HomeMy WebLinkAbout05/07/2013 05F Sole Source Agreement with Metrohm USA for an Ion Chromatograph SystemBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 5F.
For Meeting of: 5/7/2013
ITEM TITLE: Resolution authorizing a Sole Source Procurement with
Metrohm USA for the purchase of an Ion Chromatograph
System specific in meeting the Regulatory Testing
Requirements of the Wastewater Division
SUBMITTED BY: Debbie Cook, Utilities & Engineering Director
Scott Schafer, Wastewater Division Manager
SUMMARY EXPLANATION:
The City of Yakima (City) Wastewater Division desires to purchase an Ion Chromatograph (IC)
system to provide a full resolution of nutrient analysis of wastewater sampling to meet its
regulatory requirements and obligations in accordance with its NPDES Permit with the
Department of Ecology.
The cost for the IC system through Metrohm USA is approximately $39,344. Any purchase
exceeding $25,000 requires competitive bidding. The Wastewater Division is respectively
requesting a sole source procurement with Metrohm USA for the purchase of their IC system
and to waive the formal bid process.
The Metrohm USA IC system offers the City's Wastewater Lab leading technology advances
such as an anion chemical suppressor, in -line ultra filtration, and the ability to switch quickly
between anion and cation analysis or short chain fatty acid analysis. This will be important for
the monitoring of the new UASB bio- reactor process, as well as to remain in compliance with
wastewater permit testing requirements. Other leading competitors do not offer such leading
technology advances without significant system upgrades. In addition, the chemical suppressor
has a 10 -year warranty, a specification unique to only Metrohm USA.
See attached Sole Source Justification form and supporting documents
Resolution: X
Other (Specify):
Contract:
Start Date:
Item Budgeted:
Ordinance:
Contract Term:
End Date:
Amount:
Funding Source/Fiscal
Impact:
Strategic Priority:
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL:
RECOMMENDATION:
Wastewater Operating Fund 473 - Budgeted
City Manager
Staff respectfully requests City Council approve the Resolution.
ATTACHMENTS:
Name-
F-] Metrohm IC Sole Source Resolution 2013.docx
0 Sole Source - IC -
Description:
Resolution Metrohm Sole Source IC System 2013
Justification Form Metrohm IC System
RESOLUTION NO. R -2013-
A RESOLUTION authorizing a Sole Source Procurement between the City of Yakima and
Metrohm USA for the purchase of an Ion Chromatograph (IC) System
specific in meeting the Regulatory Testing Requirements of the
Wastewater Division.
WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima Municipal
Code Chapter 1.80 generally require that purchases over $25,000 be done by competitive
bidding, subject to certain exceptions; and
WHEREAS, pollution control facilities are governed by a specific statute allowing for the
acquisition of equipment and services in the sole source discretion of the governing body
pursuant to RCW 70.95A.090; and, a "sole source" exception from competitive bid requirements
is utilized when, due to unique specifications and requirements, it is less costly and more
efficient to proceed as an alternate to competitive bidding; and
WHEREAS, the City of Yakima (City) Wastewater Division desires to purchase an Ion
Chromatograph (IC) system to provide a full resolution of nutrient analysis of wastewater
sampling to meet its regulatory requirements and obligations in accordance with its NPDES
Permit with the Department of Ecology; and
WHEREAS, the cost for the IC system through Metrohm USA exceeds $25,000; and
WHEREAS, the Metrohm USA IC system offers technology advances such as an anion
chemical suppressor, in -line ultra filtration, and the ability to switch quickly between anion and
cation analysis or short chain fatty acid analysis; crucial for the monitoring of the new UASB bio-
reactor process, as well as to remain in compliance with other wastewater permit testing
requirements of the Wastewater Division; and
WHEREAS, the City Council has determined that it is in the best interest of the City for a
sole source procurement of an IC system from Metrohm USA; now, therefore;
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute a sole source procurement without
calling for bids, for the purchase of an Ion Chromatograph (IC) System from Metrohm USA
specific in meeting the regulatory testing requirements of the City's Wastewater Division.
