DATE: December 13, 2016
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Analytical Water Testing Services for Special Districts Water and Wastewater Systems, Juvenile Justice Campus and American Avenue Landfill
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute an Agreement with Moore Twining Associates, Inc. to provide analytical water and wastewater testing services for Special Districts, Juvenile Justice Campus, and American Avenue Landfill for a three-year term effective January 1, 2017 through December 31, 2019, at a cost of $450,000 with the option to extend the Agreement an additional two, one-year periods for a maximum total cost not to exceed $750,000.
REPORT
Approval of the recommended action will provide analytical water and wastewater testing services from Moore Twining Associates, Inc. for water and wastewater systems in Special Districts, the Juvenile Justice Campus (JJC) and American Avenue Landfill (AAL). The proposed Agreement will be effective from January 1, 2017 through December 31, 2019. The Agreement also includes an option for two, one-year renewals upon written notice to the contractor by the Director of Public Works and Planning (Department) or his or her designee.
ALTERNATIVE ACTION(S):
Staff has not identified any viable alternative action. If the recommended action is not approved, the water and wastewater systems operated by the County for Special Districts, JJC and AAL could face violations from the State Water Resources Control Board (State) for non-compliance in water and wastewater testing and reporting requirements.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended actions. Analytical water and wastewater tests are financed by the operations and maintenance budgets of JJC and AAL as well as each water and wastewater district within Special Districts.
DISCUSSION:
To comply with the California Code of Regulations, Title 22, Chapter 15, State law related to community water and community wastewater systems, the County is mandated to perform drinking water and wastewater analyses for the water and wastewater systems it operates within Special Districts, JJC, and AAL. A map of each water and wastewater system operated by the County is attached as Exhibit A.
Request for Quotation No. 17-016 (RFQ) was issued by Purchasing for analytical water and wastewater testing services on September 2, 2016, and a Bidder’s conference was conducted on September 15, 2016. The RFQ responses and two bids were received on October 5, 2016.
After evaluation of the responses, the Department recommended to Purchasing that Moore Twining Associates, Inc. be awarded the Agreement as they were deemed the lowest responsive bidder. Purchasing concurred with the recommendation to award the Agreement to Moore Twining Associates, Inc
The recommended Agreement has a term of three years, with the option of two, one-year renewals upon written notice to the contractor by the Director of the Department, or his or her designee. The Agreement also provides specific rates for analytical water and wastewater tests conducted for the various water and wastewater systems in Special Districts, JJC and AAL.
It is anticipated that more analytical testing services will be required over the term of this Agreement as capacities will be increasing at existing facilities such as County Service Area 34 and its Zones A and C (Brighton Crest and Bella Vista respectively), County Service Area 47 (Quail Lake), and Waterworks District 41W and 41S (Shaver Lake). From time to time, it is also anticipated that special testing will be required by the State and, at times, requested by the County.
The recommended Agreement has an annual limit of $150,000 per each possible year of the Agreement for a total maximum cost of $750,000. Actual compensation will be based on fees for services at the rates submitted in the response to the RFQ.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Exhibit A
On file with the Clerk - Agreement with Moore Twining Associates, Inc.
CAO ANALYST:
John Hays