SR 10-15-2019 3A
City Council
Report
City Council Meeting: October 15, 2019
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Water Resources
Subject: Award Bid and enter into agreements with Weck Laboratories, Inc. and
Eurofins Eaton Analytical, LLC for Water Quality Laboratory Analysis
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4391 to Weck Laboratories, Inc. and Eurofins Eaton Analytical, LLC,
both California-based companies, for laboratory analysis of drinking water,
wastewater, stormwater, groundwater and urban runoff for the Public Works
Department;
2. Authorize the City Manager to negotiate and execute an agreement with Weck
Laboratories, Inc. in an amount not to exceed $465,000 for one year, with four
additional one-year renewal options in the amount of $465,000 each year, for a
total amount not to exceed $2,325,000 over a five-year period, with future year
funding contingent on Council budget approval; and
3. Authorize the City Manager to negotiate and execute an agreement with Eurofins
Eaton Analytical, Inc. in an amount not to exceed $200,000 for one year, with
four additional one-year renewal options in the amount of $200,000 each year,
for a total amount not to exceed $1,000,000 over a five-year period, with future
year funding contingent on Council budget approval.
Summary
The Water Resources Division is responsible for providing a safe, sustainable water
supply to Santa Monica’s 93,000 residents and 2,741 commercial and institutional
customers. The Council recently adopted the Sustainable Water Master Plan, which will
lead to the establishment of a diverse and drought-resilient local water supply and long-
term cost benefits for ratepayers. The plan outlines several infrastructure projects that
will enable the City to achieve water self -sufficiency by 2023, including the Sustainable
Water Infrastructure Project (SWIP) and the Arcadia Water Treatment Plant Expansion
Project. Development, implementation, and operation of these water self -sufficiency
projects necessitate procuring contractors to perform specialized laboratory services to
supplement the water quality testing conducted by staff at the City’s drinking water
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laboratory. The City does not possess the equipment and capabilities to perform the
specialized laboratory work, which is required by state regulatory agencies for the City
to obtain operating permits for the planned water self-sufficiency projects as well as
maintain current operations. Staff recommends awarding contracts to Weck
Laboratories Inc. and Eurofins Eaton Analytical, LLC to provide these services. The
recommended award also includes laboratory work for recently adopted and upcoming
Federal and State drinking water quality requirements to ensure safe drinking water and
to support ongoing work in the Water Resources Protection Programs (WRPPs).
Discussion
The development, implementation, and operation of the City’s water self -sufficiency
projects requires hiring contractors to perform specialized laboratory services (e.g.,
analysis of new emerging contaminants or alternative water sources such as
stormwater) to supplement the City’s internal drinking water laboratory functions
(analysis of current, established regulated drinking water constituents). The contractor
would conduct specialized laboratory analysis of source water (wastewater, stormwater,
groundwater, and urban runoff) and final treated water once the project is completed via
a comprehensive testing program directed by regulatory agencies such as the Los
Angeles Regional Water Quality Control Board and the Division of Drinking Water.
The specialized laboratory services that would be provided by the contractor include the
following:
1. Analyze water quality from the SWIP: This includes testing the quality of the
water emanating from the Clean Beaches tank, Santa Monica Urban Runoff
Recycling Facility (SMURRF) and the new SWIP advanced water treatment
facility, which is required for regulatory permitting. In addition, after the
construction of the SWIP is completed, testing the quality of the SWIP’s treated
water as well as selected monitoring at customer locations will be required.
2. Ensure Federal and State water quality requirements are met to ensure safe
drinking water: This includes water quality samples collected at the City’s Arcadia
Water Treatment Plant, groundwater production wells, and the water distribution
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system. City staff performs a majority of the drinking water laboratory work.
However, recent State regulations require the analysis of additional parameters
such as 1,2,3,-Trichloropropane (123 TCP) and Per- and Polyfluoroalkyl
Substances (PFAS). The City does not possess the appropriate certifications and
laboratory equipment to perform these required analyses.
3. Support the City’s WRPPs: This includes ensuring facilities permitted by the
City’s industrial waste pre-treatment program are in compliance with federal and
local wastewater discharge requirements, ensuring City facilities permitted by the
State’s Industrial General Permit Program are in compliance with stormwater
requirements, and collecting required water quality samples at the SMURRF on a
weekly basis.
