CITY COUNCIL STAFF REPORT
MEETING DATE: June 17, 2015
PREPARED BY: Mario Iglesias, Interim Utility Business Manager/Public Works
APPROVED BY: City Manager
Title
LABORATORY SERVICES AGREEMENT FOR POTABLE WATER SAMPLING AND ANALYSIS
END
RECOMMENDATION(S)
RECOMMENDATION
Adopt Resolution approving a two-year professional services agreement for a total of $88,530 with Alpha Analytical Laboratories Inc., with the option to extend the agreement for an additional year at a cost not to exceed 110% of the approved annual amount of $44,265 for laboratory services for water sampling and analysis and authorizing the City Manager to execute and administer the agreement on behalf of City.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Enhancing public safety
2015 Focus Areas
Infrastructure Funding and Advocacy
REPORT NARRATIVE:
The Utilities Division systematically tests Morgan Hill's drinking water to ensure that water quality meets or exceeds all public health and environmental standards set by the U.S. Environmental Protection Agency (USEPA) and the State Regional Water Quality Control Board (Water Board). Sampling is carried out pursuant to the provisions of the California Health and Safety Code, Division 101, Part 12, Chapter 4, Section 100825, et seq. The EPA and Water Board establish the basis for kind/frequency of testing procedures, weekly collection of water samples, transfer of samples to an accredited lab, the written documentation of test results, and reporting requirements. Test results provide the empirical data for the City's annual Water Quality Consumer Confidence Report, a report required by the EPA and the Water Board.
A Request for Proposals (RFP) was issued in April 2015 for water quality testing for a new two-year contract to begin in Fiscal Year 2015-16 and end in Fiscal Year 2016-17 with a one-year extension proviso. The City received five proposals, with the lowest price for all the required tasks submitted by Alpha Analytical Labs, Inc., of Dublin CA. The RFP results are shown in the table below. Although Delta Laboratories submitted the overall lowest price, their proposal was incomplete, quoting prices for quantities significantly less than called for in the City RFP.
Test Schedule ▬► |
Weekly |
Qrtly |
Semi- Annual |
Annual |
TOTALS |
Company |
|
|
|
|
|
Monterey Co. Dept of Health |
$15,600 |
$16,640 |
$8,700 |
$9,550 |
$55,430 |
CM Analytical |
$16,640 |
$13,880 |
$9,000 |
$9,440 |
$51,560 |
Monterey Bay Analytical |
$15,600 |
$17,820 |
$9,000 |
$7,820 |
$50,240 |
Alpha Analytical |
$10,400 |
$16,368 |
$8,300 |
$2,875 |
$44,265 |
Delta Laboratories |
$300 |
$1,195 |
$375 |
$2,000 |
$11,850 |
Alpha Analytical is a certified environmental testing laboratory with a State-issued California Laboratory Certification Number for drinking water analysis. Securing the contract with Alpha Analytical will allow the Utilities Division to continue fulfilling its mandated weekly routine of submitting drinking water samples for laboratory analysis and the City to meet its regulatory obligations. Water sampling occurs at 40 separate sampling stations and the 17 source wells located throughout the City's water production and distribution system. The contract covers the two-year period ending on June 30, 2017 and is for $44,265 for each of the two contract years. The agreement authorizes the City Manager to extend the term of the agreement for a maximum period of one additional year at a cost not to exceed 110% of the first year's cost.
COMMUNITY ENGAGEMENT: Not Applicable
There was no community engagement during the process for making a recommendation on the water quality sampling contract.
ALTERNATIVE ACTIONS:
Water sampling is a requirement of the City as a water retailer, so not entering into a contract is not an alternative that can be proposed.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
In 2012, following a Request for Proposals process, the City entered into a two-year contract with Monterey Bay Analytical Services on July 25, 2012. This was followed by a one-year extension approved by the City Council on July 16, 2014.
FISCAL AND RESOURCE IMPACT:
The funds for this agreement are included with the FY 15-16 Water Operations Recommended Budget (650.5710) and no other appropriations are necessary.
CEQA (California Environmental Quality Act):
Not a Project
No changes to the physical environment are required by this agreement.
LINKS/ATTACHMENTS:
1. Resolution
2. Consultant Agreement for Alpha Analytical Labs