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HomeMy WebLinkAboutItem 18 - Agreement for Water Quality Sampling and Testing Services Public Works Agency www.santa-ana.org/pw Item # 18 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report July 1, 2025 TOPIC: Agreement for Water Quality Sampling and Testing Services AGENDA TITLE Agreement with Clinical Laboratory of San Bernardino, Inc. for Water Quality Sampling and Testing Services (Specification No. 25-071) (Non-General Fund) RECOMMENDED ACTION Approve an agreement with Clinical Laboratory of San Bernardino, Inc., to conduct water quality sampling and testing services for an amount not to exceed $612,205, for a term beginning July 1, 2025, and expiring June 30, 2028, with provisions for two, one-year renewal options. (Agreement No. A-2025-XXX) GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The City’s Public Works Agency, Water Resources Division (PWA) administers and maintains the City’s public water system, which provides high quality drinking water to the residents and businesses of Santa Ana. The California State Water Resources Control Board, in accordance with Title 22 of the California Code of Regulations entitled “California Domestic Water Quality and Monitoring Regulations,” enforces the primary and secondary drinking water standards for public water systems. The City, as a public water system, must comply with these drinking water standards, which require testing of the City’s water system by a laboratory accredited through the California Environmental Laboratory Accreditation Program. The City maintains 50 designated water quality sampling stations strategically located throughout its service area. All routine water quality samples are collected from these sites. These services include, but are not limited to, the collection, testing, and analysis of water samples to monitor bacteriological indicators, general physical characteristics, weekly fluoride levels, and various regulated constituents, disinfection by-products, and nitrates. All sampling and analysis activities are conducted in compliance with applicable state and federal water quality standards. The current agreement for these services is held by Clinical Laboratory of San Bernardino, Inc. The term of the agreement was for a five-year period from July 21, 2020, to July 20, 2025, and was for a total not to exceed amount of $585,000. Agreement for Water Quality Sampling and Testing Services July 1, 2025 Page 2 5 1 4 5 On April 21, 2025, PWA issued a Request for Proposal (RFP) No. 25-071 on the City’s online bid management and publication system, PlanetBids, to solicit proposals from qualified, state-approved laboratories to perform water quality testing services. The following table summarizes the participation of laboratories for RFP 25-071: 78 Vendors notified 0 Qualified Santa Ana vendors 4 Vendors downloaded the RFP packet 2 Proposals were received Proposals were solicited, opened on May 19, 2025, and evaluated. Two proposals were submitted by the RFP deadline and were determined to be responsive to the specifications and met the City’s requirements. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP and the following summarizes their rankings: Consultant City Rank Clinical Laboratory of San Bernardino, Inc.Grand Terrace, CA 1 A-Tech Consulting Orange, CA 2 Staff recommends awarding a contract to Clinical Laboratory of San Bernardino, Inc. based on their high rating, competitive pricing, and excellent service record. The proposal contained a clear path toward achieving City goals and objectives as required by the RFP. Clinical Laboratory of San Bernardino, Inc. holds the current agreement for water quality testing services and has provided the City with exceptional service during this period. ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT Water Enterprise Funds are budgeted in the proposed Fiscal Year 2025-26 budget under the following accounts. Subsequent funding for the renewal options, if exercised, will be included in the proposed budgets for City Council consideration. Fiscal Year Accounting Unit - Account No. Fund Description Accounting Unit, Account No. Description Amount Contract (3-Year Term) 2025-26 06017644- 62300 Water Water Quality, Contract Services-Professional $122,441 Agreement for Water Quality Sampling and Testing Services July 1, 2025 Page 3 5 1 4 5 2026-27 06017644- 62300 Water Water Quality, Contract Services-Professional $122,441 2027-28 06017644- 62300 Water Water Quality, Contract Services-Professional $122,441 Optional Two, 1-Year Extensions 2028-29 06017644- 62300 Water Water Quality, Contract Services-Professional $122,441 2029-30 06017644- 62300 Water Water Quality, Contract Services-Professional $122,441 Total:$612,205 EXHIBIT(S) 1. Agreement with Clinical Laboratory of San Bernardino, Inc. Submitted By: Nabil Saba, P.E., Executive Director, Public Works Agency Approved By: Alvaro Nuñez, City Manager Page 1 AGREEMENT WITH CLINICAL LABORATORY OF SAN BERNARDINO INC. FOR WATER QUALITY SAMPLING AND TESTING SERVICES THIS AGREEMENT is made and entered into on this 1st day of July, 2025 by and between Clinical Laboratory of San of San Bernardino, Inc., (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A.On April 21, 2025, the City issued Request for Proposal No. 25-071, by which it sought a qualified consultant to provide water quality sampling and testing services for the Water Resources Division of the Public Works Agency. B.Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 25-071. C.In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1.SCOPE OF SERVICES Consultant shall perform the services described in the scope of work that was included in RFP No. 25-071, which is attached as Exhibit A and incorporated in full. 2.COMPENSATION a.City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B, which is attached hereto and incorporated by reference. The total amount to be expended during the term of this Agreement shall not exceed $612,205. b.Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant’s account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. EXHIBIT 1 Page 2 3.TERM This Agreement shall commence on the date first written above for a three year term expiring June 30, 2028, unless terminated earlier in accordance with Section 15, below. The term of this Agreement may be extended for two, one year extensions upon a writing by the City Manager and the City Attorney. 4.INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5.OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk. 6.INSURANCE Consultant shall procure and maintain for the duration of the agreement, the following insurance coverages: MINIMUM SCOPE AND LIMIT OF INSURANCE Consultant shall maintain limits of insurance coverage in the following minimum amounts and shall be at least as broad as: Page 3 •Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. •Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with combined single limits of $1,000,000. In the event Consultant does not maintain commercial automobile liability insurance, City will accept evidence of personal automobile insurance with existing limits, which can be lower than $1,000,000. •Workers’ Compensation (W/C): as required by the State of California, with statutory limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident, per employee, per policy for bodily injury or disease. This requirement can be waived if Consultant has no employees. If Consultant maintains broader coverage and/or higher limits than the minimums shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: 1.CGL and AL policies: City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, equipment, and personnel furnished in connection with such work or operations. 2. All required insurance policies: Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant for City. 3.All required insurance policies: For any claims related to this contract, Consultant’s insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. 4. All required insurance policies: A severability of interest provision must apply for all the additional insureds, ensuring that Consultant’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer’s limits of liability. 5. Each insurance policy required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non-payment. 6.Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Page 4 Attn: PWA Water Resources Division 220 S. Daisy Ave, M-85, Santa Ana, CA 92703. The name and location of the event should be included in the Description of Operations section of each certificate. Self-Insured Retentions Self-insured retentions must be declared to and approved by the City. City may require Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City. Verification of Coverage Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant’s obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Claims Made Policies If any of the required policies provide coverage on a claims-made basis: 1. The retroactive date must be shown and must be before the date of the contract or the beginning of work. 2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Company must purchase “extended reporting” coverage for a minimum of three (3) years after completion of work. Subcontractors Consultant shall require and verify that all sub-contractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from sub-contractors. Special Risks or Circumstances City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Page 5 7.INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8.INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9.RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10.CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such Page 6 information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11.CONFLICT OF INTEREST CLAUSE a.Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. b.No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appointed board and commission members, as defined under the City’s Municipal Code, whose position with the City shall award or influence the award of this Agreement, or any competing contract or amendment thereof, shall be employed in any capacity by the Consultant or have any other direct or indirect financial benefit or interest in this Agreement. c.The section also prohibits the awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-time employee for one-year from date of employee separation except for any CalPERS retiree as authorized by City Council resolution d.The Consultant must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this (Contract, Agreement, or Grant). The Consultant warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Consultant hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement. e.Consultant covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported (in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in Page 7 subsections (b) and (c) above. 