RFB0025_Scope_of_Services.pdf

SCWA Water Well Testing 2025-RFB-0025 Scope of Services

1. Purpose: Request for Bid 2025-RFB-0025 is to establish a multi-year annual contract for laboratory analytical services as required by the Sacramento County Water Agency (SCWA) for its Groundwater Well and Surface water Testing Program. Specifically, it is to cover calendar years 2025 (from 2025 award date), 2026, 2027, 2028, and 2029 compliance periods. Such services shall comply with the State of California Domestic Water Quality and Monitoring Regulations (Chapter 15, Title 22, CCR) including all updates and revisions; as well as US EPA Potable Water Well Testing Requirements.

Additionally, all specifications, terms and conditions set forth herein shall apply to the resultant contract award.

2. Background/Overview: SCWA currently operates and maintains a surface water source and one hundred and ten (110) groundwater well sources in eighteen (18) separate service areas within Sacramento County, as shown in SCWA Sources to Be Sampled. SCWA also manages testing and reporting of water quality to the state and county health departments for each of these water sources.

The Water Quality Testing Schedule is included in Appendix I – Vendor Price Proposal.

Proposals shall include pricing for the 2025-2029 compliance periods. The tests required for the current compliance period include bacteriological, PFAS, inorganic chemicals, disinfection byproducts, radioactivity, organic chemicals, Perchlorate Monitoring, and other secondary constituents including carbonates, minerals, and hardness.

3. SCWA 2025-2029 Water Quality Testing Schedule: The 2025-2029 SCWA Water Quality Testing Schedule also includes blanks for Detection Limit for Purposes of Reporting (DLR), unit prices for tests and the extended total costs (unit cost times quantity for each line item) for each of the next five years. Interested bidders shall complete all blanks given in the schedule, which is included the Pricing Table in the attachments.

The vendor should incorporate its sample collection cost in the unit cost for most of the required water quality monitoring. Sample collection for bacteriological monitoring of the drinking water is required at approximately 207 locations per month throughout the various distribution systems. The samples each include field taken Free Cl₂ residual as well as a sample to be lab-analyzed for Total Coliform & E. Coli. Sample collection for annual asbestos monitoring and quarterly and annual disinfection byproducts monitoring is required at locations throughout the various distribution systems. A handful of locations in the distribution system of one of the SCWA large water systems (NSA Distribution System) must be sampled for secondary standards constituents on a monthly basis. For security reasons, a list of addresses will be provided to the selected laboratory. The total estimated sample counts per year are shown in the Pricing Table.

There are exceptions where SCWA staff take most or all the samples and submit the sample bottle to the vendor for lab analysis. All lead and copper samples, all Fluoride (Treatment Related-Distribution) samples, and approximately 80 - 90% of arsenic, iron & manganese samples are taken by SCWA staff. The samples taken by SCWA staff will be given to the vendor lab for analysis. The vendor will only provide bottles and lab analysis for these samples.

Refer to Sources to Be Sampled, for a list of wells and their locations by areas. The exact locations of the wells to be tested during the 2025-2029 Compliance Period will be set with the selected laboratory during the 2025 Well Testing Program.

4. Scope of Services: Laboratory services consist of furnishing all required labor, supervision, travel, equipment, materials and supplies. Specifically, but not limited to, the vendor shall provide the following:

a. Sample equipment, including collection bottles and sample coolers, collection and transportation of all samples to the laboratory.

b. Laboratory analyses utilizing State Water Resources Control Board (SWRCB) approved methods.

c. Analytical results in a SWRCB approved format and in accordance with the Report and Analyses section below. Analytical results shall be delivered to SCWA and the SWRCB.

Samples shall be collected by qualified laboratory personnel and shall be delivered to the laboratory no later than 24 hours after collection, and sooner if required by the testing protocol.

The program consists of quarterly and monthly phases of sample collection and laboratory analysis, starting in April 2025 and ending in March 2029. Any material adjustments to the contract will be negotiated prior to the start of the next testing period. Material adjustments would include changes in the number of sample points, added tests, changes in regulatory requirements and/or additional costs of conducting business.

5. Pricing: Unit prices entered for years 2025 through 2029 shall be firm/fixed through December 2027. Vendors shall enter their unit prices in the Pricing Table. Incomplete pricing will disqualify your proposal. Price increases for years 2027 through 2029 may be negotiated only prior to the fourth year contract renewal, and shall be based on the three year average of the Consumer Price Index- U.S. City Average, All Urban Consumers, and shall be rounded to the nearest one-tenth of one percent, however price increases shall not exceed an increase of six percent (6%).

6. Contract Period: The initial term shall be from the contract start date for one year. To promote efficiency and economy, the County reserves the right to extend the contract period for four (4) additional one-year periods, commencing at the two year, three year, four year, and five year anniversaries of the contract. Such extension(s) will be at the County’s option, subject to the same specifications, terms, conditions, favorable prices, and upon mutual agreement between the vendor and the County.

