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SR 11-14-2017 3B City Council Report City Council Meeting: November 14, 2017 Agenda Item: 3.B 1 of 4 To: Mayor and City Council From: Susan Cline, Director, Public Works, Water Resources Subject: Award Contract for Wastewater / Soil Sample Laboratory Analysis Services Recommended Action Staff recommends that the City Council: 1. Award Bid #4286 to Weck Laboratories, Inc., a California-based company, for wastewater and soil laboratory analysis services; 2. Authorize the City Manager to negotiate and execute a contract with Weck Laboratories, Inc., in an amount not to exceed $600,000 over a five-year period, with future year funding contingent on Council budget approval. Executive Summary The City contracts laboratory services for the analysis of wastewater, runoff and soil samples to protect the Santa Monica Bay from pollution due to runoff and discharges into the City’s stormwater and wastewater systems; and to ensure that the quality of non-potable water produced at the City’s Santa Monica Urban Runoff Recycling Facility (SMURRF) and other facilities are in compliance with federal and state requirements. The City received two bids in response to the request for bids issued in August 2017 for laboratory analysis services. Based on offering the best overall pricing, staff recommends awarding a contract to Weck Laboratories, Inc. in an amount not to exceed $600,000 over a five-year period. Background The City contracts for laboratory analysis of wastewater and soil samples for detection of various substances and microorganisms in order to ensure compliance with wastewater disposal requirements by commercial entities, monitor the quality of recycled water produced at SMURRF and perform wastewater, runoff and soil testing as required by various City projects. Weck Laboratories, Inc., has satisfactorily provided such services over the past five years, analyzing 150 to 200 sample batches annually. 2 of 4 Previous lab analysis contract services had not required Council approval, but the upcoming Clean Beaches Initiative project to harvest and store runoff near the Santa Monica Pier in an underground tank for treatment at the SMURRF would increase the amount of testing required. Coupled with the five-year term of the proposed contract award, Council approval is now required. Water and soil samples may be analyzed to determine various characteristics (alkalinity, color, pH and specific conductance), chemical content (ammonia, chloride, metals, nitrate, nitrite, sulfides, etc.), the presence of pollutants (oil and grease, pesticides and volatile organic compounds) and/or bacteriological content. Based on the laboratory test results, City staff can implement corrective or enforcement actions as required to prevent pollutants from entering the Santa Monica Bay via the City’s stormwater and wastewater systems or adjust water treatment procedures at the SMURRF. Discussion Wastewater, runoff and soil testing services are required by the City to: 1. Ensure compliance with California State Water Resources Control Board requirements. 2. Issue or renew City business licenses in conjunction with the Industrial Wastewater Permit process. Wastewater testing may be performed on an annual or semi-annual basis to ensure businesses such as restaurants, auto dealerships and hospitals are in compliance with the conditions of their permit. A valid permit is necessary for a business to obtain or renew its City business license. Part of the business license fees the City collects funds wastewater sampling and testing services. 