ADOPTED BY THE CITY COUNCIL this 7th day of May, 2013.
ATTEST:
Sonya Claar -Tee, City Clerk
Micah Cawley, Mayor
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it of Yakima /Yakima County
SOLE SOURCE JUSTIFICATION (revised May, 2012)
Utilities &Engineering
Your Name: Scott Schafer Your Department /Division: Wastewater
Your Phone: (509) 249 -6815
Requisition Number: 88370
Requested Vendor: Metrohm USA Cost Estimate (including TAX): $39,344 p
See Attachment
Vendor's Address: See Attachment Vendor E -Mail & Website:
g
Vendor Contact Name:
Shalini Var hese Vendor Phone: 1- 866 - 638 -7646 Ext. 2324
1. What are you purchasing? Describe the product, service or system. Attach all
information (Quotes, etc.):
The Wastewater Division is purchasing an Ion Chromatograph (IC) system that provides full resolution of chloride,
nitrate, nitrite, orthophosphate & sulfate ions in EPA Method 300.0 for nutrient analysis of wastewater samples.
2. Is this product/service available only through one vendor? ❑ NO ❑■ES confirm.
If yes, attach documentation that supports the screening process you performed
(e.g. Internet Screenshots, etc.)
3. Is this a one -time purchase? ❑ NO FE-1 YES If NO, explain.
Yes, for the purchase of the IC system. It is estimated that columns will need to be replaced every 6,000 samples (3 -5
years) at an estimated cost of $1,500.
sure the City /County is receiving the lowest or best price
4. What efforts were made to as
possible? Describe
Metrohm has agreed to provide the City a 28 %
discount. Extensive research was conducted on three IC vendors over
several months via sales representatives and references. Neither vendor can provide the City the new technology
Metrohm offers.
5. ARE FEDERAL FUNDS BEING USED? NO ❑ YES
If Federal Funds are being used, a Cost Price Analysis prior to requesting Sole Source
MUST also be attached.
6. Below are eligible reasons for sole source. Check all boxes below that apply to your
sole source situation and attach any useful documents to justify the sole source. List
who you contacted, what they said and how you verified their accuracy.
❑ Compatibility to existing City /County standard or to existing equipment, inventory,
systems, data, programs or service. Describe. List efforts to find other sources (attach
documentation, e.g. Internet Screenshots, etc.).
❑ Patented product. Attach documentation to confirm propriety (patent letter, etc.)
❑ Only authorized Service Provider, Repair and/or Warranty Services. Attach proof in
writing from the MANUFACTURER (not the vendor) confirming there is only one dealer
authorized to selllservice in our area. Is written certification attached? ❑ NO ❑ YES
0 Unique design: Requires unique features that are essential, aesthetic requirements, or not
practical to match to existing design or equipment. Describe.
See Attachment
❑ Delivery Date: Only one supplier can meet required delivery date: Describe why the
delivery date is critical and list efforts to find other suppliers to meet the delivery date.
❑ Special Market conditions: Can be used to purchase items at auction (RCW 39.30.045) or
other items that are offered at a very favorable price and will be sold before and entity will
have a chance to complete the bidding process (e.g. a flood is coming and you must obtain
sandbags immediately), or only one supplier can meet required delivery date (describe why
the delivery date is critical and list efforts to find other suppliers to meet the delivery date).
FN-J Other: Please describe:
See Attachment
STATEMENT OF NEED:
My division's recommendation for sole source is based upon an objective review of
the good /service being required and appears to be in the best interest of the
City /County. I know of no conflict of interest on my part or personal involvement in
any way with this request. No gratuities, favor, or compromising action have taken
place. Neither has my personal familiarity with particular brands, types of
equipment, materials or firms been a deciding influence on my request to sole
source this purchase when there are other known suppliers to exist.
