.doc Page 11 of 11 Common Name a 1 CAS RN b Report All As ppb 34 4- methyl -2- pentanone; Methyl isobutyl ketone 108 -10 -1 35 Styrene 100 -42 -5 36 1, 1, 1,2-Tetrachloroethane 630 -20 -6 37 1,1,2,2- Tetrachloroethane 79 -34 -5 38 Tetrachloroethylene; Tetrachloroethene, Perchloroeth lene 127 -18 -4 39 Toluene 108 -88 -3 40 1,1,1- Trichloroethane; Methylchloroform 71-55-6 41 1,1,2- Trichloroethane 79 -00 -5 42 Trichloroethylene; Trichloroethene 79 -01 -6 43 Trichlorofluoromethane; CFC -11 75 -69 -4 44 1,2,3- Trichloropropane 96 -18 -4 45 Vinyl acetate 108 -05 -4 46 Vinyl chloride 75 -01 -4 47 Xylenes 1330 -20 -7 a Common names are those widely used in government regulations, scientific publications and commerce; synonyms exist for many chemicals n Chemical Abstracts Service Registry number. Where "Total' is entered, all species in the ground water that contain this element are included. C Use Method SW 8011 Note: This list contains 47 volatile organics for which possible analytical procedures provided in EPA Report SW -846 "Test Methods for Evaluating Solid Waste ", Third edition, November 1986, as revised December 1987, includes Method 8260. C:\ Users\ Elizabeth\ Desktop \Kodiak RMSubmittals\Pricing, Special Considerations, Bid Sheets.doc Page 11 of 11 NOTICE TO PROCEED KODIAK ISLAND BOROUGH 710 MILL BAY ROAD KODIAK, AK 99615 -6398 TO: Analytica Group 4703 Arctic Boulevard Anchorage, Alaska 99503 Project: KIB Landfill Analytical Laboratory Services Contract No.: 2008 -11 Amount of Contract: Based on unit prices. You are hereby notified to commence work on the referenced contract on October 2007 and shall fully complete all of the work as per the schedule in the contract. Expiration date of the contract is October 2011. Dated this day of 00'-2007. By: c� � i, -Rick L. Gif Borough NTanager ATTEST. Vp"4-1— N M Javier, CMC Borough Clerk ACCEPTANCE OF NOTICE Receipt of the foregoing Notice to Proceed is hereby acknowledged By: ANALYTICA GROUP This day of y` T ° ~' �' 2007. B y: Title: \\Dove \departments\EF\Baler Facility\RFPs\RFBs\FY2008 \Water Sampling RFB \Contract Docs \Notice to Proceed.doc Page 1 of 1 � h,�YR� •.K .r�.� tSJ l C 0 ACCEPTANCE OF NOTICE Receipt of the foregoing Notice to Proceed is hereby acknowledged By: ANALYTICA GROUP This day of y` T ° ~' �' 2007. B y: Title: \\Dove \departments\EF\Baler Facility\RFPs\RFBs\FY2008 \Water Sampling RFB \Contract Docs \Notice to Proceed.doc Page 1 of 1 �20o a'- ii�J Date.- Elizabeth RensdV IL Analytica Group \�d',ove\Depatiments\EF\Sol,'I'd, Waste"Noter AnalysisMoalytica Contract Extonstion I I'l 020.doc Involice, to.: Jessica Wiolf Report tolo, Jessica Wolf Company: Kodiak Island Borough Ad dress: 7 10 Mill Bay Road Kodiak, AK 9,961 5 Phone: 907-4816-9349 Fax.: e-MaJI11: jwo1f@,kodiakakus Company. Kodiak Island Borough address: 7 10, Mill Bay Road Kodiak, AK 996, 15 Phone.- 907-486-9,3419, Fax.,- e-Mlaik jwolq -akak.us Comments Regarding this Quotation: TAT is,30 WORKING DAYS from the date of sample receipt at the lab, Client will 'be providing samples for MS and MSS for their "Surface Well Water Quality Monitoring Parameters"' the MS and the MS MSD will be invoiced as addlitilonal samples. Charges for Expedited service are as fol lows: 5 Day = Unit price X 25 %; 3 Day = Un itprice X 50 %; 1-2 Day — Unit price X 10 0%. Test Items:1 Turnaround Item Meth,od/Desicripfion Matrix" (wo,rking Unit Riate Quantity Charge/ DjSrcount I SM2540C - Total Dissolveld Solids dried at 180T -TDS Aqueous 10 $21.0 22 $462,00 Page 1 of 5 Quotation for Analytical Services Test Items: Turnaround Item Method/Description MatrrIX (working days) Unit Rate ilty Charge/Discount 5 200,7 - Metals by 1CP­ Total Metals ug/L (2 Are alytes,) Aqueous 15' $22.010 26 $572.00, note- FeandMn. $11.00for,thefirstainatwe, V 1. 00 for each additional analyte. 16 200'. 7- M t s by 1CP - Total. Metals ug/L Aqueous 10 $11.00, 1 $1 �.00 note - Fe 7 200.,8 - Metals by ICRIM'S - Total/TR (16, Analytes) Aqueous 15 S 1716.00 1 176,010 note - Sh,AsBa,Be,,CdCrCo�,,Ci,,i,Pb,Mn,, 1Vi,SejAgPT1,'V?7,Zn $11.00forthefiry analyfe'. $11. OOf6r each additional analylle, 8 504. 1, Microextractilon and G1C/ECD - MWH EDB Aqueous 10 $159'w,00 1 $ 1 9. 