To: Honorable Mayor and Members of City Council
From: Phil Brun, Utilities Director
Prepared By: Mark Holderbein, Management Analyst
TITLE:
Title
Water Quality Monitoring Laboratory Analyses
LABEL
RECOMMENDED ACTION:
Recommendation
1) Determine that the proposed amendment and new contract with Vitisystems, Inc., dba Caltest Analytical Laboratory, meets the requirements for a “specialty item” as set forth in Napa Municipal Code Section 2.91.050; and
2) Authorize the Utilities Director to negotiate and execute an amendment to the existing contract with Vitisystems, Inc., dba Caltest Analytical Laboratory, in the increased amount of $100,000 for a total contract amount not to exceed $650,000 for Fiscal Year 2024 for water quality monitoring laboratory analyses; and
3) Authorize the Utilities Director to negotiate and execute a contract with Vitisystems, Inc., dba Caltest Analytical Laboratory, in an amount not to exceed $600,000 for Fiscal Year 2025, for water quality monitoring laboratory analyses; and
4) Determine that the actions authorized by this item is exempt from CEQA.
Body
DISCUSSION:
The Water Division uses Caltest Analytical Laboratory (Caltest) to perform analyses on water samples collected throughout the treatment process and in the transmission and distribution systems. In addition, Caltest is used for analyzing watershed monitoring and samples pursuant to the MOU with Napa County for the Watershed Water Quality Monitoring and Analysis Plan, in which costs are shared equally for tributary water sampling at up to 32 locations (25 in Hennessy watershed and 7 in Milliken watershed), laboratory analyses, development of the database for holding water quality information, stakeholder outreach, and if necessary, model integration.
In early Fiscal Year (FY) 2024, staff received batches of FY2023 invoices that amounted to $113,000, which were paid for from the FY2024 contract, leaving insufficient funds in the contract for all testing in FY2024. Therefore, staff recommends that the City Council authorize the Utilities Director to negotiate and execute an amendment to the existing contract with Caltest to increase compensation from $550,000 to $650,000 for FY2024.
Staff also recommends that the City Council authorize the Utilities Director to negotiate and execute a new contract with Caltest in an amount not to exceed $600,000 for FY2025 for water quality monitoring laboratory analyses.
Both recommended actions are pursuant to Napa Municipal Code Section 2.91.050, Exceptions for Specialty Items. A written determination from the City Manager supporting this recommendation is included as Attachment 1.
FINANCIAL IMPACTS:
There are sufficient funds in Water Enterprise Fund Operating accounts 53060117 and 53060110-60WTSHDMOU. Napa County will reimburse the City 50% of the annual total sampling and testing costs up to $200,000 associated with the Watershed Water Quality Monitoring and Analysis Plan per MOU Agreement C2019-369.
CEQA:
City staff recommends that the City Council determine that the Recommended Action is exempt from CEQA pursuant to CEQA Guidelines Section 15301(a) (Existing Facilities) which exempts operation, repair, maintenance or minor alteration of existing public or private structures, facilities, mechanical equipment or topographic features involving no expansion of use beyond that previously existing.
DOCUMENTS ATTACHED:
ATCH 1 - Written Determination for Procurement of Specialty Items - Vitisystems, Inc., dba Caltest Analytical Laboratory, for water quality monitoring laboratory analyses.
NOTIFICATION:
None