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Signature `' o eques r Date
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complete entire form and forward to Purchasing.
Vendor's Address: 6555 Pelican Creek Circle, Riverview, FL 88573
Vendor e-mail & Website: Varghese a,metrohmusa.com; www.metrohmusa.com
Vendor Phone: 1- 800- METROHM, ext. 2324 or 310 - 386 -8336 (Shalini Varghese, directly)
2. Is this product /service available only through one vendor? Yes.
Metrohm USA (Metrohm) offers the latest technology advances which include, but are not
limited to, an anion chemical suppressor with a 10 -year warranty, in -line ultra filtration, and the
ability to switch quickly between anion and other types of ion analyses.
6. Eligible reasons for sole source.
Unique design: requires unique features that are essential, aesthetic requirements, or not
practical to match to existing design or equipment. Describe.
Metrohm offers unique leading technology advances which include, but are not limited to, an
anion chemical suppressor, in -line ultra filtration, and the ability to switch quickly between anion
and cation analysis or short chain fatty acid analysis (to monitor the efficiency of the UASB
digester). The chemical suppressor has a 10 year warranty, a specification unique to Metrohm.
The Metrohm system's versatile design is more than capable of meeting our current needs while
offering the option of expanding analyses in the future.
Other:
The competitors' electrolytic anion suppressor does not last as long (6 months -1 year) as
Metrohm's chemical anion suppressor (3 -5 years, free under 10 year warranty). The cost of
consumables within the first year from Thermo Fisher Dionex (Thermo) is $1000 -$2500 for
replacement of the suppressor, column, and column traps. Column traps are not necessary for
Metrohm because of their highly rated ultra filtration technology (40.01 to $0.03 per sample).
The lab's testing analyses maybe expanded to include cations or ions of short chain fatty acids.
Metrohm's system is capable of switching between analyses in —30 minutes versus —1 day for
competitors. Testing for ions of short chain fatty acids required a system upgrade to the next
level for the competitor.
References stated Metrohm software was user friendly compared to Thermo software. Metrohm
was rated as `excellent and prompt' compared to several reports of poor customer service and
long wait times from Thermo. The wastewater lab purchased a water ultra - purification system
(November 2012) from Thermo and have personally experienced months of poor customer
service. It is unacceptable to continually replace parts with customer service that is proven to be
slow and difficult to work with.
Here are some information for side by side comparisons of specifications as mentioned in the justification:
1). Metrohm Ultra filtration technology:
The inline filter system we use is actually called inline Ultrafiltration. The reason we call it that is because the
pore size of the membranes are very small - 0.2um. For this reason, filter caps and syringe filters aren't
required. It doesn't get clogged because due to the flow mechanism. 20% of the sample is pulled up through
the filtration membrane and to the IC. The other 80% is pulled out to waste. The constant flow between the
two channels is what prevents a filter cake from forming. The ultrafiltration cell is not a consumable and doesn't
need to be changed. The membranes generally need to be changed every 100 -200 injections, depending on
your sample type. The cost to filter one sample is about 3 to 5 cents. I've attached a small note explaining the
ultrafiltration in further detail. Also, here is the animation that may help to visualize it better.
http://misp..metrohm.com/methods/Ultrafiltration/animation.html
Thermo Fisher Dionex: ICS -1600 IC System Manual. The samples would need to be hand filtered through a 0.45
um filter.
3.9.2 Pretreating Samples
Analyze rainwater, drinking water, and air particulate leach solutions
directly with no sample preparation (other than filtering and possibly
diluting).
Filter groundwater and wastewater samples through 0.45 ❑m filters
before injection, unless samples were filtered after collection.
Before injection, pretreat samples that may contain high concentrations of
interfering substances by putting them through Dionex OnGuard-
cartridges. Refer to Installation and Troubleshooting Guide for OnGuard
Cartridges (Document No. 032943) for instructions.
