HomeMy WebLinkAboutItem 12c - Budget Appropriation for Laboratory Testing ServicesResolution No. 7415 and Purchase Order Change Order with Weck Laboratory, Inc.
March 1, 2022
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DATE: March 01, 2022
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: John Corona, Utilities Superintendent
SUBJECT: RESOLUTION NO. 7415 AMENDING THE FISCAL YEAR 2021-22
WATER OPERATING BUDGET AUTHORIZING A SUPPLEMENTAL
BUDGET APPROPRIATION FOR LABORATORY TESTING SERVICES
OF CITY WATER SAMPLES IN THE AMOUNT OF $35,000, OFFSET BY
A REDUCTION IN THE WATER RESERVE FUND, AND APPROVING A
CHANGE ORDER TO THE PURCHASE ORDER WITH WECK
LABORATORY, INC.
Recommendation: Adopt and Approve
SUMMARY
On July 1, 2021, the Public Works Services Department (“PWSD”) received a permit to
operate the Live Oak GAC treatment system located at the Live Oak Well facility. The
permit to operate is conditional upon treating the Live Oak Well for PFAS contamination
with Granular Activated Carbon (“GAC”) and conducting certain testing of the water to
ensure potability. Due to this increase in operational expenses with the Live Oak GAC
treatment system, the current Purchase Order with Weck Laboratory, Inc. has been
exhausted.
It is recommended that the City Council adopt Resolution No. 7415 amending the Fiscal
Year 2021-22 Water Operating Budget and authorizing a supplemental budget
appropriation for laboratory testing services of City water samples in the amount of
$35,000, offset by a reduction in the Water Reserve Fund, and approving the Change
Order to the Purchase Order with Weck Laboratory, Inc.
BACKGROUND
The PWSD operates the City’s water distribution system and provides water service to
more than 56,000 residents through approximately 14,000 connections. The State of
California Domestic Water Quality and Monitoring Regulations require that water samples
be collected and tested weekly, monthly, quarterly, and annually by a CDPH certified
laboratory (Chapter 15, Title 22, California Code of Regulations). On April 17, 2018, the
City Council approved a Professional Services Agreement with Weck Laboratories, Inc.
Resolution No. 7415 and Purchase Order Change Order with Weck Laboratory, Inc.
March 1, 2022
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for laboratory testing services of City water samples in an amount not to exceed $45,497,
with the option of three one-year extensions. Weck Laboratory, Inc. is in its final contract
year. The scope of work in their agreement includes all compliance water sampling for
Arcadia’s public water system.
On July 6, 2021, the City resumed operation of the Live Oak Well, which included startup
of the new Live Oak Well GAC treatment system designed to remove per- and
polyfluoroalkyl substances (“PFAS”) and volatile organic compounds (“VOCs”) from the
Main San Gabriel Water Basin. To comply with the State Water Resources Control Board
Water Quality and Monitoring Regulations, water samples must now be taken from this
well.
DISCUSSION
On July 1, 2021, the City received a conditional approval to start operations of the Live
Oak Well GAC treatment system. The conditional approval was based on a monthly
operation and maintenance plan that includes weekly, monthly, and annual water
sampling for the PFAS contaminant, which is the primary design of treatment for the Live
Oak Well GAC system. PFAS sampling is a necessary requirement to remain in
compliance with State of California Drinking Water Standards. To continue operating the
Live Oak Well GAC treatment system, PFAS sampling must be completed per the
operation and maintenance plan.
Due to the emerging status of PFAS contamination, analytics are extremely expensive as
compared with other routine sampling. This analytical cost was not available in the original
Laboratory Water Sampling agreement with Weck Laboratory, Inc. Due to the increase in
operational expenses with the Live Oak GAC treatment system, the current Purchase
Order with Weck Laboratory, Inc. has been exhausted. There is budget capacity for five
months of water sampling required for compliance with the State Water Resources
Control Board. Weck Laboratory, Inc. is in its last contract extension. The PWSD will
request proposals for laboratory testing services of City water samples in May 2022 and
will include the costs of the additional testing as well as testing at the new well stie at the
PWSD yard for water quality samples. In the meantime, it is necessary to increase the
Purchase Order with Weck Laboratory, Inc. The total cost to include water sampling for
the Live Oak Well GAC treatment system is $35,000 and is necessary to continue
operating the Live Oak Well.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
Resolution No. 7415 and Purchase Order Change Order with Weck Laboratory, Inc.
March 1, 2022
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FISCAL IMPACT
The total cost to include water sampling for the Live Oak Well GAC treatment system is
$35,000. An appropriation of $35,000 is being requested from the Water Reserve Fund
for the Change Order to the current Purchase Order with Weck Laboratory, Inc. Sufficient
funds are available to cover this request. Furthermore, City staff has applied for grant
funding for the Live Oak Well operation and maintenance costs, which includes water
sampling for PFAS. The funding, if approved, will reimburse our cost for sampling as it
directly relates to the PFAS contaminant that is being removed using the GAC treatment
system.
RECOMMENDATION
It is recommended that the City Council adopt Resolution No. 7415 amending the Fiscal
Year 2021-22 Water Operating Budget and authorizing a supplemental budget
appropriation for laboratory testing services of City water samples in the amount of
$35,000, offset by a reduction in the Water Reserve Fund, and approving the Change
Order to the Purchase Order with Weck Laboratory, Inc.
Attachment: Resolution No. 7415
RESOLUTION NO. 7415
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA,
CALIFORNIA, AMENDING THE FISCAL YEAR 2021-22 WATER
OPERATING BUDGET AUTHORIZING A SUPPLEMENTAL
BUDGET APPROPRIATION FOR LABORATORY TESTING SERVICES
OF CITY WATER SAMPLES IN THE AMOUNT OF $35,000,
OFFSET BY A REDUCTION IN THE WATER RESERVE FUND, AND
APPROVING A CHANGE ORDER TO THE PURCHASE ORDER
WITH WECK LABORATORY, INC.
WHEREAS, the Public Works Services Department ("PWSD") operates the City's
water distribution system and provides water service to more than 56,000 residents; and
WHEREAS, the State of California Water Quality and Monitoring Regulations
require water samples to be collected and tested weekly, quarterly, and annually by a
CDPH certified laboratory; and
WHEREAS, on July 6, 2021, the City resumed operation of the Live Oak Well
which included startup of the new Live Oak Well GAC treatment designed to remove the
contaminant PFAS; and
WHEREAS, a conditional approval to start operations of the Live Oak Well GAC
treatment system is based on monthly operation and maintenance plan that includes
weekly, monthly, and annual water sampling for the PFAS contaminant; and
WHEREAS, a change order in the amount of $35,000 to the Purchase Order with
Weck Laboratory, Inc. is necessary to take samples from the Live Oak Well to test for
PFAS; and
WHEREAS, the City Manager has certified that there are sufficient reserves
available in the Water Reserve Fund for appropriation.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA,
CALIFORNIA, DOES FIND, DETERMINE AND RESOLVE AS FOLLOWS:
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