• Previous laboratory analysis contract services for wastewater, stormwater,
water at the Clean Beaches tank, and the water produced at SMURRF
were awarded by Council on November 14, 2017, for a five-year duration
aimed originally to support the City’s WRPP. However, to support ongoing
development of water self-sufficiency projects, this original contract and
the approved budget have been exhausted due to increased laboratory
requirements required by permitting conditions established by the State
regulatory agencies.
Because laboratory analysis may sometimes be delayed due to extenuating
circumstances such as laboratory instruments being repaired or a high volume of
samples requiring analysis, staff selected two vendors to provide flexibility and to help
ensure timely reporting of water quality results. The cost submittals received and
summarized below from each vendor is the sum of the unit cost for all specialized water
quality analysis required by the City. The recommended budget a ctions are based on
estimated water quality analysis requirements to support various programs including
drinking water, recycled water, storm water, and industrial pretreatment programs.
Vendor Selection
Bidder Recommendation
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Best Bidders Weck Laboratories, Inc. and Eurofins Eaton Analytical, LLC
Evaluation Criteria Price; the quality of the material or services offered; the
ability, capacity and skill of the bidder to provide the services;
the capacity of the bidder to perform the contract or provide
the service promptly, within the time specified, and without
delay or interference; judgment, training, experience and
efficiency of the bidder; the ability of the bidder.
Municipal Code SMMC 2.24.180
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Water and Wastewater Funds to
award contracts with Weck Laboratories, Inc. and Eurofins Eaton Analytical, LLC for
water quality laboratory analyses. The water quality analysis and frequency required for
each water self-sufficiency project are established by State regulators and consistent for
all water/wastewater utilities in California on similar projects. In other words, the cost
would be similar for other agencies that are implementing similar projects as the City.
Source water characterization/compliance monitoring for the SWIP accounts for
Submittals Received
(Total of Unit Costs for All Water Quality Parameters Required)
Weck Laboratories, Inc $4,331.00 BC Laboratories $6,515.50
Eurofins Eaton Analytical, LLC $5,290.00
Bid Data
Date
Posted Posted On Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
06/26/2019 City's Online
Bidding Site
Santa Monica Daily
Press 34 07/26/2019
Best Bidder Justification
Weck Laboratories Inc. and Eurofins Eaton Analytical, LLC met all of the evaluation
criteria. Both Weck Laboratories Inc. and Eurofins Eaton Analytical, LL C currently
perform laboratory analysis for the City and are located in Southern California. Staff
selected Weck Laboratories Inc. and Eurofins Eaton Analytical, LLC based on their
previous experience, ability to deliver, cost, and compliance with City spe cifications.
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approximately 65 percent of the total cost; approximately 15 percent of the cost is to
support ongoing water treatment operations; and the remaining 20 percent of the cost is
to support production efficiency enhancement at the Arcadia Water Treatment Plant and
restore the Olympic Well Field. The water quality analysis requirements for SWIP were
identified about one year ago, and an existing laboratory services contract was utilized
to perform the analysis so the SWIP would stay on schedule. The existing laboratory
services contract was awarded before the SWIP water quality requirements were
established by the State regulators and is close to being exhausted. The budget
requests summarized in the two tables below are forecasted over the next five years to
supplement current water treatment operations and development of water self -
sufficiency projects, including continued support of the SWIP.
Agreement Request – Weck Laboratories, Inc.
Request Amount
FY 2019-20 Budget
Department/CIP Account #
Total Contract
Amount
(Five Years)
$300,000 C5106950. 689310 $1,500,000
$65,000 51500001. 552010 $325,000
$50,000 C5005880.689410 $250,000
$50,000 50500001.550010 $250,000
$465,000 Total $2,325,000
Agreement Request – Eurofins Eaton Analytical, LLC
Request Amount
FY 2019-20 Budget
Department/CIP Account #
Total Contract
Amount
(Five Years)
$50,000 C5106950. 689310 $250,000
$50,000 51500001. 552010 $250,000
$50,000 C5005880.689410 $250,000
$50,000 50500001.550010 $250,000
$200,000 Total $1,000,000
Future year funding is contingent on Council budget approval.
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Prepared By: Sunny Wang, Principal Civil Engineer
Approved
Forwarded to Council
Attachments:
A. Weck Laboratories, Inc. Oaks Initiative Disclosure Form
B. Eurofins Eaton Analytical, LLC Oaks Initiative Disclosure Form
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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
Alfredo Pierri, President
Cecilia Pierri, Secretary
Leo Raab Director of Business Development
leo.raab@wecklabs.com
9-12-2019
626-336-2139
REFERENCE:
Contract No. 10944
(CCS)
&
Contract No. 10945
(CCS)