2. The IC suppressor: Chemical (Metrohm) versus Electrolytic (Thermo Fisher) Suppression
With Ion Chromatography, the instrument measures ions (chemical compounds with a positive or negative
charge) with a conductivity detector; however these ions are in a solution of charged ions called eluent (a carrier
fluid). Thus, in order to measure the ions of interest, the eluent needs to be suppressed - exchanged with ions
of a lower conductivity (chemical suppression) or converted to neutral or non charged compounds (electrolytic
suppression). There are two types of suppression: Chemical and Electrolytic.
Metrohm Chemical anion suppressor with a 10 -year warranty
http / /VY VV VV metrohmusa com/ Products / Ion - Chromatography /Suppressor.htmI
Finally, to give you an even better description of Metrohm's patented suppressor technology, here is an
animation: http://www.ic-changeisgood.com/media/`Suppressor.html
If the above link doesn't work, [found it on YouTube as well: http:/ /www.Voutube.com/watch?v=8KQktLNIHf8
Metrohm's chemical suppressor allows for the exchange of ions of lower conductivity so that the conductivity of
the ions of interest are enhanced. If the suppressor needs to be replaced (every 3 -5 years or 6000 samples) it
will be covered under the 10 -year warranty.
Thermo Fisher Electrolytic suppressor
The ions required for eluent suppression are generated by the electrolysis of water (breakdown of H2O into H+
and OH- with electric current). In addition to being suppressed, eluent can also be regenerated. Metrohm does
not offer eluent regeneration because they found that it can lead to "dirty chromatography" and want to make
sure customers acquire consistently reproducible results without risking the chance of contamination entering
the IC from recycled eluent. This type of suppressor (electrolytic) does not last as long as the chemical
suppressor. References stated they had to replace the suppressor every 6 months -1 year at a cost of $1000.
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3. Quick change over between different types of analysis:
Wastewater plans to analyze for anions (negatively charged compounds), such as nitrate, nitrite,
orthophosphate, and sulfate.
Once the new UASB digester is up and running, we want to monitor it by testing for short chain fatty acids
(lactic, formic, etc.). The IC can measure these acids as anions.
Metrohm Changeover Analysis: In 2min bypass the suppressor and condition and equilibrate. This takes 20-
30min. The instrument can be turned on and off and does not take long to equilibrate. To analyze for anions of
fatty acids, we will need to purchase a special column ($1300) down the road.
Thermo Fisher Changeover: We will need to switch the entire suppressor module, then condition and equilibrate
(which will take approximately a day). Equilibration takes a long time. In fact, they advise not turning off the
instrument, but turning down the eluent flow to a low rate for overnight and weekends. To analyze for anions
of fatty acids, it required a system upgrade to the next level ($6 -7 K).
4. Customer Service
All three Metrohm references stated that they received prompt customer service.
In November 2012, the lab purchased a water purification system from Thermo Fisher. The company was
unorganized and slow to return calls. For three weeks, we had to pump Culligan water into the system until
parts were ordered and someone could come out to fix it. Then, they sent the wrong parts. It is not acceptable
to continually replace parts (suppressors and traps) with customer service that is proven to be slow and
inefficient. My supervisor, Carol Jongeward, has a record of our experience if further reference is needed.
I hope this information provides sufficient support for justification of sole source for the IC. I have spent several
months talking with representatives, references, and have acquired a note book of information. I am confident
in our choice and am looking forward to running the system.
April 5, 2013
City of Yakima
129 North 2nd Street
Yakima, WA 98901
Dear Miss Maria Mayhue:
Thank you for your continued interest in Metrohm IC products and services for the City of Yakima's
water analysis by EPA method 300.0/300.1 and organic acids and for your commitment to sole source.
Some unique advantages to the Metrohm IC system, pertinent to the City of Yakima include:
1) Our 10 -year suppressor warrantee: Due to our unique self- regenerating, packed -bed resin
technology and high -cost production, this high - quality suppressor ensures lowest baseline noise
for anions analysis and is guaranteed to last for ten years. If for any reason, it ceases to function
before the end of the warrantee, it will be replaced free of charge. The warrantee is renewed
for another 10 years, once a new suppressor is purchased outside of the previous warrantee.
