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CITY COUNCIL AGENDA ITEM NO. 11

Meeting Date: August 12, 2008

Subject/Title: Adopt a Resolution approving and authorizing the City Manager or her designee to execute an agreement with MWH Laboratories to provide analytical analysis and specialized sampling services for a total agreement amount not to exceed $80,000 ($40,000 for fiscal year 2008/09 and $40,000 for fiscal year 2009/10).

Prepared by: Eric Brennan, Water Operations Manager
Chris Ehlers, Deputy Director of Public Works

Submitted by: Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager or her designee to execute an agreement with MWH Laboratories to provide analytical analysis and specialized sampling services for a total agreement amount not to exceed $80,000 ($40,000 for fiscal year 2008/09 and $40,000 for fiscal year 2009/10).

PREVIOUS ACTION
On February 24, 2004, by Resolution No. 2004-40, City Council approved the amended Purchasing Policy No. 10-7.

On June 26, 2007, by Resolution No. 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget for the City of Brentwood.

BACKGROUND
City staff includes budgeted amounts in the annual Operations Budget for water quality analysis and laboratory services. The Purchasing Policy requires that purchases or services over $50,000 be approved by City Council.

The City of Brentwood is required by State and Federal laws to monitor and test its water distribution system and ground water production wells for a wide array of constituents, which include: analyses for organic and inorganic compounds, disinfection byproducts, microbiology, and radioactivity. The scope of analyses in this agreement includes: monthly, semi-annual, tri-annual, quarterly, and annual monitoring events from July 1, 2008 to June 30, 2010.

Request for Proposals (RFP) were sent to three laboratories. Responses were evaluated on proposal price and on the RFP requirements. MWH Laboratories was selected based on the submission of the lowest, responsible bid and for its qualification in the areas of method of compliance and the ability to meet the stringent reporting limits. MWH Laboratories will complete all analyses in-house without the need to use any sub-contract laboratories. MWH Laboratories has full-service capabilities and expertise. MWH Laboratories feature an automated data management system. This will reduce report preparation time, errors, and costs.

This purchase is in compliance with Purchasing Policy 10-7 and has been budgeted in the Water Enterprise 2008/09 Operating Budget and will be included in the budget requests for 2009/10.

FISCAL IMPACT
The amount of $40,000 for these services is budgeted in the Water section of the adopted 2008/09 Operating Budget. The $40,000 for fiscal year 2009/10 will be included with the Water Enterprise budget requests when that budget is brought to Council for consideration in June 2009. This action does not amend the Council adopted 2008/09 Operating Budget.

Attachment:
• Resolution
• Agreement

RESOLUTION NO. _____


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE AN AGREEMENT WITH MWH LABORATORIES TO PROVIDE ANALYTICAL ANALYSIS AND SPECIALIZED SAMPLING SERVICES FOR A TOTAL AGREEMENT AMOUNT NOT TO EXCEED $80,000 ($40,000 FOR FISCAL YEAR 2008/09 AND $40,000 FOR FISCAL YEAR 2009/10).

WHEREAS, on February 24, 2004 by Resolution No. 2004-40, City Council approved the amended Purchasing Policy No. 10-7; and

WHEREAS, the Purchasing Policy requires that purchases or services over $50,000 must be approved by City Council; and

WHEREAS, on June 26, 2007, by Resolution No. 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget for the City of Brentwood; and

WHEREAS, The City of Brentwood is required by State and Federal laws to monitor its water distribution system and ground water production wells; and

WHEREAS, MWH Laboratories is a certified laboratory that has met all standards required by State and Federal agencies to obtain certification; and

WHEREAS, MWH Laboratories was selected based on the submission of the lowest, responsible bid and for its qualification in the areas of method of compliance and the ability to meet the stringent reporting limits; and

WHEREAS, the agreement with MWH Laboratories is in a total amount not to exceed $80,000; $40,000 for fiscal year 2008/09 and $40,000 for fiscal year 2009/10; and

WHEREAS, this action does not amend the Council adopted 2008/09 Operating Budget; and

WHEREAS, the $40,000 for fiscal year 2009/10 will be included with the Water Enterprise budget requests when that budget is brought to Council for consideration in June 2009; and

WHEREAS, this purchase is in compliance with Purchasing Policy 10-7.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve and authorize the City Manager or her designee to execute an agreement with MWH Laboratories for a total agreement amount not to exceed $80,000 ($40,000 for fiscal year 2008/09 and $40,000 for fiscal year 2009/10).

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 12th day of August 2008 by the following vote:
 

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