Title
Consider recommendation from the Research & Technology Committee to approve a contract with Mount Sopris Instruments Company Inc., for purchase of geophysical logging equipment and training, in an amount not to exceed $134,705.
Body
RECOMMENDED MOTION:
Move the board adopt Resolution and Order No. 09-16-851 of the Edwards Aquifer Authority Board of Directors approving Contract No. 16-814-AM between the EAA and Mount Sopris Instruments Company Inc., for purchase of geophysical logging equipment and training in an amount not to exceed $134,705.
SUMMARY:
The purpose of this agenda item is for the board to consider a recommendation from the Research & Technology Committee to approve a contract with Mount Sopris Instruments Company, Inc., for the purchase of geophysical logging equipment and training in an amount not to exceed $134,705. The EAA currently maintains a borehole geophysical and video logging system that consists of a cable and winch assembly, control and data acquisition systems, a set of downhole logging tools and video camera system-all manufactured by Robertson Geologging, Inc. (RG). The bulk of this system was purchased in 1999 and it has been used to support the EAA's regulatory and research programs by providing important information on well construction and geologic properties of water well boreholes. However, the equipment has been very difficult and expensive to maintain because of its age and location of its manufacturer (United Kingdom). The equipment provides analog data which is difficult to incorporate into digital computer programs designed to work with borehole geophysical logs. The age of the equipment, difficulty and cost of maintaining and repairing the equipment has resulted in extended periods when it is not available. In recent years, the quality of video captured by the borehole video logging system has become degraded and certain tools have experienced repeated malfunctions. The equipment is currently installed in a 2006 Dodge Sprinter van, which is in good condition and does not need to be replaced.
In order to improve the quality and reliability of the EAA geophysical logging program, and to take advantage of newer improved technologies, the EAA 2016 budget included funding in the amount of $150,000 to update the geophysical logging equipment. A request for proposals was issued on May 27, 2016, following the standard EAA procurement process. On June 29, 2016, proposals were received from two vendors: RAS, Inc., and Mount Sopris Instruments, Inc. Neither of these vendors is a Minority/Women Business Enterprise (M/WBE). A key consideration in the scoring of the proposals was the capability of the vendor to integrate the existing RG tools that are still serviceable into the new system. The cost for integrating these tools was not reflected in the total quoted costs for the proposals, but estimated amounts are provided in the scoring matrix under Additional Costs. The approach described by RAS, Inc., for integrating the existing tools was not deemed viable as it would require maintaining most of the existing RG control and data acquisition system to work in parallel with a new system. Conversely, the proposal by Mount Sopris Instrument Company, Inc., indicated that their system could be programmed to utilize the existing RG tools without the need to maintain a separate parallel control system. The ability to continue using the existing serviceable RG tools provides a significant added value that is not directly reflected in the quoted proposal costs. Cost estimates also included training on the respective instrument suite. Based on these considerations, staff recommends selection of Mount Sopris Instrument Company, Inc., as the vendor to provide the requested equipment and services.
Attached to this summary is the scoring matrix used to evaluate the proposals received. The draft contract and resolution and order, which have each been reviewed by legal counsel, are also attached.
At the August 23 meeting, the Research & Technology Committee voted to recommend the board adopt a resolution and order of the Edwards Aquifer Authority Board of Directors approving Contract No. 16-814-AM between the EAA and Mount Sopris Instruments Company Inc., for purchase of geophysical logging equipment and training in an amount not to exceed $134,705.
M/WBE PARTICIPATION:
Mount Sopris Instruments Company Inc. is not an M/WBE vendor.
STRATEGIC PLAN REFERENCE:
This agenda item supports the EAA's policy direction as set forth in the EAA 2016-20 Strategic Plan: Goal E. Conduct Research that Enhances Understanding and Effective Management of the Aquifer.
FISCAL IMPACT:
Funding in the amount of $134,705 is available in the 2016 operating budget.