3. Test water quality on a weekly basis at the SMURRF, located at 1625 Appian Way, to ensure that water distributed through the City’s non-potable water or “purple pipe” system for irrigation and other uses meets federal and state standards. 3 of 4 4. Evaluate wastewater, runoff and soil samples for various City projects to ensure pollution mitigation (e.g., at various sewer diversion units near the ocean), check water quality (e.g., at water well sites) and fulfill other various lab testing needs. Starting in fiscal year 2017-18, the City will begin additional testing related to the new Clean Beaches Initiatives project, which will capture stormwater and runoff near the Santa Monica Pier for storage in a newly constructed 1.6 million gallon tank. This water will then be treated at the SMURRF and distributed to customers via the purple pipe system. Vendor Selection On August 17, 2017, the City published Notices Inviting Bids to furnish labor and materials for wastewater laboratory analysis and sample pickup services in accordance with City specifications. The bid was posted on the City's on-line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with the City Charter and Municipal Code Section 2.24.100(a) provisions. A total of 30 vendors downloaded the bid. Two bids were received and publicly opened on September 18, 2017 per Attachment A. Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, ability to deliver and compliance with City specifications. Of the 42 different types of lab tests quoted, Weck Laboratories, Inc. offered the best pricing, or tied for the best pricing, on 36 tests. Weck Laboratories, Inc. would also offer the same pricing, terms and conditions for a five-year period. Weck Laboratories, Inc. has a valid state certification as an accredited environmental testing laboratory; and, as previously noted, has provided similar services satisfactorily over the past five years. Based on these criteria, Weck Laboratories, Inc., the lowest bidder, is recommended as the best bidder. Financial Impacts and Budget Actions The contract to be awarded to Weck Laboratories, Inc. is for an amount not to exceed $600,000. Funds in the amount of $120,000 are available in the FY 2017-18 budget in the Public Works Department. The contract will be charged to the following accounts: 4 of 4 31661.555060 $30,000 31661.566630 $50,000 31661.566631 $40,000 TOTAL $120,000 Future year funding is contingent on Council budget approval. Prepared By: Kevin Nagata, Senior Administrative Analyst Approved Forwarded to Council Attachments: A. Bid Results - Wastewater Lab Analysis Services - F4286 B. Oaks Initiative Disclosure Form - Weck Laboratories, Inc. AT T A C H M E N T  A Bi d  Re s u l t s  fo r  Pr o j e c t  WA S T E W A T E R  LA B  AN A L Y S I S  (4 2 8 6 ) Is s u e d  on  08 / 1 6 / 2 0 1 7 Bi d  Du e  on  Se p t e m b e r  18 ,  20 1 7    3: 0 0  PM  (P a c i f i c ) IT E M   NU M B E R IT E M  CO D E D E S C R I P T I O N UN I T  OF   ME A S U R E QU A N T I T Y U N I T  PR I C E L I N E  TO T A L C O M M E N T U N I T  PRICE LINE  TOTAL COMMENT 1 PL E A S E  PR O V I D E  PE R ‐SA M P L E  PR I C I N G  IN F O R M A T I O N   FO R  WA S T E W A T E R  TE S T I N G .    