Fiscal Note
Funding is included in the Adopted 2014 Public Health Capital Budget. There is no anticipated impact on cost controls or the tax levy. Account number UA77-58535-810606.
Title
SUBSTITUTE Authorization for the Board of Health for Madison and Dane County on behalf of Public Health-Madison and Dane County to enter into an agreement with SEAL Analytical, Inc. for the purchase of a Multi-Chemistry Discrete Analyzer
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Preamble: Public Health-Madison and Dane County (PHMDC) operates a laboratory that includes a microbiology and chemistry lab. Among other testing, the chemistry lab does landfill testing, non-storm water discharge testing, and storm water testing that requires a discrete multi-parameter analyzer for water quality analysis. The current instrument was acquired in 1999 and is nearing the end of its expected lifetime. A complete failure of this equipment would force the lab to discontinue these testing programs.
The PHMDC Lab is seeking a Multi-Chemistry Discrete Analyzer Discrete Analyzer to automate testing that will reduce the amount of labor and chemical waste involved in such analyses. The lab staff contacted eight manufacturers and visited two, but could only identify one product that meets the needs of the laboratory-the AQ2 Discrete Analyzer from Seal Analytical, Inc. (Mequon, WI).
In summary, the Seal AQ2 is the only Discrete Analyzer system available that can fit within the current infrastructure and still meet the automation, capacity, cross contamination, detection and methods required by the PHMDC laboratory:
· Design: While there are several manufacturers with systems designed for clinical uses, the Seal AQ2 is specifically designed to run environmental samples.
· Detection: Most other manufacturers use disposable plastic cuvettes that have can have considerable variation in their optical properties, which can lead to erroneous results and less sensitive detection limits.
· Cross contamination: When multiple analytes are run together between samples it is critical to prevent cross-contamination between samples. The Seal AQ2 uses a travelling contaminant free wash station to clean the sample probe between each sample and reagent addition.
· Automation: The Seal AQ2 system is capable of running under computer control from start-up to shut down without operator interventions so that it can be run overnight. Each sample can be analyzed for the specific analytes required which allows two consecutive samples to be analyzed for a different suite of analytes or chemistries. In contrast, most other systems require operator intervention for this.
· Footprint: The Seal AQ2 is a bench-top unit so that it can be integrated into the PHMDC lab without remodeling. It is not feasible to remove existing cabinetry to create space for the floor models offered by other manufacturers.
· Method: The PHMDC lab has been certified by the Wisconsin Department of Natural Resources to analyze drinking and ground water samples using the EPA 353.2 standards. Most other bench-top models use the EPA 353.1 standard, which uses Hydrazine Reduction and would require additional upfront and ongoing annual costs since it would require the PHMDC lab to keep reagents on hand for both methods and to require the additional cost of disposing of hydrazine waste.
The Inter-Governmental Agreement that created Public Health-Madison and Dane County requires that the department follow City of Madison purchasing guidelines. MGO 4.26 requires a request for proposal (RFP) process for contracts over $25,000, although it allows exceptions to sole source a contract with approval of Common Council. the purchase of goods to be made consistent with the policies of the Finance Director (aka Purchasing Guidelines.) The Purchasing Guidelines would require a formal bid for a single purchase of goods over $25,000. PHMDC has negotiated a price of $53,358 for the Seal AQ2 and $25,642 for associated services and the first year of maintenance. With this resolution, Common Council is being asked to authorize the purchase of an AQ2 Discrete Analyzer from SEAL Analytic.
The Adopted 2014 Capital Operating Budget includes $84,270 for this instrument. The manufacturer is extending a steep discount, which has reduced the purchase, installation, initial supply of consumables, training and one-year of maintenance to $79,000.
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WHEREAS Public Health-Madison and Dane County is a local health department that operates a chemistry laboratory that provides for landfill and water testing; and
WHEREAS a critical instrument use for the processing of samples has reached the end of its useful life; without this instrument the lab is not able to provide this testing; and
WHEREAS the Inter-Governmental Agreement that created Public Health-Madison and Dane County requires that the department follow City of Madison purchasing guidelines, and MGO 4.26 allows exceptions to the request-for-proposal process with approval of the Common Council; the Purchasing Guidelines require a formal bid for equipment over $25,000; and
WHEREAS SEAL Analytical, Inc. offers an AQ2 Discrete Analyzer that has attributes unlike other similar instruments and the PHMDC staff has determined that it is unique in meeting the needs of the PHMDC lab,
NOW THEREFORE BE IT RESOLVED THAT the Board of Health for Madison and Dane County on behalf of Public Health-Madison and Dane County is authorized to enter into a purchase agreement with SEAL Analytical, Inc. of a AQ2 Multi-Chemistry Discrete Analyzer for up to $75,000 with a total cost of up to $79,000 for the equipment, services and 1 year of maintenance of and the Director of Public Health-Madison and Dane County is authorized to sign the agreement.
BE IT FURTHER RESOLVED the Director is authorized to sign future agreement(s) with the contractor as needed for the maintenance of this equipment.