City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00494 5/16/2023 Consent Item 9.
Supplemental Agreement: Laboratory Services for Drinking Water and Groundwater Analysis File ID: 2023-00494
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute Supplemental Agreement No. 5 to City Agreement 2017-1190 with Eurofins Analytical for Laboratory Services for Drinking Water and Groundwater Analysis, for an amount not to exceed $150,000, bringing the agreement’s total not-to-exceed amount to $771,173 and extending the period of performance through September 30, 2023.
Contact: Stacy Larkin, Administrative Analyst, (916) 808-6356, [email protected]; Mark Severeid, Water Quality Lab Superintendent, (916) 808-8667, [email protected]; David Herrmann, Water Division Manager, (916) 808-5652; [email protected]; Pravani Vandeyar, Director of Utilities, (916) 808-3765, [email protected]; Department of Utilities
Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement No. 5
Additional Description/Analysis
Issue Detail: The City operates a public water system under a permit issued by the California State Water Resources Control Board. Laboratory services are necessary to protect public health through continued monitoring and testing of the City’s drinking water supply and water sources as specified under the City’s operating permit. Additionally, these services keep the City in compliance with various federal and state drinking water quality monitoring requirements for the City’s potable water supply.
In 2017, the City Council approved City Agreement C2017-1190 with Eurofins Eaton Analytical, Inc. (Eurofins) to provide drinking water quality contracted laboratory services for the City’s drinking water
File ID: 2023-00494 5/16/2023 Consent Item 9.
quality regulatory program. Supplemental No. 5 to City Agreement C2017-1190 will increase the not- to-exceed amount of the contract and extend services to September 30, 2023, to allow the City time to conduct a solicitation process for a long-term replacement for Agreement C2017-1190.
Policy Considerations: This supplemental agreement exceeds the City Manager’s approval authority and requires Council approval. City Council approval is also required to extend a contract exceeding $250,000 beyond five years.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): The activity described in this report consisting of approval of an agreement for ongoing laboratory services has been determined to not be a project pursuant to the California Environmental Quality Act (CEQA). CEQA Guidelines Section 15378(b). The activity is a continuing administrative and maintenance activity [CEQA Guidelines section 15378 (b)] and is not subject to CEQA [CEQA Guidelines Section 15060(c)(3)].
Sustainability: The City’s drinking water quality monitoring program is consistent with the City’s Sustainability Master Plan in advancing the goal of conserving the use and protection of sources of water.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: On March 6, 2017, a Request for Proposal/Qualifications was advertised and issued on PlanetBids for laboratory services for drinking water and groundwater analysis. On the due date of March 30, 2017, 3 proposals were received from the following firms:
Eurofins Eaton Analytical, Inc., Alpha Analytical, and BSK Associates. The proposals submitted by Alpha Analytical and BSK Associates were rejected as nonresponsive because they did not meet the minimum Local Business Enterprise (LBE) participation requirement. Eurofins was selected as the only responsive proposal.
The City owns and operates a public water system under an operating permit issued by the California State Water Resources Control Board. The testing provided by Eurofins Eaton Analytical Inc. is required under State regulations and is necessary to protect public health through continued monitoring and testing of the City’s drinking water supply and water sources as specified under the operating permit. The City’s monitoring and testing costs have risen due to increased regulatory focus on the per- and polyfluoroalkyl substances (PFAS), more frequent testing for algal cyanotoxins in the City’s source waters, and mandatory testing for Synthetic Organic Compounds at the City’s potable wells in early 2022. These analyses are expensive and unfortunately, the City’s water quality
File ID: 2023-00494 5/16/2023 Consent Item 9.
laboratory is not currently equipped to perform the testing. It is important to note that Eurofins’ pricing has not changed since 2017.
Staff has been very happy with the work Eurofins Analytical has performed to date and Supplemental Agreement No. 5 will allow the City to continue Laboratory Services for Drinking Water and Groundwater Analysis through September 30, 2023, while a solicitation process is completed for the long-term replacement for City Agreement C2017-1190.
Financial Considerations: Supplemental Agreement No. 5 will increase the contract amount by $150,000, for a revised total not-to-exceed amount of $771,173.
Sufficient funding is available in the Fiscal Year 2022/23 DOU Operating budget for services through June 30, 2023. Funding for future fiscal years is subject to funding availability in the adopted budget for the applicable fiscal year.
There are no General Funds planned or allocated for this project.
Local Business Enterprise (LBE): Eurofins is an LBE.
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessor’s Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ Eurofins Eaton Analytical, Inc.N/A05Utilities09/30/202301/01/2018N/AMark [email protected]$150,000Laboratory Services for Drinking Water & Groundwater Analysis2023-00494YESStacy Larkin x6356C2017-1190$771,173
(Rev. 11-1-19)
SUPPLEMENTAL AGREEMENTProject Title and Job Number: Laboratory Services for Drinking Water & Groundwater Analysis Date: April 21, 2023Purchase Order #: Supplemental Agreement No.: 05Eurofins Eaton Analytical, Inc.Services Agreement designated as Contract Number C2017-1190, including any and all prior supplemental contracts modifying the contrasupplement and modify the Contract as follows:1. The Agreement is amended as follows:The performance period is extended from December 31, 2022 through and including September 30, 2023. 2. In consideration of the additional and/or revised time of performance described in section 1, above, the maximum not-to-increasedby _$150,000_-to-exceed amount is amended as follows:-to-exceed amount: $387,430 _Net change by previous supplemental agreements: $233,743_Not-to-exceed amount prior to this supplemental agreement: _$621,173_Increase/Decrease by this supplemental agreements: _ $150,000_New not-to-exceed amount including all supplemental agreements: _$771,173_3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above, shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in work schedules or in the performance of other services or work by Contractor.4. Contractor warrants and represents that the person or persons executing this supplemental agreement on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental agreement and bind Contractor to the terms hereof. 5. Except as specifically revised herein, all terms and conditions of the Agreement shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations and conditions required under the Agreement, as supplemented and modified by this supplemental agreement.Approval Recommended By: Approved As To Form By:______________________________________________ ____________________________________________Project Manager City AttorneyApproved By:______________________________________________ContractorApproved By: Attested To By:______________________________________________ ____________________________________________City of Sacramento City Clerk