Report Prepared by: Basant Ghaleb, Laboratory Supervisor
Title
SUBJECT: Approval of Second Amendment to the Agreement with Labworks, LLC, in the Additional Amount of $21,000 and the Total not to Exceed the Contracted Amount of $217,200, for Additional Training and Configuration for the Laboratory Information Management System (LIMS) at the Wastewater Treatment Plant (WWTP) Water Quality Control Laboratory
REPORT IN BRIEF
Considers the approval of the second amendment to the agreement with Labworks, LLC, for an additional amount of $21,000 and the total contracted amount not to exceed $217,200 to provide additional training and configuration for the LIMS program for the WWTP Water Quality Control Laboratory.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving the second amendment to the professional services agreement with Labworks, LLC, for an amount not to exceed $21,000 for additional training and configuration; and,
B. Authorizing the City Manager or designee to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommend by Staff; or,
2. Approve, subject to other than recommended by Staff; or,
3. Deny; or,
4. Refer to Staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Merced Municipal Code Title 3 Article III Purchases Over Twenty-Five Thousand Dollars.
CITY COUNCIL PRIORITIES
As provided for in the 2021/2022 Budget.
DISCUSSION
In June 2019, the City Council approved the original contract with Labworks, LLC, for the total amount of $174,200 to provide the Wastewater Treatment Plant (WWTP) a laboratory information management system (LIMS). LIMS is a database that tracks water and wastewater monitoring data and electronically exports the data to the State Water Resource Control Board (SWRCB). A database, such as LIMS, is also required by the Environmental Laboratory Accrediting Program (ELAP), the state agency that certifies municipal laboratories to ensure proper chain of custody and handling of water and wastewater samples.
At its March 16, 2020, meeting, Council approved a first amendment to add $22,000 to the original contract, bringing the total contract to $196,200. Labworks’ field sampling application was originally designed for the Android system; however, the City uses the Apple iOS system for mobile devices. The first amendment covered the cost of Labworks to design their field sampling application for the Apple iOS system. The first amendment also covered 13 days of additional training.
During the course of training, WWTP staff realized that LIMS is a much more intricate and complex system than we first thought. The thoroughness of the system is great for not only for tracking water and wastewater samples, but inventory, equipment calibration, and reporting. WWTP staff would like to take full advantage of the LIMS functions with additional training and configuration for the following items.
1. Chemical inventory, including keeping track of expiration dates and linking the media lot number to samples;
2. Equipment calibration, including calibration records and due dates;
3. Weekly reporting for industrial samples;
4. Monthly reporting for drinking water distribution sample;
5. Track and archive corrective actions and quarterly minimum detection limit (MDL).
WWTP staff is requesting Council to approve a Second Amendment to the Professional Services Agreement, in the amount of $21,000, to cover the expense of the training and configuration for the items listed above.
IMPACT ON CITY RESOURCES
There are sufficient funds available in 553-1108-532-17.00 Professional Services account line.
ATTACHMENTS
1. Second Amendment to the Professional Services Agreement