2) End -of -life support: Once an IC model has been discontinued, the spare parts can be purchased
for 10 years afterward. This feature is due to the fact that nearly all Metrohm's spare parts are
made at our headquarters.
3) Our Eluent Preparation on Demand (EPOD) ensures fully - automated, fast, and precise
preparation of eluent and can be used to create a concentration gradient, if desired. It also does
not require toxic waste handling and is the lowest in consumable costs compared to competing
vendors.
4) If desired, our automated inline ultra- filtration device can be added to the system for low cost
filtering of samples.
5) Total Care Service Maintenance agreements for years 2 — 5 of ownership include a PM service, 1
day bi- annual refresher training, and 10% discounts on all consumable purchases. It also
prioritizes your service request, for quick response and action time. We also offer Total Care
program without a PM service, if you wish.
6) Metrohm IC Systems boast the lowest cost -of- ownership. To compare the cost of ownership
between the instruments provided, you may utilize our IC cost -of- ownership calculator at:
http://www.ic-changeisgood.com/iccalculator.html
On behalf of Metrohm USA, I ensure high - quality Ion Chromatography solutions to meet or exceed the
desired methods and look forward to working with you and your colleagues at the City of Yakima!
Please let me know if you have questions or require further information. I have also enclosed
references.
Thank you again.
Sincerely,
Shalini Varghese
Metrohm USA
Metrohm USA
6555 Pelican Creek Circle
Riverview, FL 33578
Tel: (310) 386 -8336
Metrohm Ion Chromatograph System Components:
The following Ion Chromatography System from Metrohm USA can be used for the analysis of
anions by EPA method 300.0/300.1 and also for other analyses, such as fatty acids, cations,
etc. Below is a description of components.
Ion Chromatograph
• System flow path including pump head is made of PEEK material.
Integrated mobile phase degasser.
• Thermostated column compartment
• Leak sensor
• Conductivity detector
• Anion suppressor
Autosampler
• Autosampler contains 36 spaces and allows for multiple injections per vial.
In the ultrafiltration kit: the pore size of the filter is 0.2 um and is fixed in -line between the
autosampler and injection valve of IC.
Eluent Preparation on Demand (EPOD)
• The EPOD is designed for automated eluent generation.
Consumables
• Consumables including columns, anion mix, eluent concentrate, rinse and regeneration
solutions, and vials, are included in this configuration.
Data Management
• Data management system for control of the instrument, and data management software comes
with instrument.
Installation and Training
Instrument will be installed by manufacturer's representative
Training includes system operation, data handling, and routine maintenance.
Final Quotation for City of Yakima Ion Chromatographic System from Metrohm USA
This quote is inclusive of all discounts and expires May 15, 2013.
1)
Compact Pro 881 IC
1
2)
Metrohm Conductivity Detector
1
3)
Metrohm IC Ultrafiltration Kit
1
4)
Metrohm Autosampler
1
5)
Compact Data Management System
1
6)
Metrosep A Supp 5 -100
1
7)
Metrosep RP2 Guard
1
8)
11ml- vials w /caps, Qty 200
1
9)
Suppressor Rinse Solution
1
10)
Suppressor Regenerant Solution
1
11)
ANION MIX 2, 100ML
1
12)
A SUPP 5 ELUENT 100 X CONCENTRATE SNIPS
1
13)
INSTALLATION AND TRAINING- STANDARD EPA
1
14)
Eluent Prep On Demand Kit
1
Grand Total with Savings:
Respectfully Submitted by Shalini Varghese, Metrohm USA
$13,790
$3,850
$1,120
$5,530
$3,080
$910
$112
$65
$0
$0
$0
$0
$3,200
$4,770
$36,362