PL E A S E  IN C L U D E  PI C K ‐UP   OF  WA T E R  SA M P L E S  FR O M  SA N T A  MO N I C A ,  DI S P O S A L   AN D  AN Y  MA T E R I A L S / C O N S U M A B L E S  IN  YO U R  PR I C I N G . NO T E 0 $ 0 . 0 0   $0 . 0 0   Al l  pi c k ‐up ,  di s p o s a l ,  or   ma t e r i a l / c o n s u m a b l e   fe e s  ar e  in c l u d e d  in  th e   un i t  ra t e s . $0.00  $0.00   2 ME T H O D A N A L Y T E NO T E 0 $ 0 . 0 0   $0 . 0 0   $0.00  $0.00   3 31 0 . 1 A l k a l i n i t y EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $3.00  $3.00   4 35 0 . 3 A m m o n i a ‐N EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $10.00  $10.00   5 40 5 . 1 B i o c h e m i c a l  Ox y g e n  De m a n d  (B O D )  (5  da y s ) EA C H 1 $ 2 5 . 0 0   $2 5 . 0 0   $15.00  $15.00   6 53 1 . 1 C a r b a m a t e  & Ur e a  Pe s t i c i d e s EA C H 1 $ 1 3 0 . 0 0   $1 3 0 . 0 0   Su b c o n t r a c t  50 0  Se r i e s $ 7 0 . 0 0  $70.00   7 41 0 . 4 C h e m i c a l  Ox y g e n  De m a n d  (C O D ) EA C H 1 $ 2 0 . 0 0   $2 0 . 0 0   $13.00  $13.00   8 30 0 . 0  / 32 5 . 3 C h l o r i d e EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $8.00  $8.00   9 51 5 . 2 C h l o r i n a t e d  He r b i c i d e s EA C H 1 $ 1 0 0 . 0 0   $1 0 0 . 0 0   Su b c o n t r a c t  50 0  Se r i e s $ 7 0 . 0 0  $70.00   10 11 0 . 3 C o l o r EA C H 1 $ 5 . 0 0   $5 . 0 0   $3.00  $3.00   11 12 0 . 1 C o n d u c t i v i t y EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $3.00  $3.00   12 33 5 . 4 C y a n i d e  ‐   Se m i  Au t o m a t e d  Co l o r i m e t r y EA C H 1 $ 2 5 . 0 0   $2 5 . 0 0   $25.00  $25.00   13 33 5 . 2 C y a n i d e  (T o t a l ) EA C H 1 $ 2 5 . 0 0   $2 5 . 0 0   $25.00  $25.00   14 SM 4 5 0 0 ‐OG D i s s o l v e d  O2 EA C H 1 $ 1 5 . 0 0   $1 5 . 0 0   $3.00  $3.00   15 37 6 . 2 D i s s o l v e d  Su l f i d e EA C H 1 $ 1 5 . 0 0   $1 5 . 0 0   $15.00  $15.00   16 SM ‐92 3 0 A ‐B E n t e r o c o c c u s EA C H 1 $ 2 0 . 0 0   $2 0 . 0 0   $20.00  $20.00   17 MP N ‐F F e c a l  Co l i f o r m EA C H 1 $ 2 0 . 0 0   $2 0 . 0 0   $20.00  $20.00   18 10 1 0 F l a s h  Po i n t EA C H 1 $ 2 0 . 0 0   $2 0 . 0 0   $5.00  $5.00   19 30 0 . 0  / 34 0 . 1 F l u o r i d e EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $8.00  $8.00   20 Va r i o u s Ge n e r a l  Mi n e r a l s  ‐   TD S ,  pH ,  Al k a l i n i t y ,  Ca l c i u m ‐to t a l ,  Ir o n ‐ to t a l ,  Po t a s s i u m ‐to t a l ,  So d i u m ‐to t a l ,  Ma n g a n e s e ‐to t a l ,   Nit r a t e  as  N,  Ni t r i t e  as  N,  NO 2 + N O 3  as  N,  Su l f a t e  as  SO 4   an d  Su l f i d e s EA C H 1 $ 8 0 . 0 0   $8 0 . 0 0   $70.00  $70.00   21 42 5 . 1 M e t h y l e n e  Blu e  Ac t i v e  Su b s t a n c e s  (M B A S ) EA C H 1 $ 3 5 . 0 0   $3 5 . 0 0   $15.00  $15.00   22 30 0 . 0  / 35 2 . 1 N i t r a t e EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $8.00  $8.00   23 30 0 . 0  / 35 4 . 1 N i t r i t e EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $8.00  $8.00   24 16 6 4 A O i l  & Gr e a s e EA C H 1 $ 2 5 . 0 0   $2 5 . 0 0   $25.00  $25.00   25 50 7 O r g a n o p h o s p h o r u s  Pe s t i c i d e s EA C H 1 $ 1 8 0 . 0 0   $1 8 0 . 0 0   Su b c o n t r a c t  50 0  Se r i e s $ 7 0 . 0 0  $70.00   26 50 8 P e s t i c i d e s EA C H 1 $ 9 5 . 0 0   $9 5 . 