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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. Page 1 of 3 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. Page 2 of 3 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 Page 3 of 3