010 DBCP 9 504A Microextraction and GC/E-CD - MWH EDB & Aqueous, 10 $159.00 1 $ 1519.00 DBCP nIt- Travel Blank 10 524.2 - Alaska IOW VOCs Aqueous, 1 $253.00 1 ,048.010 11 SW8260B - VOCs by GC'/MS Aqueous 15 $94.00 4 S376.010 niole- Samples S-1, S-B and S-5. Benzene only 12 SW8260B, - V10Cs by GC/MS Aqueous 15 S 127.00 1 $127'.00 note - Leachiate and Weir: L-1., W-2, S'_7,,,S'W-2', SW-,3, SW-5 1,3 SM2540C - T t l iss 1 e Is olids dried at 1800C, - Aqueous 10, $21.010 0 $0.00 S,M-TDS 1 SM4500-NH.3C - Titri'metric Method - Ammonia, Aqueous 10 $21 ..00 1 $21.00 Dist./Titrati noite, - Uvefor Leachate and Weir, S7, S5 15 SM4500-NH3C - Titrimetric Method - TKN'by Aqueous 10 $43.00 14 $602.00 diSt/dftati on 116 S1 500-1 Ammonia, Selective Electrode Method Aqueous, 10, 521.00 22 $462.00 - Ammonia note Uvefor S1, SB, SW21, SW3 & SW5 17 SM5220D - Chemical Oxygen Demand - 'CO D Aqueous 10 $46.00 0 $0.00 Sub Total: $91,1616 1.00 Quotation for Analyti'cal Services Item Description Items UnitRiate Quantity Charge/Disicounit I Courier Service Per Clooler Pick'Up n/a $25.00 1, $25.100 Sub Totak 25.010 Grand Total- $9)68600 Page 3 of 5 tuotation for Analytical SerA 1 ices Abbreviated Terms and Conditions (A complete copy of Anal yticals General Provision Sale available upon request) L P menh Prcpayincrit isnorinally required unlessa credittin hasbeen approved, in advance., Client agreesto provide Anal i pleted business -.Ax— c ytica a com application, within ten (10) business days of request, but no later than five (5) days prior to workbeing received, along with any other requested informiation, in order to establish an approved credit line. For Clients with approved credit, Anialytica will submit in i voices upon completion of the sicheduled work-,, Invoicies(s) are due and payable upon recicipt. Balances remaining, unpaid 30 days after invoice date shall accrue interest at 1.5% per milonth (18% per annuni). Anal ica, shall receive Y1 payments for, the Services in, accordance with the amount(s) listed In the Quotation provided or the prevailing standard price, when applicable, Client shall be requiredto, pay Arialytica,"s invoice, regardless of reimbursement filain their Client, and the final billing will be based upon the actual work performed, pursuant to the samples. and, documents subinitted. at the tim,c of receipt. If Analytica. engages legal counsel to enforce its rights ofpaylnent or and other rights under the partics"Agreerticnit, Client will be liable for all costs incurred by Analytica, including reasoriable attomey fees, 2. Schedultand Delays. Client shall notff-� Analytica by tclephonc, and confirm in writing within five 1(5) business days, immediately upon any event or condition impairing Client's ability to meet the parti& agreed, tirnic schedule, Such notifications, shall include any proposed revisions to the sichedule. Delays eauscd by matters, outsidle of Client's control, shall be excusa,b1c, but Analytica's work shall be compensabic under paragraph 1. If any contract outside this Agreement imposes the risk of picnatties or liquidated damages or other damages on the Client for delays, and to the extent such penalties or darriages are imposed on the Client for reasons other than delays within Analytica's control, Client waivesall rights to seek reimbursement from Anal yticia. No, other claim for reimbursement from Amalytica will be pennitted unless Analytica has been expressly advised (in writing) of the potential penalties or damages at the time the parties agree upon a schedule, and, all such claims are subject to the limits of paragraph 5 herein. F. Warranties. Analytica agrees to perforrn the Serviecs, in substantial coriffiril-nity with applicable regulations and/or other xvritten specifications supplied by the Client. Services perfonricd by Aral ytica will be clonducted in a manner consistent with that, level of care and, skifl ordinarily exercised by members of the pry flession. in the our locality under sirnilar conditions. The capacity of the laboratory Is allocated to work roccived, not to work quoted. Work quoted is not a guarantee to perfomi services and, therefore, advance notification of' sample arrival is highly recommended, Anal, agrees all Services, including but imiteld to, all deliverable(s), supplied in, connection with the perfortnance of the Services, found, to be defective (defined as unusable) will be re erformed, not 'I p I-cpJaced,, or repaired, to the