To: Boards of Directors, Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, and South Park County Sanitation District
Department or Agency Name(s): Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, and South Park County Sanitation District
Staff Name and Phone Number: Ellen Simm 707-521-1809
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Laboratory Testing and Monitoring Services with Alpha Analytical Laboratories, Inc.
End
Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager acting on behalf of Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, and South Park County Sanitation District to execute an agreement with Alpha Analytical Laboratories, Inc., in substantially the form as the draft presented to this Board, for laboratory testing and monitoring services for water quality through March 31, 2030, in the not-to-exceed amount of $1,650,000.
end
Executive Summary:
Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, and South Park County Sanitation District (collectively “Sonoma Water”) is subject to regulatory requirements that mandate routine water quality testing. In addition, situations sometimes arise that necessitate sampling during off-hours, including storm events, treatment plant failures, and other emergency situations requiring immediate analysis. Alpha Analytical Laboratories, Inc. (Consultant) will provide the staff and expertise needed to conduct routine testing, and to accommodate these emergencies.
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma Water must comply with various monitoring and testing requirements issued by the United States Environmental Protection Agency, the State Water Resources Control Board - Division of Drinking Water, the North Coast Regional Water Quality Control Board, and the San Francisco Bay Regional Water Quality Control Board for drinking water, storm water, wastewater, industrial waste, and landfill sludge. In addition, Sonoma Water is required to perform Russian River estuary water quality monitoring pursuant to North Coast Regional Water Quality Control Board and the California Coastal Commission requirements, and Temporary Urgency Change Petition water quality monitoring on the mainstem Russian River pursuant to State Water Resources Control Board requirements.
SELECTION PROCESS
On October 30, 2024, Sonoma Water issued a Request for Statements of Qualifications (RFQ) to the following 10 firms:
1. Alpha Analytical Laboratories, Inc., Ukiah, California.
2. Brelje & Race Laboratories, Inc., Santa Rosa, California.
3. Caltest Analytical Laboratory, Napa, California.
4. Environmental Technical Services, Petaluma, California.
5. SGS Excelchem, Rocklin, California.
6. Enthalpy Analytical LLC, El Dorado Hills, California.
7. McCampbell Analytical Inc., Pittsburg, California.
8. Torrent Laboratory, Inc, Milpitas, California.
9. BSK Associates, Fresno, California.
10. K Prime, Inc., Santa Rosa, California.
The RFQ was also posted on the Sonoma County Water Agency and County of Sonoma Purchasing Department websites.
The five firms listed below submitted Statements of Qualifications (SOQs):
1. Alpha Analytical Laboratories, Inc.
2. Brelje & Race Laboratories, Inc.
3. Dellavalle Laboratory, Inc.
4. Eurofins Eaton Analytical, LLC.
5. Torrent Laboratory, Inc.
The following criteria were used to evaluate each firm:
1. Thoroughness of SOQ.
2. Professional qualifications and demonstrated ability to perform the work.
3. Exceptions to standard terms in the sample agreement.
4. Local Service Provider Preference.
Consultant was selected for the subject work because of its ability to provide laboratory services (courier services and a wide variety of complex testing) for Sonoma Water seven days a week, its impressive resume of current municipal and business clients with similar testing requirements as Sonoma Water, its extensive detailed listing of analytical equipment (organic and inorganic analysis equipment) used within its laboratory demonstrating its capital investment in capacity to handle work load, its large fleet of courier vehicles for sample pickup and transport, and its high number of experienced, long term personnel.
Sonoma Water may seek to amend or enter into subsequent agreement(s) with Board approval if required, relying upon this competitive selection process, after the preliminary or initial work is completed.
SERVICES TO BE PERFORMED
Under the proposed agreement, Consultant will provide:
1. Laboratory testing and monitoring services for drinking water, storm water, wastewater, surface water (estuary); sediment analysis for flood control channels; and industrial waste and landfill analysis for sludge on an as-needed basis, 24 hours a day, 7 days a week.
2. Regularly scheduled sample pickups and on-demand, and unscheduled sample pickups within 2 hours, meeting required analysis hold times.
3. Labor, equipment, and material necessary to perform the tests required.
The cost of services will not exceed $1,650,000; the term end date is March 31, 2030.
Under the agreement, the General Manager shall have the ability to extend the term of the agreement to up to two additional years by providing written notice to the other party thirty days in advance of the expiration date. The extension shall be formalized in an amended agreement or amendment signed by the parties.
County of Sonoma Strategic Plan Alignment:
N/A
Sonoma Water Strategic Plan Alignment
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
03/24/2020: Approved agreement between Sonoma Water and Sanitation Districts, and Alpha Analytical Laboratories, Inc. for laboratory testing and monitoring services. Cost $1,625,000; term end 3/31/2025.
03/21/2017: Approved agreement between Sonoma Water and Sanitation Districts, and Alpha Analytical Laboratories, Inc. for laboratory testing and monitoring services. Cost $975,000; term end 04/01/2020.
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
$55,000 |
$330,000 |
$330,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$55,000 |
$330,000 |
$330,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$55,000 |
$330,000 |
$330,000 |
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$55,000 |
$330,000 |
$330,000 |
Narrative Explanation of Fiscal Impacts:
Budgeted amount of $55,000 is available from FY 2024/2025 appropriations for the Flood Control Zone 1A, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, Water Transmission, Watershed Planning and Restoration, Geyserville Sanitation Zone, and Airport-Larkfield-Wikiup Sanitation Zone funds. FY 2025/2026, 2026/2027, 2027/2028, 2028/2029, and 2029/2030 appropriations will be budgeted in those fiscal years.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Agreement with Alpha Analytical Laboratories, Inc.
Related Items “On File” with the Clerk of the Board:
None.