Item 4S - MemoCITY OF
SOUTH LAKE
Item 4S
MEMORANDUM
(October 18, 2022)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Authorize expenditures with Pace Analytical for various
laboratory testing services to comply with Federal and State
Regulatory Requirements in an amount not to exceed $110,000.
Action
Requested: Authorize expenditures with Pace Analytical for various laboratory
testing services to comply with Federal and State Regulatory
Requirements in an amount not to exceed $110,000.
Background
Information: As a Public Water System (PWS), the City of Southlake is required
to comply with Texas requirements for monitoring, maintaining, and
reporting drinking water disinfectant levels set forth under the Safe
Drinking Water Act. The Safe Drinking Water Act is a federal law
under the U.S. Environmental Protection Agency (EPA), with the
Texas Commission on Environmental Quality (TCEQ) acting as the
regulatory agency over the City.
The City has the responsibility to ensure the water quality is
maintained throughout the distribution system as it is delivered to
Southlake's customers. Therefore, the Public Works Department
contracts with a third -party laboratory for various testing services to
comply with Federal and State Regulatory Requirements. These
laboratory services include:
• Nitrification Action Plan (NAP) — Weekly sampling at 15
predefined test sites.
• Lead and Copper Rule Monitoring — Yearly sampling at 30
locations.
Public Works also contracts with a third -party laboratory for other
programs affecting public health and the environment. These
programs include Fats, Oils and Grease (FOG) testing to monitor
wastewater effluent quality for compliance with Trinity River
Authority's (TRA) contractual limits, and Surface Water Quality
testing to monitor and prevent environmental pollution.
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Item 4S
Financial
Considerations: The City's purchasing policy for these testing services are 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.
In the FY 2023 adopted budget, City Council approved the funding
for laboratory testing services of the following programs.
Laboratory Testing Program
Cost
Drinking Water Quality — Nitrification Action Plan
$ 78,000
Drinking Water Quality — Lead & Copper Rule
$ 10,500
Wastewater Effluent Quality — Fats, Oils, & Grease
Program
$ 10,500
Emergency Coliform Testing
$ 2,000
Sub -Total
$ 101,000
In FY 2022, the City spent $80,986 on laboratory testing services
with Pace Analytical. Due to the increased costs for labor, chemical,
glassware, shipping, etc. and the shortages of some lab supplies,
Pace has added several price increases averaging a 25% overall
increase. Funding for various laboratory testing services is provided
in the annual operating budgets of the Water and Wastewater
Divisions.
Strategic Link: This item links to the City's Strategy Map strategic focus areas of
Safety & Security and Performance Management & Service Delivery.
It specifically relates to the City's Corporate Objectives, C1: Achieve
the Highest Standards of Safety & Security, and 132: Collaborate with
Select Partners to Implement Service Solutions.
Citizen Input/
Board Review: None.
Legal
Review: None.
Alternatives: The City Council may approve or deny the request.
Staff
Recommendation: Authorize expenditures with Pace Analytical for various laboratory
testing services to comply with Federal and State Regulatory
Requirements in an amount not to exceed $110,000.
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Item 4T
Supporting
Documents: Attachment A: Pace Proposal for All Testing
Attachment B: Local Government Code Chapter 252, Section
252.002
Staff
Contact: Rob Cohen, Director of Public Works
Jack Thompson, Deputy Director of Public Works — Operations
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