7. Sample Collection: The laboratory representative collecting samples is expected to use proper sampling techniques acceptable to SCWA and SWRCB. Procedures for collecting samples are to be followed as described in Standard Methods, 22nd edition, and Title 22 of the California Code of Regulations or the latest edition of either. Dual sampling and sample maintenance, if necessary, should be included in the proposal. All iron, manganese and aluminum samples shall be field-filtered using filters supplied by the laboratory.

8. Testing and Analyses: The type of tests and analyses are summarized in the Pricing Table, which covers SCWA’s 2025-2029 Water Quality Testing Schedule. The Vendor Pricing Table is to be completed by the laboratory as part of its proposal. The laboratory shall only utilize test methods approved by SWRCB, United States Environmental Protection Agency (USEPA), or other methods of validation acceptable to SCWA.

9. Qualifications: The laboratory performing the work, or any of its subcontractors, shall be State certified for all tests and analyses done for SCWA. The analytical detection limits for purposes of reporting DLRs and MCLs shall comply with current and projected State requirements. The laboratory shall perform the work in accordance with current methods acceptable to the State. Your proposal shall include a complete-capabilities brochure, a summary of your laboratory’s State certification status, qualifications of all key personnel who would be assigned to the project, and a quality assurance plan. Include similar information for any subcontractor, as well as a description of work that would be subcontracted.

Moreover, the laboratory must have a primary collection point within 50 miles of SCWA’s office located at: 10151 Florin Road, Sacramento, CA 95829-9336. This primary collection point location is required for urgent sample pickups. Additionally, subcontractors must be located in California, and will require prior approval from SCWA if located further than 150 miles.

10. Quality Control and Testing Practices: The laboratory will be expected to maintain all required quality control methods as prescribed by the State for the sample being analyzed.

As indicated above, a copy of your laboratory’s quality control program shall be included with your proposal submittal. Should re-sampling be required due to the utilization of improper methods, contamination accidents or other errors by the laboratory, all costs for re-sampling shall be borne by the laboratory. Any errors or accidents, which render the sample useless for analysis, shall be reported verbally to the SCWA representative within 24 hours and in writing on laboratory letterhead within five (5) working days.

11. Emergency Availability: The qualified lab must be able to provide services for SCWA during an emergency event such as a terrorist attack, natural calamities and unsafe drinking water alert. The qualified lab must be able to provide a list of contact numbers for a 24-hour emergency event. The emergency contact list shall have the person’s latest home phone number and cellular number. SCWA also requests that the qualified lab be able to provide sample transport services for an emergency event.

12. Reports and Analyses: Laboratory analyses shall be performed in a timely manner and in compliance with test method holding times. Chain-of-custody reports shall be emailed to SCWA staff after sampling has been completed. Results of laboratory analyses and chain-of-custody reports (or login forms) shall be delivered to SCWA within twenty (20) working days of sample collection. The laboratory and/or sub-contractor shall submit all chain-of-custody reports for each completed sampling program via email to SCWA staff for review and recordkeeping purposes.

Chain of custody reports shall be filled-out correctly. It is important to enter the correct location and PWSID number for tracking purposes. The constituents being tested should be grouped on the chain-of-custody report similarly to the grouping used on the Agency’s well testing schedule (Title 22 groupings, i.e: Inorganics, VOCs, etc.). When each individual item being tested is listed on the chain-of-custody report, it is difficult to confirm the correct items are being tested. If the items are grouped, or even listed individually, the item should be listed in a way that is understandable to the purveyor or customer, not in numeric code used by the laboratory (unless some form of description of grouping is given). All SCWA staff shall have access to a web-based portal for accessing completed reports.

The laboratory shall submit analytical results to SCWA on completed SWRCB-approved STORET forms. The reports submitted shall be accompanied by a copy of the results on CD or in a format acceptable to both the State and SCWA. The laboratory shall also submit all well testing data to SWRCB by means of electronic data transfer within twenty (20) working days of the sample collection.

The completed STORET report forms shall include the SWRCB system number, user ID, system name, purveyor name (SCWA in most cases), well or facility ID and name, station number (State Well Number in most cases), and water type. STORET forms or results not properly submitted shall be corrected at the expense of the laboratory.

Non-detect concentration levels of constituents shall be reported as “less than” the detectable limit of the analytical method used or at levels acceptable to the SCWA.

The laboratory shall designate an individual with full decision-making authority as a contact person for the duration of this contract. The contact person for the SCWA will be Aaron Wyley at (916) 875-5815 or wyleya@SacCounty.gov.

13. Notification: The laboratory shall notify designated SCWA personnel within 24 hours any time an analysis result exceeds a State of California primary, health-based, maximum contaminant level (MCL). However, when a nitrate or nitrite analysis result exceeds an MCL, or any constituent exceeds ten times its primary MCL, SCWA personnel must be notified immediately. Notification of SCWA personnel shall be done by e-mail. SCWA personnel to be notified are listed in the following table:

SCWA Contact Personnel

14. Payment: The laboratory shall submit invoices to SCWA after each quarterly/monthly sampling period following distribution of analytical results for that period. Invoices shall represent the actual number of samples collected and analyzed, department name for which

Contact E-mail Address Phone Number Randy Lightle lightler@saccounty.gov (916) 875-6882 Aaron Wyley wyleya@saccounty.gov (916) 875-5815 Anna Gutierrez gutierrezan@saccounty.gov (916) 875-5462 testing represents during the corresponding sampling period in accordance with the unit prices shown on the Water Quality Testing Schedule. Payment to the laboratory will be made only for those analyses that are reported in the proper format and are acceptable to SCWA. Payment is generally processed within thirty (30) days after the parties have mutually agreed upon the laboratory's invoice.

