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HomeMy WebLinkAboutItem 10e - Water Quality Testing ServicesProfessional Services Agreement for Water Quality Testing Services May 21, 2024 Page 1 of 3 DATE: May 21, 2024 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: John Corona, Utilities Superintendent SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH EUROFINS EATON ANALYTICAL, LLC. FOR LABORATORY TESTING SERVICES OF CITY WATER SAMPLES IN AN AMOUNT NOT TO EXCEED $113,427 CEQA: Not a project Recommendation: Approve SUMMARY On April 19, 2022, the City Council awarded a Professional Services Agreement with Eurofins Eaton Analytical, LLC. in the amount of $109,910 to perform laboratory testing services of City water samples. On May 1, 2023, Eurofins Eaton Analytical, LLC (“Eurofins”) agreed to extend their Professional Service Agreement for an additional year with no cost increase. Eurofins is reaching the end of the first contract extension term and has submitted a written offer to extend their contract for an additional year. The offer reflects a 3.2%, or $3,517, cost of living adjustment. This will be Eurofins second contract extension. All other terms and conditions will remain in effect. Based on the excellent level of service provided by Eurofins, it is recommended that the City Council approve, authorize, and direct the City Manager to execute a one-year extension to the Professional Services Agreement with Eurofins Eaton Analytical, LLC., for Laboratory Testing Services of City Water Samples in the amount of $113,427. BACKGROUND The Public Works Services Department (“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 California Department of Public Health (“CDPH”) certified laboratory (Chapter 15, Title 22, California Code of Regulations). Water quality testing includes bacteriological, volatile organic compounds, nitrate, and Perfluorooctane Sulfonic Acid (“PFAS”) sampling. Professional Services Agreement for Water Quality Testing Services May 21, 2024 Page 2 of 3 DISCUSSION On April 19, 2022, the City Council awarded a Professional Services Agreement with Eurofins in the amount of $109,910 to perform laboratory testing services of water samples, with the option of three one-year extensions. On May 1, 2023, Eurofins agreed to extend their Professional Service Agreement for an additional year with no cost increase. Eurofins is reaching the end of the first contract extension term and has submitted a written offer to extend their contract for an additional year. The extension offer reflects a 3.2%, or $3,517, cost of living adjustment, bringing the total extension amount to $113,427. The requested price increase is in line with Consumer Price Index (“CPI”) increase of 3.2% as of February 2024. With consideration of the proposed increase, Eurofins remains one of the lowest cost providers of laboratory testing in the area. Since they did not increase prices for the first extension of the contract, the 3.2% increase based on CPI is reasonable. Laboratory testing of City water samples includes furnishing all labor, services, equipment, supplies, and all other items and facilities necessary to appropriately analyze water samples as required by the CDPH. Eurofins Eaton Analytical, LLC. is well qualified to provide laboratory testing services for City water samples and has provided excellent service for several years. Therefore, it is recommended that the City Council authorize this extension to the Professional Services Agreement with Eurofins. 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. FISCAL IMPACT Sufficient funds have been budgeted in the Fiscal Year 2024-25 Water Operation and Maintenance Budget. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to extend the Professional Services Agreement with Eurofins Eaton Analytical, LLC. for laboratory testing services of City water samples in an amount not to exceed $113,427. Professional Services Agreement for Water Quality Testing Services May 21, 2024 Page 3 of 3 Attachment: Proposed Amendment No. 2 to Professional Services Agreement AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT REGARDING LABORATORY ANALYSES FOR WATER TESTING OF WATER SAMPLES. This Amendment No. 2 (“Amendment No. 2”) is hereby entered into this ____ day of ________________, 2024 by and between the City of Arcadia, a municipal corporation of the State of California, and Eurofins Eaton Analytical, LLC., a California Corporation, with respect to that certain Professional Services Agreement between the parties dated June 29, 2022 (“Agreement”), and further amended by Amendment No. 1 dated May 3, 2023. The Parties agree as follows: 1. Pursuant to Section 5 of the Agreement “Term”, the Term is hereby amended by extending the term from June 29, 2024 through and including June 29, 2025, as set forth in the attached Exhibit “C”. 2. Pursuant to Section 2(b) of the Agreement “Compensation”, the Compensation is hereby amended to provide that the total compensation due and payable to the Contractor for the Extended Term shall not exceed One Hundred Thirteen Thousand, Four Hundred Twenty-Seven Dollars and No Cents ($113,427.00). The Contractor shall perform work during the Extended Period in accordance with the pricing schedule set forth in Exhibit “B” attached hereto and incorporated herein by reference. 3. All terms and provisions of the Agreement not amended by this Amendment No. 2 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 2 on the date set forth below. CITY OF ARCADIA Eurofins Eaton Analytical, LLC. By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: By: ATTEST: Title: Dated: City Clerk APPROVED AS TO FORM: CONCUR: Michael J. Maurer Paul Cranmer City Attorney Public Works Services Director Exhibit “B” Schedule of Charges/Payments For the term of this Agreement, the Compensation shall not to exceed the total amount listed below: Laboratory Analyses for Water Testing of Water Samples - $113,427.00 Total Compensation - $113,427.00 The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of the Agreement. Exhibit “C” Activity Schedule All work shall be completed in accordance with the following schedule: The Term of this Agreement shall be for one year from June 29, 2024 through and including June 29, 2025.