CITY OF POMONA
COUNCIL REPORT
January 22, 2024
To: Honorable Mayor and Members of the City Council
From: Anita D. Gutierrez, Acting City Manager
Submitted By: Chris Diggs, Water Resources Director
SUBJECT: APPROVE ENTERING INTO AN AGREEMENT WITH TRUEPANI INC., FOR LEAD AND COPPER RULE REVISIONS, SERVICE LINE INVENTORY RECOMMENDATION: It is recommended that the City Council take the following actions:
Approve entering into an agreement with TruePani Inc., for Lead and Copper Rule Revisions, Service Line Inventory, in the amount of $156,444; Authorize a contingency amount of $200,000 to cover excavation costs ($500/per site, bid price) if deemed necessary; and, Authorize the City Manager, or designee, to execute an agreement with TruePani Inc., on behalf of the City and any subsequent documents or amendments, subject to approval by the City Attorney.
EXECUTIVE SUMMARY:
The U.S. Environmental Protection Agency (EPA) recently revised its Lead and Copper Rule and now requires all community water systems to conduct a comprehensive inventory of both utility and customer service line materials. The agreement with TruePani, Inc. will begin the process of conducting the inventory of utility and customer service line materials.
FISCAL IMPACT:
Funding is available within the Water Resource Departments (WRD) FY 2023-24 Water Operating adopted budget (571-8120-52285-00000). The total fiscal impact for the proposed action is $156,444 for the LSLI. The contingency amount will cover excavation costs ($500/per site, bid price) if deemed necessary for the contractor to complete the work at each address.
DISCUSSION:
On December 22, 2020, EPA finalized the first major update to the Lead and Copper Rule (LCR) in nearly 30 years. The new LCR will better protect children at elementary schools and child care facilities by removing the lead and providing transparent information to the community.
On January 15, 2021, the EPA published revisions to the Lead and Copper Rule known as the Lead and Copper Rule Revisions (Revisions). The Revisions require water systems to identify the type of material the pipe is made from that serves each customers, and once completed, make the information available to the public. The Revisions are similar to a prior requirement where the City was required to ascertain the material type for City pipes, this requirement goes one step further and required utilities to document the customer’s pipe. The services within the agreement with TruePani (Attachment 1) will the City to comply with the Revisions, which are to be completed in October 2024.
In accordance with Section 2-993.1 (4) of the City’s Purchasing Ordinance, a public notice inviting bids was posted on PlanetBids on October 5, 2023 RFP# 2023-1032 where 896 vendors were notified, 23 prospective bidders downloaded the bid and two bids were received. The two companies that submitted proposals are: TruePani Inc. and Terraphase Engineering, Inc., both proposals met minimum qualifications and were then evaluated on a 100 point scale based on experience, overall project approach, qualifications. TruePani’s proposal was selected as the highest-ranking proposal by the Evaluation committee.
Combined Scores
RFP No. 2023-1032
Rank
Firm
RFP & Evaluation Score
1 TruePani, Inc.
90.67 2
Terraphase Engineering, Inc.
57.23 NOTES: An evaluation committee was utilized to evaluate this RFP. Complete score sheets are on file that include comments regarding the proposals from each firm. Price proposals were opened and reviewed after the evaluation and scoring of the technical qualifications.
Prepared by:
Saul Pereyra
Water Quality Crew Chief
ATTACHMENT:
Attachment No. 1 – Agreement with TruePani, Inc.
Approve Entering Into an Agreement with Truepani Inc.