April 29, 2025
Agenda Item No. 9
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Mark Vukojevic, Utilities Director - 949-644-3011, [email protected] PREPARED BY:
Joshua Rosenbaum, Sr. Management Analyst - 949-644-3057, [email protected] TITLE:
Approve the Service Agreement for Water Laboratory Services with Sierra Analytical Labs, Inc.
ABSTRACT:
The Utilities Department utilizes a specialty certified service provider to regularly test the quality of the City of Newport Beach’s drinking water. Following a competitive Request for Proposals (RFP) selection and evaluation process, staff recommends City Council approval of a five-year agreement with Sierra Analytical Labs, Inc., for water sample collection and laboratory testing.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve a Professional Services Agreement for Potable Water Laboratory Services with Sierra Analytical Labs, Inc., for a five-year term with a total not-to-exceed amount of $325,000, and authorize the Mayor and City Clerk to execute the Agreement.
DISCUSSION:
In accordance with California drinking water regulations (Title 22), the City is required to test for various constituents in the City’s drinking water weekly from 30 different water collection sites throughout the city. The Utilities Department outsources this sampling and testing to a State-certified water quality laboratory. The service provider collects samples at each location and conducts a comprehensive list of laboratory testing on each sample, providing assurance that the water is safe for drinking. The current provider agreement expires on May 31, 2025.
On February 24, 2025, the City posted an RFP for Drinking Water Laboratory Services to provide sample collection and testing. The proposers were required to demonstrate previous experience of similar scope, possess proper qualifications and certifications, and submit proposed costs.
The technical aspects, such as the qualifications and experience of the company, its recent experience in conducting similar work, and its ability to provide the services as outlined in the scope of work accounted for 70% of the evaluation criteria. A company’s cost proposal accounted for 30% of the evaluation criteria. The City received three proposals, including one from the current service provider. The proposals were evaluated and scored by a three-member review panel. Of the three proposals, all three received a score of 70% or better in the technical qualifications evaluation. Therefore, pursuant to City procurement procedures for professional services, the cost proposals from all three proposers were reviewed as part of the cost analysis.
PROPOSER
TECHNICAL SCORE (MAX 700)
COST SCORE MAX 300
(EST Annual Cost)
TOTAL SCORE - (MAX 1,000)
OVERALL RANK
SIERRA ANALYTICAL
690.00
300.00
($61,296)
990.00
1 BABCOCK LABORATORIES
540.00
276.87
($66,416)
816.87
2 MONTROSE AIR QUALITY SERVICES
583.33
134.57
($136,648)
717.90
3 Based on the evaluation summary, Sierra Analytical received the highest overall technical score and submitted the lowest cost proposal. Sierra Analytical is the City’s current water laboratory services contractor and has provided excellent service over the past five years. With Sierra’s corporate office and laboratory in Orange County, Sierra responds quickly when additional services are needed.
Staff recommends approval of a Professional Services Agreement with Sierra Analytical for a five-year term, with a total contract compensation amount of $325,000. The agreement includes funds to cover additional water testing and analysis that may be necessary with staff-directed retests, emerging contaminants, and State directives.
FISCAL IMPACT:
The adopted budget includes sufficient funding for potable water laboratory services. The contract services will be expensed to the Water Fund account in the Utilities Department, 7019052-581060. The approximate cost of this service is $65,000 per year.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A – Agreement with Sierra Analytical Laboratories, Inc. 9-3
9-1
Approve the Service Agreement for Water Laboratory Services with Sierra Analytical Labs, Inc.
April 29, 2025
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