City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 28, 2022 FROM: PUBLIC UTILITIES DEPARTMENT WARDS: ALL
SUBJECT: RFP NO. 2159 - PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH EUROFINS EATON ANALYTICAL, LLC OF MONROVIA, CALIFORNIA FOR WATER QUALITY LABORATORY TESTING AND ANALYTICAL SERVICES FOR A THREE-YEAR TERM IN AN AMOUNT OF $3,000,000 WITH THE OPTION OF TWO ONE-YEAR EXTENSIONS IN THE ANNUAL AMOUNT OF $1,000,000 ISSUE:
Approve the Professional Consultant Services Agreement with Eurofins Eaton Analytical LLC of Monrovia, California from RFP No. 2159, for water quality laboratory testing and analytical services, for a three-year term in an amount of $3,000,000 plus two optional one-year extensions in an annual amount of $1,000,000.
RECOMMENDATIONS:
That the City Council:
Approve the Professional Consultant Services Agreement with Eurofins Eaton Analytical LLC of Monrovia, California from RFP No. 2159 for water quality laboratory testing and analytical services for a three-year term in an amount of $3,000,000 plus two optional one-year extensions in an annual amount of $1,000,000; and Authorize the City Manager, or designee, to execute the Professional Consultant Services Agreement including making minor and non-substantive changes, and the two optional one-year extensions.
BOARD RECOMMENDATION:
This report is published on June 16, 2022, for the June 28, 2022, City Council meeting.
On June 27, 2022, the Board of Public Utilities will hear this item for consideration to approve the expenditure of $3,000,000 for RFP No. 2159 for water quality laboratory testing and analytical services for a three-year term in an amount of $3,000,000 with two optional one-year extensions in an annual amount of $1,000,000 and recommend that the City Council approve the Professional Consultant Services Agreement with Eurofins Eaton Analytical LLC of Monrovia, California from RFP No. 2159.
If the Board approves the expenditure and recommends City Council approval of the Professional Consultant Services Agreement, we respectfully request the City Council consider the item at the June 28, 2022 City Council meeting.
BACKGROUND:
The Public Utilities Department Water Division is required by the United States and California Environmental Protection Agencies to comply with both the Federal and State Safe Drinking Water Acts and environmental laws pertaining to drinking and environmental water quality. The water division collects over 29,000 water samples for laboratory testing from its drinking water sources, treatment plants, distribution system, and non-potable sources. These samples are required to be analyzed by a state certified laboratory. The sample results are reported to various regulatory agencies. The current Professional Consultant Services Agreement with Babcock Laboratories, Inc. expires on June 30, 2022.
DISCUSSION:
Request for Proposals No. 2159 was posted on the City’s Online Bid System on January 28, 2022, and closed February 24, 2022. Four (4) vendors submitted proposals. Five members of the Water Operations and Engineering staff evaluated the proposals and deemed Eurofins Eaton Analytical LLC, Monrovia, California to be the top ranked proposer. The proposals are summarized in the table below:
Consultant
Weighted Score Evaluations
Approach & Methodology (10%)
Experience (20%)
Professional References (10%)
Qualifications (35%)
Cost Proposal (25%)
Total Score
Rank
Eurofins Eaton Analytical, LLC Monrovia, CA
96 180
84 315
250 ($796,010)
925
1 Babcock Laboratories, Inc. Riverside, CA
100
192
92 308
222 ($885,145)
914
2 Enthalpy Analytical, LLC Orange, CA
83.5 178
79 273
168 ($1,169,454)
781.5
3 BSK Associates Fresno, CA
71 132
64 217
230 ($854,238)
714
4 Although an engineering estimate is not typically performed on this type of service, Water Operations staff estimated the annual analytical services contract to be between $888,000 - $938,000 per year for normal required analytical services. This amount varies year to year due to regulatory sampling requirements, for example some analyses are only required every three years, while others are weekly. These numbers can also vary due to resamples for positive bacteriological resamples, emergency rush samples or special samples for investigations. Pricing has been adjusted to cover the average expenditures that fall into the resample, emergency or rush categories, therefore the total amount requested is $1,000,000 per year.
The Purchasing Manager concurs that the recommended actions are in compliance with Purchasing Resolution No. 23812.
On May 17, 2022, City Council directed the City Attorney to provide clarifying language to the City’s Purchasing resolution requiring City Council approval for all Public Utilities Professional Service Contracts over $50,000. While this resolution is in process, this City Council report includes actions for a professional services contract and the recommendations are reflective of the City Council’s directives provided at the public meeting.
STRATEGIC PLAN ALIGNMENT:
This item aligns with Strategic Priority 4 - Environmental Stewardship and Goal 4.2 - Sustainably manage local water resources to maximize reliability and advance water reuse to ensure safe, reliable and affordable water to our community.
The actions align with the five Cross-Cutting Threads as described below:
Community Trust – Riverside is transparent and produces a summary of the Water Quality Results, obtained from the laboratory services contract in the annual Water Quality Report.
Equity – Maintaining water quality that meets State and Federal drinking water standards benefits Riverside residents, businesses, and visitors.
Fiscal Responsibility – Riverside seeks to maintain compliance with all State and Federal Regulations and monitoring requirements thus avoiding any monetary violations.
Innovation – Riverside works collaboratively with their contract laboratory to come up with innovative solutions to data management, and deliverables.
Sustainability & Resiliency – Communities are reliant on their water resources to thrive, providing high quality water will ensure Riverside’s sustainability and resiliency.
FISCAL IMPACT:
The total fiscal impact of this agreement is $3,000,000 over three years. The annual estimated cost is $1,000,000, and only actual expenditures for services rendered will be incurred. The amounts budgeted in the Fiscal Year 2022-2024 budget, which will be brought to Council on June 21, 2022, includes the amount to cover the cost of this agreement. Upon Council adoptions of the budget, sufficient funds will be available in Water Fund, Water-Production & Operation, Professional Services Account No. 6200000-421000.
Prepared by: Todd M. Corbin, Utilities General Manager Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer
Approved by: Kris Martinez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
RFP Award Recommendation
Agreement
Presentation
RFP No 2159 ● Page 2