Client's satisfaction and, at Analytica's expense, No other warranties, either express or, Implied, including warranties of ftness, shall apply to any service performed by Analyti'lea or an report, opinion, document or other item produced by Anal ytica. Analytica will not be liable for conscqulential damalgCS, Tesampling costs, or similar 1,1e gut expenses, unless these costs are caused as a direct re melt ofAnarlytica's negligence. Ana lytica "s total' liabi lity to Client for any and all injurics, claims, 11OSSes,,, expenses or damages whatsoever ar,ising out of or in any, way related to the Servicies from any cause or causes, including but not limited toAnalytica's negligence, efforsi, omissions, strict liability, breach of contract or breach of warranty shall not exceed. the total do�llar amount or value of the specific Services perfomied. Third party acts ofnegligence, cl or oiniss,ions, or a Client, submitting samples with less than Y2 holding time remaining, will release Analytica from liability for any reimbursement. Changes and, Ad,dl't'llion.al,Colmpense,tion. No,changcs to this agreement and no changes to the scope of any work gill lb allowed unless an authorized representative or afficer of Analytica specifically agrees to the changes in writing. Client agrees to provide written notice ufany requested changes in the scope of work and to reasonably compensate Arialyfica fbr any, work comp"Icted, prior to the change request. This written natice shall be provided by a representative of the Client that ha the authority to approve both changes to the scopic of work and the assiociated charges that may be incurred. Names of such, represcntatives should be mad e available at the time the order is formalized. "hangles, such as substantial differencies, in sample quantities, may, impact costs and turnaround time cominitinients, previously made by Analytica, and may result in additional fees. Client's failurc to provide written notice as required in this paragraph shall be a waNcr of Client's right to dispute any work perfort'ned. —$-ample Mts. Bottles will be supplied free of charge as l g as samples are �rcccivied by Analytica for billable analyscs. Analytica will provide sample kits, such as sample containers, labels, Chain, of Custody forms, custody scals, etc., shipped, to one location via regular ground transportation methiods upon request. Client agrees to allow 2-3 working days (from the date of Client"s request) for Analytica to ship sarnp,le kits. Rush, delivery chargcs, including but not limited, to, expedited freight charges or administrative fees may be charged by Analytica, for any requests, requiring expedited processing. A bottle deposit of $2.00 per bottle may be charged when sample kit shipment is made and subsequently refunded when a bottle is returned containing a sample. Sample kits not used by Clients arc not returnable and charges will not be refunded,. 6. Holding,:Times/EjxpeditedTur�na�r4)undTim,.e§, Anal yticawil initiate sample preparation and/oar analysis, within, the regulated, holding time provided, samples are received with not less than 12 the prescribed holding time remaining. If samples are received outside these pararricters, Analytica will inake a reasonable effort, to meet the holding time. Additionally, expedited turnaround surcharges will be applicid, to cover additional cost and capacity utilization, Client agrees to indemnify and hold hariii1ess Analytica, from any and all claims, including but not limited to expenses, fines, fees, penalties, resampling east, etc., resulting from, missing a regulated holiding time if Client has provided samples, outside the stated parameters. Client also agrees to provide a minimum 2,4 hours advance notification to AnalytiCar of sample arrival rcquiring expedited processing. 