12.NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13.EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14.ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Consultants retained by City. 15.TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a.As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. Page 8 b.Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16.WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17.JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18.PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19.NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director, Public Works Agency Page 9 City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, California 92702 To Consultant: A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20.MISCELLANEOUS PROVISIONS a.Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b.All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signatures on following page] Clinical Laboratory of San Bernardino, Inc. Steve Martinez Laboratory Director 2881 Barton Road, Grand Terrace, CA 92313 Fax: (909) 825-7696 Nabil Saba Digitally signed by Nabil Saba Date: 2025.06.16 10:14:29 -07'00' EXHIBIT A CITY OF SANTA ANA 17 I.DESCRIPTION AND SCOPE OF WORK The City of Santa Ana is issuing this Request for Proposals (RFP) for Water Quality Sampling & Testing Services. The City of Santa Ana requests the services of an analytical laboratory to provide timely, high-quality analytical analysis of the City’s domestic water system. Analysis shall be in accordance with “Standard Methods”, Title 22 of the California Code of Regulations entitled “California Domestic Water Quality and Monitoring Regulations”, and Code of Federal Regulations, and shall consist of bacteriological quality, general physical quality, general mineral, lead & copper, nitrate/nitrite, inorganics, fluoride, haloacetic acids and total trihalomethanes. The City has 50 designated sample sites. All routine water samples will be drawn from these sites. In addition, the City has 10 designated sample sites for Fluoride analysis. Non-routine water samples will be collected by the City in specially prepared bottles provided by the consultant to be collected and tested by the consultant. B.IMPLEMENTATION 1.City staff shall have the right to modify, reduce, or delete the services as needed by City. 2.BACTERIOLOGICAL QUALITY (i)Routine: Samples shall be collected by the Consultant, in appropriate sterilized bottles to which a chlorine reducing agent has been properly added, on a weekly basis at 50 designated sample points. Total coliform analyses are to be conducted using either the multiple tube fermentation method analyzing a minimum of 100-ml of water either with using 5-tube 20-ml portions or 10-tube 10-ml portions, the membrane filter technique, the presence/absence (P-A) coliform test, or the minimal medium (Coliform) test. Reporting of positive samples shall be based on the presence or absence of coliforms in each sample rather than an estimation of coliform density. Upon detecting that either a routine or repeat sample is either total coliform or fecal coliform positive, or a sample is invalidated due to interference problems, the Consultant shall notify the City within twenty-four hours. To complete the notification, consultant must contact a live individual. The appropriate contact person for the City is the Water Services Quality Coordinator at (714) 305-4798 or the Principal Civil Engineer at (657) 566- EXHIBIT A SCOPE OF SERVICES CITY OF SANTA ANA 18 1991. When voice mail is used to leave a message, the Consultant shall contact the City's Dispatch Office at (714) 647-3380 between the hours of 7:00 a.m. and 3:30 p.m. If notification is required during a weekend or holiday, the Water Services Quality Coordinator at (714) 305-4798; if unavailable contact Principal Civil Engineer at (657) 566-1991. In addition, a copy of the City's Emergency Notification Plan will be provided and reviewed with the Consultant, prior to commencement of services. Thereafter, an updated City Emergency Notification Plan will be provided to Consultant by the City Representative. In the event that the Consultant is unable to contact the City within 24 hours, the Consultant shall notify the State Water Resources Control Board – Division of Drinking Water Duty Officer at (800) 852-7550 or (916) 845- 8911. Upon detecting that a routine or repeat sample is total coliform positive, the Consultant shall perform a fecal coliform test. The Consultant shall, within twenty-four hours after notifying the City that a single routine sample is total coliform positive, collect three repeat samples. One shall be from the