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Item 4C MemoCITY OF SOUTHLAKE MEMORANDUM (December 5, 2017) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4C Subject: Approve a contract with Pace Analytical for laboratory testing services to comply with the Texas Commission on Environmental Quality (TCEQ) Nitrification Action Plan (NAP) sampling for drinking water quality in an amount not to exceed $62,000 Action Requested: Approve a contract with Pace Analytical for laboratory testing services to comply with the Texas Commission on Environmental Quality (TCEQ) Nitrification Action Plan (NAP) sampling for drinking water quality in an amount not to exceed $62,000. Background Information: Texas is required to adopt and enforce rules that are at least as stringent as the rules set forth by the U.S. Environmental Protection Agency (EPA) and the Safe Drinking Water Act. The Safe Drinking Water Act is the federal law that protects public drinking water supplies throughout the nation. On April 1, 2016, the Environmental Protection Agency (EPA) and the Texas Commission on Environmental Quality (TCEQ) implemented the Nitrification Action Plan (NAP). This plan increased sampling requirements for compliance with the Safe Drinking Water Act. Public Water Systems distributing drinking water are required to perform weekly NAP samplings at predefined test sites. The NAP sampling plan requires the City to conduct weekly samplings of various parameters to ensure the adequacy of drinking water disinfection levels throughout the City's water distribution system. The NAP is just one component of the City's Water Quality Program to ensure public health and safety. The City, also referred to as a Public Water System (PWS) by the Texas Commission on Environmental Quality (TCEQ), is required to comply with Texas requirements for monitoring, maintaining, and reporting drinking water disinfectant levels to ensure public health. Pagel of 3 Item 4C The City of Southlake purchases its potable drinking water from the City of Fort Worth through a Wholesale Purchase Agreement. This water is delivered to the City's two entry points at the pump stations. It is then the responsibility of the City to ensure the water quality is maintained throughout the City's distribution system as it is delivered to Southlake's customers. Southlake's Drinking Water Quality Program includes daily chlorine disinfectant residual sampling at 10 locations; weekly bacteriological (Bac-T) testing at 30 locations; quarterly disinfection byproduct testing at 16 locations; yearly lead and copper testing at 30 locations; and weekly NAP monitoring at 14 locations. Nitrification is a microbial process that results in the depletion of drinking water disinfectant residual. Residual depletion is a potential leading indicator of coliform bacteria growth throughout our water storage and distribution systems. Therefore, nitrification is aggressively being monitored by the Water Division. The NAP specifically requires sampling the following parameters: • monochloramines • ammonia, • nitrites, • nitrates, • pH, • temperature. and laboratory testing of Financial Considerations: This contract for laboratory testing services is exempt from bidding under the Texas Local Government Code Chapter 252 Section 252.022 General Exemptions: (a)(2) "a procurement necessary to preserve or protect the public health or safety of the municipality's residents." Funding for the NAP sampling and laboratory testing is budgeted in the annual Public Works Water Division Operating Budget. Strategic Link: This item relates to the City's strategy map focus areas of Safety & Security and Performance Management & Service Delivery. It specifically relates to the City's Corporate Objectives of C1 Achieve the highest standards of safety & security, and B2 Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: N/A Item 4C Legal Review: N/A Alternatives: The City Council may approve or deny this contract. Supporting Documents: Proposal from Pace Analytical Staff Recommendation: Approve a contract with Pace Analytical for laboratory testing services to comply with the Texas Commission on Environmental Quality (TCEQ) Nitrification Action Plan (NAP) sampling for drinking water quality in an amount not to exceed $62,000. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works AAnalytical November 14, 2017 Cristina McMurray City of Southlake 1950 E. Continental Blvd. Southlake, TX 76092 Re: Pace Proposal for Water Quality Sampling and Testing Services Dear Ms. McMurray, Pace Analytical Services, LLC. 400 W. Bethany Drive — Suite 190 Allen, TX 75013 Phone: 972.727.1123 Fax: 972.727.1175 Pace Analytical Services, LLC is pleased to provide the City of Southlake with the attached proposal for Water Quality Sampling and Testing Services. With this proposal we aim to alleviate some of the obstacles of satisfying regulatory requirements for the City both from a human resource and cost management perspective. • Pace Analytical Services, Inc. is the largest American owned environmental testing laboratory in the USA. • Our laboratories in Allen, Texas and Ormond Beach, FL will handle all testing for this contract. We will perform all testing in house without the use of subcontractors. • By utilizing our field capabilities Pace can take the burden of hiring and training field technicians off of the City. • Pace will provide well-trained, licensed field technicians that will represent the City of Southlake in a professional, courteous manner in front of its businesses and residents. • With the broad range of analytical services and NELAC accreditations, the City of Southlake can rely on quality data delivered in a timely and cost effective manner. We look forward to the opportunity to grow our relationship with the City of Southlake and appreciate your time in considering this proposal. Should you have any questions or comments, please don't hesitate contact me. Sincerely, Greg Horton Sales Manager 972.837.7937 greg.horton@pacelabs.com City of Southlake Prices Effective Oct. 1, 2017 through Sept 30, 2018 Pace Analytical Services, LLC. 400 W. Bethany Suite 190 Allen, TX 75013 (972) 727-1123 Weekly Nitrification Action Plan Sampling and Analysis Parameter Price/Analysis ($) Free ammonia Included Monochloramine Included Total Chlorine Included pH Included Nitrate Included Nitrite Included Temperature Included Weekly Routine Field Sampling 15 per week $1125.00 *Analysis performed in the field utilizing HACH SL1000 * Data downloaded into EDD within 24 hours * Pace Analytical to purchase and store inventory of instrument consumables Total Monthly Fee $4,500.00 Total Annual Fee (12 Months) $54,000.00 Additional Daily Sampling As Required ** **2 weeks but cannot exceed $8,000 Signatures: Laura Hill Mayor ATTEST: Carol Ann Borges, TRMC City Secretary