CITY OF POMONA
COUNCIL REPORT
January 22, 2024
To: Honorable Mayor and Members of the City Council
From: Anita D. Gutierrez, Acting City Manager
Submitted By: Chris Diggs, Water Resources Director
SUBJECT: APPROVE ENTERING INTO AN AGREEMENT WITH V&A CONSULTING ENGINEERS, INC., FOR SEWER COLLECTION SYSTEM DATA ANALYSIS RECOMMENDATION: It is recommended that the City Council take the following actions:
Approve entering into an agreement with V&A Consulting Engineers, Inc., for Sewer Collection System Data Analysis for a three-year term with two additional one-year renewal options; and Authorize the City Manager, or designee, to execute an agreement with V&A Consulting Engineers Inc., on behalf of the City and any subsequent documents or amendments, as approved to form by the City Attorney.
EXECUTIVE SUMMARY:
The services within the attached agreement with V&A Consulting Engineers, Inc. (V&A) will provide staff with an ability to maintain the City’s sewer system using a data driven, pragmatic approach, rather than completing maintenance based on time alone. This approach will allow staff to maintain the City’s sewer system in a more efficient manner.
FISCAL IMPACT:
Funding is available within the WRD FY 2023-24 Sewer Operating adopted budget (581-2522-52580-00000). WRD anticipates $40,000 in expenditures for the remainder of FY 2023-24. Funding for future contract years, at a rate of $40,000 each year, will be included in each respective annual budget request.
DISCUSSION:
The primary objective of the scope of services with V&A is to create a data driven tool for scheduling maintenance of the City’s sewer system. By utilizing a database that can perform a predictive analysis of the need for requiring cleaning, staff can focus its time exactly where it is needed, rather than simply cleaning sewer pipes based on a predetermined schedule. The combination of advanced analytics and machine learning is a forward-looking strategy for maintaining the City’s sewer infrastructure that is geared towards increasing the reliability of the sewer system, reducing the frequency of sewer spills and reducing costs.
In accordance with Section 2-993.1 (4) of the City’s Purchasing Ordinance, a public notice inviting bids was posted on PlanetBids on October 4, 2023 RFP# 2023-1031 where 567 vendors were notified, 29 prospective bidders downloaded the bid and two bids were received. The two companies that submitted proposals are: V&A and CivilTec Engineering. Both proposals met minimum qualifications and were then evaluated on a 100-point scale based on experience, overall project approach and qualifications. V&A’s proposal was selected as the highest-ranking proposal by the Evaluation committee.
Combined Scores
RFP No. 2023-1031
Rank
Firm
RFP & Evaluation Score
1 V&A Consulting Engineers
92.33 2
Civiltec Engineering, Inc.
60.74 NOTES: An evaluation committee was utilized to evaluate this RFP. Complete score sheets are on file that include comments regarding the proposals from each firm. Price proposals were opened and reviewed after the evaluation and scoring of the technical qualifications.
The City Attorney has reviewed the attached agreement (Attachment No. 1).
Prepared by:
Romell Eutsey
Wastewater System Supervisor
ATTACHMENT:
Attachment No. 1 – Agreement with V&A Consulting Engineers Award a Bid to V&A Consulting Engineering for Sewer Collection System Data Analysis