Staff Report
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed by: Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 01/17/2017
ITEM NO: 7
DATE: JANUARY 5, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A SECOND AMENDMENT
TO THE CONTRACTING AGREEMENT WITH TRINITY SOURCE GROUP TO
PROVIDE ADDITIONAL COMPENSATION FOR GROUNDWATER MONITORING
SERVICES IN AN AMOUNT OF $17,628, FOR A TOTAL AGREEMENT AMOUNT
NOT TO EXCEED $62,430
RECOMMENDATION:
Authorize the Town Manager to execute a Second Amendment to the Contracting Agreement
(Attachment 1) with Trinity Source Group to provide additional compensation for groundwater
monitoring services in an amount of $17,628, for a total agreement amount not to exceed
$62,430.
BACKGROUND:
During the late 1980’s, the Town’s corporation yard experienced soil contamination from an oil
leak. The cleanup documentation was never fully completed with the State of California at the
time and the case was ultimately transferred to the County of Santa Clara (County).
To ensure the contamination issue is resolved, t he County requires testing of monitoring wells
installed on-site for this purpose and the County has set strict timelines to ensure progress on
the work. Non-compliance with the County’s schedule will result in fines.
In June of 2015, the Town received a directive letter from the County requiring the preparation
of a work plan to address the contamination, activate or construct the necessary monitoring
wells, and conduct one set of groundwater monitoring tests.
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A SECOND AMENDMENT TO
THE AGREEMENT WITH TRINITY SOURCE GROUP TO PROVIDE ADDITIONAL
COMPENSATION FOR GROUNDWATER MONITORING SERVICES IN AN AMOUNT
OF $17,628, FOR A TOTAL AGREEMENT AMOUNT NOT TO EXCEED $62,430
JANUARY 5, 2017
S:\COUNCIL REPORTS\2017\01-17-17\07 Trinity Source Group - Second Amendment\Staff Report FINAL.docx 1/13/2017 11:09 AM MM
BACKGROUND (cont’d):
Staff solicited three local Environmental Engineering firms to bid competitively for the work
plan development and complete the work required. Trinity Source Group was the lowest
bidder and an agreement in the amount of $12,500 was executed in June 2015.
In the course of initial testing, it was discovered that two wells were not in a condition that
allowed them to be utilized, including having low water levels due to the drought. The
recommendation from Trinity Source Group was to redevelop the two wells and perform
surrounding soil testing to reaffirm the absence of contamination. The County accepted the
recommendations from Trinity Source Group and required a second work plan development
and completion of the required work to close the case.
In December of 2015, a First Amendment to the agreement was executed in an additional
amount of $32,302, to provide the additional groundwater monitoring services required by the
County. This work was conducted in June of 2016 and a report was submitted to the County in
August of 2016.
In the latter report, Trinity Source Group recommended proceeding with an additional soil
vapor sampling test approximately six months after the first test, as described in the County
approved Work Plan, to further assess soil vapor conditions at the site.
DISCUSSION:
The requested amendment will provide for the additional testing recommended by Trinity
Source Group and the County. During this next testing, it is anticipated that the well water
volumes will be adequate given current rain forecasts, and detected contaminate levels will
continue to be below the San Francisco Bay Regional Water Quality Control Board
environmental screening levels, which will allow the wells to be abandoned and will bring the
project to conclusion.
The Second Amendment will bring the cumulative amount of the contract to $62,430, which
exceeds Town Manager authority and requires authorization from Town Council.
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A SECOND AMENDMENT TO
THE AGREEMENT WITH TRINITY SOURCE GROUP TO PROVIDE ADDITIONAL
COMPENSATION FOR GROUNDWATER MONITORING SERVICES IN AN AMOUNT
OF $17,628, FOR A TOTAL AGREEMENT AMOUNT NOT TO EXCEED $62,430
JANUARY 5, 2017
S:\COUNCIL REPORTS\2017\01-17-17\07 Trinity Source Group - Second Amendment\Staff Report FINAL.docx 1/13/2017 11:09 AM MM
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a Second
Amendment to the agreement with Trinity Source Group to provide additional compensation
for groundwater monitoring services in an amount of $17,628, for a total agreement amount
not to exceed $62,430.
FISCAL IMPACT:
Staff will request a mid-year budget adjustment $17,628 for the additional funds required in FY 2016/17.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Proposed Second Amendment to Agreement
2. First Amendment to Agreement
3. Agreement