same total coliform positive sample point. The other two locations shall be determined by the City, one to be located within five service connections upstream and the other within five service connections downstream of the total coliform positive sample point. If total coliforms are detected in any repeat sample, the Consultant must within twenty-four hours, after notifying the City that a repeat sample is total coliform positive sample, collect another set of repeat samples from the same locations. (ii) Water Mains or System Repairs: Samples shall be collected by the City in appropriate sterilized bottles provided by the Consultant to which a chlorine reducing agent had been properly added. Sampling may consist of two samples per month and shall be picked up by the Consultant at the City Corporate Yard Water Quality Shop within twelve hours of notification. The Consultant shall notify the City of the results by fax within four hours of the completion of the test. (iii) Wells: Samples shall be collected by the City in appropriate sterilized bottles provided by the Consultant to which a chlorine reducing agent has been properly added. Sampling shall consist of twenty samples per month and shall be picked up by the Consultant at the City Corporate Yard Water Quality Shop within twelve hours of notification. (iv) Customer Inquiry: Samples shall be collected by the City in appropriate sterilized bottles provided by the Consultant to which a chlorine reducing agent has been properly added. Sampling may consist of four samples per month and shall be picked up by the Consultant at the City Corporate Yard Water Quality Shop within twelve hours of notification. CITY OF SANTA ANA 19 3. HETEROTROPHIC PLATE COUNT Routine: samples shall be collected by the Consultant in appropriate sterilized bottles to which a chlorine reducing agent has been added on a weekly basis at the same time and at the same 50 designated sample points. Consultant shall use the necessary dilutions to report the results at concentrations up to 500 colony forming units per milliliter. 4. TOTAL CHLORINE RESIDUAL Routine: samples shall be field analyzed by the Consultant on a weekly basis at the same time and at the same 50 designated sample points. DPD method of analysis and the reading shall be made by the means of a colorimeter. Color disc is not acceptable. Results must be reported to 0.1mg/l. Colorimeter must be calibrated per the manufacturer’s requirements. Documents showing the calibration shall be provided upon request. 5. GENERAL PHYSICAL QUALITY (i) Routine: The Consultant shall collect Samples in appropriate sample bottles on a monthly basis at the 50 designated sample points, with an additional 25 samples to be collected if a month contains 5 weeks. The analysis shall consist of turbidity, odor, color, field pH, and temperature. (ii) Customer Inquiry: Samples shall be collected by the City in specially prepared sample bottles provided by the Consultant and may consist of four samples per month and shall be picked up by the Consultant at the City Corporate Yard Meter Shop within twelve hours of notification. The analysis shall consist of turbidity, odor, and color. 6. GENERAL MINERAL Samples shall be collected by the City in specially prepared sample bottles provided by the Consultant and may consist of twenty samples on a yearly basis (as needed) and shall be picked up the Consultant at the City Corporate Yard Water Quality Shop within twenty-four hours of notification. 7. INORGANICS Samples shall be collected by the City in specially prepared sample bottles provided by the Consultant and may consist of twenty samples on a yearly basis (as needed) and shall be picked up by the Consultant at the City Corporate Yard Water Quality Shop within twenty-four hours of notification. 8. TRIHALOMETHANES The City shall collect samples in specially designed sample vials containing a chlorine reducing agent and sealed with TFE-faced septa and screw caps. It shall consist of twelve samples on a quarterly basis beginning in February and shall be picked up by the Consultant at the City Corporate Yard Water Quality Shop within twelve hours of notification. CITY OF SANTA ANA 20 9. HALOACETIC ACIDS The City shall collect samples in specially designed sample vials containing crystalline NH4Cl, which converts free chlorine to a combined chlorine residual and sealed with TFE-faced septa and screw caps. It shall consist of twelve samples on a quarterly basis beginning in February and shall be picked up by the Consultant at the City Corporate Yard Water Quality Shop within twelve hours of notification. 