0 0   Su b c o n t r a c t  50 0  Se r i e s $ 7 0 . 0 0  $70.00   27 15 0 . 1 p H EA C H 1 $ 5 . 0 0   $5 . 0 0   $5.00  $5.00   28 90 6 5 P h e n o l i c s EA C H 1 $ 2 0 . 0 0   $2 0 . 0 0   $10.00  $10.00   29 20 0 . 7  / 70 0 0 P r i o r i t y  Po l l u t a n t  Me t a l s  (1 3 ) EA C H 1 $ 8 0 . 0 0   $8 0 . 0 0   $75.00  $75.00   30 (9 0 1 0 ) m o d R e a c t i v e  Cy a n i d e EA C H 1 $ 3 0 . 0 0   $3 0 . 0 0   re p o r t e d  as  "t o t a l " $ 4 0 . 0 0  $40.00   31 (9 0 3 0 ) M o d R e a c t i v e  Su l f i d e EA C H 1 $ 3 0 . 0 0   $3 0 . 0 0   re p o r t e d  as  "t o t a l " $ 4 0 . 0 0  $40.00   32 33 0 . 4 R e s i d u a l  Ch l o r i n e EA C H 1 $ 1 2 . 0 0   $1 2 . 0 0   $5.00  $5.00   33 52 5 . 1 S e m i v o l a t i l e  Or g a n i c  Co m p o u n d s  (S V O C s ) EA C H 1 $ 1 6 5 . 0 0   $1 6 5 . 0 0   Su b c o n t r a c t  50 0  Se r i e s $ 7 0 . 0 0  $70.00   34 16 0 . 5 S e t t l e a b l e  So l i d s EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $5.00  $5.00   35 12 0 . 1 S p e c i f i c  Co n d u c t a n c e EA C H 1 $ 0 . 0 0   $0 . 0 0   in c l u d e d  in  lin e  #9 $ 0 . 0 0  $0.00  see  line  item  9  ‐ duplicate EN T H A L P Y  AN A L Y T I C A L OR A N G E ,  CA WECK  LABORATORIES, INC.CITY  OF  INDUSTRY, CA PR I C I N G 1 AT T A C H M E N T  A Bi d  Re s u l t s  fo r  Pr o j e c t  WA S T E W A T E R  LA B  AN A L Y S I S  (4 2 8 6 ) Is s u e d  on  08 / 1 6 / 2 0 1 7 Bi d  Du e  on  Se p t e m b e r  18 ,  20 1 7    3: 0 0  PM  (P a c i f i c ) IT E M   NU M B E R IT E M  CO D E D E S C R I P T I O N UN I T  OF   ME A S U R E QU A N T I T Y U N I T  PR I C E L I N E  TO T A L C O M M E N T U N I T  PRICE LINE  TOTAL COMMENT EN T H A L P Y  AN A L Y T I C A L OR A N G E ,  CA WECK  LABORATORIES, INC.CITY  OF  INDUSTRY, CA 36 37 5 . 4 S u l f a t e EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $8.00  $8.00   37 MP N ‐TT o t a l  Co l i f o r m EA C H 1 $ 2 5 . 0 0   $2 5 . 0 0   $35.00  $35.00   38 16 0 . 1 T o t a l  Di s s o l v e d  So l i d s  (T D S ) EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $15.00  $15.00   39 35 1 . 3 T o t a l  Kj e l d a h l  Ni t r o g e n  (T K N ) EA C H 1 $ 2 5 . 0 0   $2 5 . 0 0   $15.00  $15.00   40 41 5 . 1 T o t a l  Or g a n i c  Ca r b o n  (T O C ) EA C H 1 $ 2 5 . 0 0   $2 5 . 0 0   $20.00  $20.00   41 36 5 . 2 T o t a l  Ph o s p h o r u s EA C H 1 $ 2 0 . 0 0   $2 0 . 0 0   $10.00  $10.00   42 16 0 . 2 T o t a l  Su s p e n d e d  So l i d  (T S S ) EA C H 1 $ 1 0 . 0 0   $1 0 . 0 0   $15.00  $15.00   43 52 4 . 2  or  EP A   82 6 0 B Vo l a t i l e  Or g a n i c  Co m p o u n d s  (V O C s ) EA C H 1 $ 6 5 . 0 0   $6 5 . 0 0   $65.00  $65.00   44 EP A  20 0 . 8 / 2 4 5 . 1 P r i o r i t y  Po l l u t a n t  Me t a l s EA C H 1 $ 8 5 . 0 0   $8 5 . 0 0   $90.00  $90.00   45 PL E A S E  IN D I C A T E  IN  TH E  CO M M E N T S  SE C T I O N  AN Y   OT H E R  PR I C I N G  IN F O R M A T I O N  RE L A T E D  TO   WA S T E W A T E R  / SO I L  SA M P L E  LA B  TE S T I N G  SE R V I C E S . NO T E 0 $ 0 . 0 0   $0 . 0 0   No  ad d i t i o n a l  ch a r g e s   wi l l  be  ap p l i e d  to  Ci t y   in v o i c e s . $0.00  $0.00  Not  applicable 46 PL E A S E  IN D I C A T E  TH E  % DI S C O U N T  / MA R K ‐UP  OF F E R E D   ON  MA T E R I A L S  ( + OR  ‐   AS  AP P L I C A B L E ) : QU E S T I O N 0 $ 0 . 0 0   $0 . 