15. Storage of Equipment, Materials, and Supplies:

a. Contractor shall obtain prior approval from the County’s Program Manager for any space or area required for storage of the Contractor’s equipment, materials, and supplies.

b. Equipment, materials, and supplies shall not be piled or stored at any location to hinder normal business operations or to constitute a hazard to persons or property.

16. Field Inspection:

a. The work shall be under the direction, supervision, and inspection of the County’s Program Manager or designee. Written reports of improper findings from inspections will be furnished to the Contractor for corrective action.

b. The County’s Program Manager or designee will make field inspections. Notices of improper behavior and/or procedural methods given to the Contractor’s Project Manager will be considered as if given to the Contractor personally. Such notices need not be written.

c. Inspection shall not relieve the Contractor of his obligations to furnish material and workmanship in accordance with the contract. Imperfections of materials or workmanship overlooked by the inspectors shall not be exempted from rejection if they shall later be discovered.

17. Responsibility of Contractor:

a. Contractor shall be responsible for the work and bear all losses resulting to him or her, on account of the amount or character of the work to be done. This shall include any work subcontracted by the Contractor to another party, under this contract.

b. Contractor shall assume all losses resulting to him or her from unforeseen difficulties, accidents, or other causes.

c. Contractor shall not subcontract any portion of the work unless specifically agreed to, in advance and in writing, between the County’s Program Manager and the Contractor. The use of any subcontractor shall not alter the position of the Contractor or his/her sureties in relation to his/her contract with the County. Any subcontracting shall be solely between the Contractor and the subcontractor. Contractor shall remain responsible for the performance of all work, and the party dealing directly with the County. The use of independent contractors for everyday labor is strictly prohibited.

18. Health and Safety:

a. Contractor shall plan and conduct work in a manner that will safeguard all persons from injury and shall take all precautions as required by Cal-OSHA and General Industrial Safety Orders for health and safety.

b. For certain types of facilities, e.g., industrial or institutional, contracted employees may be required to first attend an orientation/safety meeting given by the County’s Program Manager or designee, regarding the facility and/or specific areas of the facility. The County may stop any person who has not attended a required safety training session from further performing on the contract. In addition, the County may stop any person who has not adhered to the facility safety procedures from further performing on the contract.

19. Building Security Requirements:

a. All contractor personnel working in Sacramento County facilities will be required to adhere to building security requirements as set forth by the department or specific facility. All contractor personnel will be issued a photo identification/proximity card and/or keys allowing them access to those areas of the facilities in which they will perform their duties. Badges and keys remain the property of County and must be surrendered whenever a Contractor’s employee is reassigned, dismissed or terminated.

b. Prior to start of work, Contractor shall provide a list of names of persons who will be assigned to perform the services on County property to the County’s Program Manager or designee. In addition to the names, the list shall include, at minimum, each person’s date of birth, Social Security number, California driver’s license number, and current address. Additionally, the County may require a fingerprint criminal background check. Contractor will be responsible to keep the list of names updated and return badges and/or keys as personnel changes. The County’s Program Manager or designee shall be notified prior to any change of personnel. Contractor personnel shall not share or loan their badges and/or keys to persons who have not received their clearance from the County.

c. The County will exercise full and complete control over granting, denying, withholding or terminating clearances for contractor personnel. County may as it deems appropriate authorize and grant access to contractor personnel; however, such access does not guarantee full access to the facility or employment since it may be withdrawn at any time.

20. Criminal Background Check:

a. Since the work may require entry into secured County facilities, the County will require the Contractor to conduct a criminal background check on all employees who may be assigned to perform the services on County property. Moreover, departments will require a “fingerprint” or “Live Scan” criminal background check that would include a FBI check.

Such criminal background checks shall be performed at the Contractor’s expense, and shall be handled in an expeditious manner.

b. County reserves the right to review the personal background information and to conduct further security clearances on the Contractor’s assigned personnel. Upon request of the County, Contractor shall provide the following information with each name to the County:

date of birth, Social Security number, California driver’s license number, current address, and other background information as may be required by the County. This information must be furnished within twenty-four (24) hours, and shall apply to any new personnel due employee turnover.

c. Any person or persons not acceptable to the County shall be prohibited from working on the contract.

d. Certain “infractions” in the background investigation may be grounds for disqualification.

It will be the responsibility of the Contractor to meet with the County’s Program Manager to discuss these matters.

21. Replacement of Contractor Due to Default: In addition to the remedies provided under the RFB General Conditions Provision No. 6 Default by Contractor, the County may replace a Contractor who defaulted on the contract with the next most responsive Contractor from this RFB process, subject to agreement of the parties. Contractor is considered to be in default if Contractor fails to meet performance requirements, insurance requirements, or other contractual requirements.