7. Normal Hours of Ouration, and Samole Receipt. Analytica maintains normal business hours of 8a.m. t p.in.,, Maeda y through Friday, In observance of recognized holidays, AnaIytica is closed for business all the following days: New dear's Day, Memorial Day, Independence Day, Labor Day, 'Thanksgiving, the day after Thanksgiving and Christmas Day and as required by any governmental agency havingjurisdiction. Client agrees, to contact Analytica in advance to schedule any sample acceptance and/or analysis during, times, outside of nonnal business hours, Expedited turnaround, surcharges may be applied, Samples received after 2 p.m. on normal businiess days may not be formally accepted until the next business day (12pin for AK locations). Normal business days are used for turnaround time calculations. Weekends, holidays, and after-hours, may require expedited turnaround charges. Samples specifically requested, or required by the Client to be analyzed or rec erred outside of Anal i,ca's normal business houns ii-na: he subject to, an additional fee of $3010,00 plus yt 'Y any applicable surcharges. Client agrees toindemnify and hold han-nicss.Analytica from any and, allclairns, inclulding'butnot limited to, expenses,, fines, fecs, picnaltics, resainpling costs, ctc., resulting frorn missing a regulated holding time if Client has provided samples outside the stated parameters., Page 4 of 5 0 0i Quotation f6r Analytical Services, Non - Standa -d and Artalvfical is o -n C s C Complications. In order to process non- tared r coi plicat, d work, cial procedures may be required. These p procedures may include special handling, non-standard methods, dilutions, etc., and may be subject, to additional charges. Analytica will notify Cl ofany analyiical complexities requiring special procedures, multiple rc-l-uns, special handling, etc. due to complicated or extremely contaminated samples or matrices. Additional charges will be discussed at the bine of notification. Non -a.ut horization of special procedures, by the Client may result' in the work not, being processed, in the prescribed time or not processed at all. M,ulti-phased samples will be processed and charged as separate samples. 9. Eauipmen,L/Rinsate,, Bottle Blanks or Trig Blanks. Analytical iniethods requiring various field blank samples such as Equipment/Rinsate Blanks or Bottle' Ala nks will not be supp lid ley Analytica unless Client specifically requests otherwise. Consistent with most malit y Prograrns, Trip Blank samples will be routinely supplied by Analytica unless, Clientspecific all y requests otherwise. Trip Blank samples, will be received, analy�zcd and billed as an additional an unless prior agreements have been made in writing. 10,. ak-n-19ble—D-inosal, Ownership of residual Client Samples is retained by the Client. and is not transficrred to, Analytica when samples are received or when sample custody transfers to Analytica. Residual Client samples may be returned to the Client within thirty (30) days aflercornpl ti on oftlic Services, unl,, s agreed to otherwise in writing. UPon Comp Iction of this 3,0 day ticnp, or upon 'Client reqLI,CS,t or by writtcn agrecment, Analytica retains the right to disposic of residual Client samples and shall act in a prudent manncr in 11 selecting and arranging for the transportation,, handling, storage or disposal ofhazardous substances or suspected hazardous substances,, Analytica will only use insured contractors Considered lawful professionals, in the disposal, ofhazardous substances or suspected hazardous substances. Disposal of residual Client sarnpics by Analytilca may in.1cur a charge of $ 10 per sample, 11. Wni'muM.Qrders. Analytica retains the right to impose a ininimurn order charge of One-Hunidred Dollars ($ 100.00), on all deliveries, including but not limit to analytical reports, clectronic deliveries, supplies, etc. 1 2. Tu rnaroUnd Times (TAT). Analytica's standard wmaround time varies depending upon the type of analytical sci-vice provided. Pleasc consult, with your Client Services Rcprcscntativc for details of what is considered standard turnaround tfi-nc y I for all work, requiesteld and processed sooner than standard wMaround time. for the, Services requested. Expedited TAT surchargcs are applicd, 11 Du12ficat!1t,12'Matri I I is x Sp*ke/M1ytr[x nihe Dppficytes. All Client specified Duplicate (Du p), Matrix Spikc (MS) and Matrix Spike Du licatc (MSD) p samples will be billed, at the quoted method unit rate. Duplicates, MatrriX Spike and Matri.x Spike Duplicates, must be clearly labeled as such on the Challn of Custody form,, PLEASE REVIEW THIS QUOTATION AS A PROJECT MANAGEMENTFORM. AS A DESIGNATED REPRESENTATIVE OF THE COMPANY NAMED ABOVE, PLEASE TNITIAL ANY CHANGES IN THE SCOPE, OF WORK, UTHORIZE BELOW,, AND RETURN TO AN'ALYTICA. AUTHORIZED BY:, DATE: PRINTED NAME:--