0 0   No  % di s c o u n t / m a r k ‐up   is  of f e r e d . $0.00  $0.00  None 47 PL E A S E  IN D I C A T E  YO U R  MI N I M U M  CA L L ‐OU T  CH A R G E : QU E S T I O N 0 $ 0 . 0 0   $0 . 0 0   $0   $0.00  $0.00  $200.00   48 Ad d i t i o n a l  fe e s  an d  ch a r g e s  no t  lis t e d  ab o v e  (i . e .  fr e i g h t ,   fu e l  su r c h a r g e s ) .    Pr o v i d e  de s c r i p t i o n  in  th e  co m m e n t s   se c t i o n . LU M P  SU M 1 $ 0 . 0 0   $0 . 0 0   We e k e n d  an d / o r  af t e r ‐ ho u r s  ch a r g e s  ar e  bi l l e d   at  $1 6 0 / h r . $2 0 0 . 0 0  $200.00  After  hour  rate  $200.00  per  hour  for  services  conducted  Sat., Sun., and  Holidays  or  Mon. thru  Fri. 6pm  to  8am. TO T A L $ 1 , 5 3 2 . 0 0   $1,305.00   49 Pa y m e n t  Te r m s  (E n t e r  pa y m e n t  dis c o u n t  te r m s ;   ot h e r w i s e  ne t  th i r t y  (3 0 )  da y s  wi l l  ap p l y . QU E S T I O N 0 $ 0 . 0 0   $0 . 0 0   Ne t  30 $ 0 . 0 0  $0.00  0%; Net  30  Days 50 Pe r i o d  2  (F i r s t  An n u a l  Re n e w a l  Op t i o n ) QU E S T I O N 0 $ 0 . 0 0   $0 . 0 0   Sa m e  pr i c e ,  te r m s ,  an d   co n d i t i o n s  of f e r e d . $0.00  $0.00  Same  price, terms, and  conditions  offered. 51 Pe r i o d  3  (S e c o n d  An n u a l  Re n e w a l  Op t i o n ) QU E S T I O N 0 $ 0 . 0 0   $0 . 0 0   Sa m e  pr i c e ,  te r m s ,  an d   co n d i t i o n s  of f e r e d . $0.00  $0.00  Same  price, terms, and  conditions  offered. 52 Pe r i o d  4  (T h i r d  An n u a l  Re n e w a l  Op t i o n ) QU E S T I O N 0 $ 0 . 0 0   $0 . 0 0   Sa m e  pr i c e ,  te r m s ,  an d   co n d i t i o n s  of f e r e d . $0.00  $0.00  Same  price, terms, and  conditions  offered. 53 Pe r i o d  5  (F o u r t h  An n u a l  Re n e w a l  Op t i o n ) QU E S T I O N 0 $ 0 . 0 0   $0 . 0 0   Sa m e  pr i c e ,  te r m s ,  an d   co n d i t i o n s  of f e r e d . $0.00  $0.00  Same  price, terms, and  conditions  offered. 72 2 30 BI D  DO W N L O A D E D PA Y M E N T  TE R M S RE N E W A L  OP T I O N S VE N D O R S  NO T I F I E D 2 City of Santa Monica - 30 - Bid # 4286 CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Public benefits include: 1. Personal services contracts in excess of $25,000 over any 12-month period; 2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month period; 3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month period; 4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period; 5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000; 6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-month period; or 7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-month period. Name(s) of persons or entities receiving public benefit: Name(s) of trustees, directors, partners, and officers: Name(s) of persons with more than a 10% equity, participation, or revenue interest: Prepared by: ____________________________Title: __________________________ Signature: ______________________________________ Date: ________________ Email: ____________________________________ Phone: ____________________ FOR CITY USE ONLY: Bid/PO/Contract # ____________________________ Permit # ___________________________ Weck Laboratories, Inc. Alfredo Pierri, President Cecilia Pierri, Secretary None Marilyn Romero Customer Service Manager 9/15/17 Marilyn.Romero@WeckLabs.com 626-336-2139 x106 REFERENCE – CONTRACT NO. 10574 (CCS)