Report Prepared by: Laura Ivancich, Management Analyst, Engineering Department
Title
SUBJECT: Approval to Waive the Competitive Bid Process to Award a Contract with Provost & Pritchard Engineering Group Inc., for Groundwater Monitoring and Municipal Well Sampling Services in the Amount of $92,000
REPORT IN BRIEF
Considers approving to waive the competitive bid process pursuant to Merced Municipal Code Section 3.04.210 and approving a contract with Provost & Pritchard Engineering Group, Inc. to perform groundwater sampling services to support the City’s PCE environmental investigation for Fiscal Year 2025-26.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.4.210; and,
B. Awarding a contract with Provost & Pritchard Engineering Group, Inc. for the one-year term to provide groundwater well and municipal well sampling services in the amount of $92,000; and,
C. Authorizing the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and or/ conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items (specific items to be addressed in the motion); or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Charter of the City of Merced, Section 200, et seq. Services
Charter of the City of Merced, Article Xl, Section 1109 - Contracts on Public Works, Merced Municipal Code Chapter 3.04, Article lV - Public Works Contracts, and City of Merced Charter Section 3.04.210 - Exemptions from Competitive Bidding.
CITY COUNCIL PRIORITIES
As provided in the 2025-26 Adopted Budget.
DISCUSSION
The California Regional Water Quality Control Board requires the City of Merced (City) to sample groundwater monitoring wells and test for Tetrachloroethylene (PCE) in specified areas around the City. In addition, the California Department of Public Health and State Water Resources Control Board require the City to monitor its drinking water for various contaminants, including the gasoline constituent Methyl Tertiary Butyl Ether (MTBE). Sampling of City groundwater monitoring wells and municipal wells is conducted to ensure that water quality meets State standards for public drinking water supplies. Sampling was also conducted to support the City cost recovery litigation effort that was initiated in 2005 against the oil companies. Although the City prevailed in its lawsuit, the City still has a need to monitor the groundwater for these chemicals.
The above sampling requirements necessitate procuring the services of an appropriate environmental consulting firm with the relevant experience to perform the well sampling work. Previously the City contracted with the environmental firm Friedman and Bruya, Inc., in 2010, and then in 2016 the City switched to contracting in a three-year term for the environmental monitoring services.
In May 2019, staff issued a Request for Proposals for the well sampling services, and at the August 19, 2019, Council meeting, Council awarded the bid with Provost & Pritchard for a three-year term.
In May 2022, staff issued the next Request for Proposals for well sampling services, and the evaluation committee selected Provost & Pritchard as the preferred proposal. Council awarded their bid at the August 1, 2022, Council meeting.
The current groundwater monitoring agreement that was approved by Council on August 1, 2022, with Provost & Pritchard expired on June 30, 2025. Provost & Pritchard has extensive knowledge and experience in assisting the City of Merced with their PCE sampling and reporting requirements. Due to the state requirements to perform quarterly sampling and reporting, and to avoid a lapse in this requirement, staff is requesting to waive the competitive bidding requirement for this one-year agreement to allow for time to create a new Request for Proposals for the following years.
IMPACT ON CITY RESOURCES
Funding is available within the Fiscal Year 2025/26 adopted budget of Fund 6001-Water System Enterprise to cover the cost of this contract.
ATTACHMENTS
1. Professional Services Agreement