10. NITRITE/NITRITE Samples shall be collected by the City in specially prepared sample bottles and shall consist of three nitrate samples on a weekly basis and an additional 4 samples on a monthly basis. Nitrite samples shall consist of seven samples on a semi-annual basis. The Consultant shall pick up samples at the City Corporate Yard’s Meter Shop within twelve hours of notification. Upon detecting nitrate level above the MCL of 10 mg/l as N is exceeded, the Consultant shall notify the City within twenty-four hours. To complete the notification consultant must contact a live individual. The appropriate contact person for the City is the Water Services Quality Coordinator at (714) 305-4798 or the Principal Civil Engineer at (657) 566-1991. When voice mail is used to leave a message, the Consultant shall contact the City's Dispatch Office at (714) 647- 3380 between the hours of 7:00 a.m. and 3:30 p.m. If notification is required during a weekend of holiday, the Water Services Quality Coordinator may be contacted at (714) 305-4798 or Principal Civil Engineer at (657) 566-1991. In addition, a copy of the City's Emergency Notification Plan will be provided and reviewed with Consultant, prior to commencement of services. Thereafter, City’s Emergency Notification Plan will be provided to Consultant on an annual basis by the City’s Representative. In the event that the Consultant is unable to contact the City within 24 hours, the Consultant shall notify the Orange County Environmental Health Office at (714) 433-6000. 11. FLUORIDE Samples shall be collected by the Consultant, in appropriate sterilized bottles on a monthly basis at 10 designated sample points. C. REPORTS 1. The Consultant shall provide the following information within seven days of the completion of each analysis: (i) Name of the laboratory and either the person responsible for performing the analysis or the laboratory director. (ii) Date of report. (iii) The analytical method used. CITY OF SANTA ANA 21 (iv) The name, date, and time of sampling and identification of the person who collected the sample. (v) Identification of the sample as a routine, repeat, replacement, or “other” sample when appropriate 2. Chain of Custody: The Consultant shall provide to the City chain of custody forms for each sample collected by the City, when the Consultant provides the necessary sample container. EXHIBIT B $1,200.00 $8,400.00 $78,000.00 CITY OF SANTA ANA 41 Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit I) and am familiar with the scope of work locations. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. Proposal Item Price - Pricing shall be based on a (hourly cost, time and materials basis - see narrative) for services described in Exhibit I. Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the contractor only after discussed and authorized by the City projects manager or designee in writing. Proposer shall attach a separate hourly rate schedule with hourly rates for staff time per job classification. If the City requires additional related services not listed in the fee schedule below, those services will be performed and compensated at time and materials costs as shown on the proposer’s hourly rate schedule submitted. Quantities listed below are annual estimates, the City reserves the right to increase or decrease quantities as necessary. LINE DESCRIPTION QUANTITY UNIT UNIT PRICE EXTENDED TOTAL PRICE 1 Routine Weekly Samples collected and tested by Consultant for Bacteriological Quality, Heterotrophic Plate Count and Chlorine Residuals 2,600 Each 2 Routine Monthly Samples collected and tested by consultant for General Physical Quality 700 Each 3 Routine Monthly Samples collected and tested by consultant for Fluoride 120 Each 4 Routine Quarterly Samples collected by City and tested by Consultant for Haloacetic Acids 48 Each 5 Routine Quarterly Samples collected by City and tested by Consultant for Trihalomethanes 48 Each 6 Routine Monthly & Quarterly Samples collected by City and tested by Consultant for Nitrates/Nitrites 96 Each 7 Non-Routine samples collected by City and tested by Consultant for Bacteriological Quality, Heterotrophic Plate Count and Chlorine Residuals (As-Needed) 100 Each 8 Non-Routine samples collected by City and tested by Consultant for General Physical Quality (As-Needed) 100 Each ATTACHMENT A PROPOSER’S CERTIFICATION, PROPOSAL PRICING $30.00 $12.00 $10.00 $65.00 $35.00 $10.00 $30.00 $12.00 $3,120.00 $1,680.00 $960.00 $3,000.00 $1,200.00 One Hundred Eleven Thousand Three Hundred Ten and 00/100 $10,000.00 $3,750.00 $111,310.00 CITY OF SANTA ANA 42 9 Non-Routine samples collected by City and tested by Consultant for General Minerals (As-Needed) 50 Each 10 Non-Routine samples collected by City and tested by Consultant for Inorganics (As- Needed) 100 Each Total ______________________________________________________________________________________ LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS ______________________________________________________________________________________ BUSINESS ADDRESS ______________________________________________________________________________________ PRINTED NAME OF AUTHORIZED AGENT TITLE ______________________________________________________________________________________ SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS __________________________________________________________________________________ FEDERAL ID NUMBER (IF APPLICABLE) ENVIRONMENTAL LABORATORY ACCREDIDATION PROGRAM CERTIFICATE NUMBER (ELAP #) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Clinical Laboratory of San Bernardino, Inc P: (909) 825-7693 F: (909) 825-7696 21881 Barton Road, Grand Terrace, CA 92313 Steven Martinez Laboratory Director 22 April 2025 smartinez@clinical-lab.com 95-2504488 1088 $75.00 $100.00