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Home My WebLink About22A - WATER QUALITY TESTING SUPPLIESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 15, 2019 TITLE: AWARD A BLANKET ORDER CONTRACT IN THE AMOUNT OF $150,000 TO HACH COMPANY FOR WATER QUALITY TESTING SUPPLIES (SPECIFICATION NO. 19-076) (NON -GENERAL FUND) {STRATEGIC PLAN NO. 5,21 CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO /s/ Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Award a blanket order contract to Hach Company for miscellaneous water quality testing supplies, materials, and equipment, for a one-year period beginning October 15, 2019, and expiring October 14, 2020, with provisions for two one-year renewals exercisable by the City Manager, in an annual amount of $50,000, for a total amount not to exceed $150,000, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency Water Resources Division oversees the operation of 20 City -owned wells, 7 pumping stations, 50 water quality monitoring stations, 10 storage reservoirs, and 480 miles of water pipeline. The Water Resources Division is committed to providing safe and reliable drinking water to more than 45,000 customers and over 334,000 consumers, and conducts extensive sampling and testing to ensure water meets all water quality standards. In 2018, staff collected 11,555 water samples at various sampling points in the water system. The City's drinking water meets all U.S. Environmental Protection Agency and State drinking water health standards. Water Quality and Water Production crews rely on the availability of water quality testing materials, supplies, and equipment to ensure compliance with water quality regulations. A Notice Inviting Bids for water quality testing supplies was advertised on August 5, 2019, on the City's online bid management and publication system. A summary of the Invitation for Bids and bids received is as follows: 22A-1 Award Contract for Water Quality Testing Supplies October 15, 2019 Page 2 81 Vendors notified 5 Santa Ana vendors notified 9 Vendors downloaded the bid packet 2 Bids received 1 Bid received from a Santa Ana vendor Two bids were received and opened on August 21, 2019, and evaluated. The bid results are as follows: Bidder Hach Company Waterline Technologies, Inc. Location Amount Loveland, CO $31,115.89 Santa Ana, CA $34,110.36 The bid received from Hach Company is lowest, responsive to specifications, and meets the City's requirements. The annual contract amount of $50,000 is based on staff's projection for the upcoming Fiscal Year 2019-20 expenditures, and this limit provides staff with testing resources if additional testing is needed. Outreach Efforts The Purchasing Division advertised this project on the City's online bid management and publication system, PlanetBids, which directly notified five Santa Ana vendors. One Santa Ana vendor downloaded and submitted a bid packet for consideration. The 7% Local and Small Business Enterprise Preference was applied to the Santa Ana vendor's bid submission; however, even with the preference, it was still not the lowest bid. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Strategic Plan Goal #5 — Community Health, Livability, Engagement & Sustainability Objective #2 (expand opportunities for conservation and environmental sustainability). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding for the initial one-year term and the two subsequent one-year renewal periods will be budgeted and made available in the accounts specified below: Accounting Fund Accounting Unit —Account No. Fiscal Year Unit— Amount Account No. Description Description ONE-YEAR AGREEMENT 22A-2 Award Contract for Water Quality Testing Supplies October 15, 2019 Page 3 FY 2019-20 06017640- Water Utility Water Production & Oct. 15 -June 63001 Water Fund Supply — Miscellaneous Operating $22,500 Expenses FY 2020-21 06017640- Water Utility Water Production & Water Fund Supply — Miscellaneous Operating $7,500 July —Oct. 14 63001 Expenses FY 2019-20 06017644- Water Fund Water Quality — Miscellaneous $15,000 Oct. 15 -June 63001 Operating Expenses FY 2020-21 06017644- Water Fund Water Quality — Miscellaneous $5,000 Jul —Oct. 14 63001 Operating Expenses OPTIONAL ONE-YEAR EXTENSIONS FY 2020-21 06017640- Water Utility Water Production & Oct. 15 -June 63001 Water Fund Supply — Miscellaneous Operating $22,500 Expenses FY 2020-21 06017644- Water Fund Water Quality — Miscellaneous $15,000 Oct. 15 -June 63001 Operating Expenses FY 2021-22 06017640- Water Utility Water Production & July —Oct. 14 63001 Water Fund Supply — Miscellaneous Operating $7,500 Expenses FY 2021-22 06017644- Water Fund Water Quality — Miscellaneous $5,000 Jul —Oct. 14 63001 Operating Ex enses FY 2021-22 06017640- Water Utility Water Production & Oct. 15 -June 63001 Water Fund Supply — Miscellaneous Operating $22,500 Expenses FY 2021-22 06017644- Water Fund Water Quality — Miscellaneous $15,000 Oct. 15 -June 63001 Operating Expenses FY 2022-23 06017640- Water Utility Water Production & Water Fund Supply — Miscellaneous Operating $7,500 July —Oct. 14 63001 Expenses FY 2022-23 06017644- Water Fund Water Quality — Miscellaneous $5,000 Jul —Oct. 14 63001 Operating Expenses Total $150,000 APPROVEDAS TO FUNDS AND ACCOUNTS: Fuad S. Sweiss, PE, PLS Kathryn Downs, CPA 22A-3 Award Contract for Water Quality Testing Supplies October 15, 2019 Page 4 Executive Director Public Works Agency Executive Director Finance and Management Services Agency 22A-4