COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Shad S. Springer, Director of Utilities
DATE: October 21, 2025
SUBJECT: Adoption of a Resolution Approving an Agreement with MNS Engineers, Inc. for Contract Administration and Inspection Services for the Water Supply Well 15 Equipping Project
Description:
The City Council will consider adopting a Resolution approving an agreement with MNS Engineers, Inc. for contract administration and inspection services for the Water Supply Well 15 Equipping Project.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
1. Adopt a Resolution approving an agreement with MNS Engineers, Inc. for Contract Administration and Construction Inspection Services for the Water Supply Well 15 Equipping Project; and
2. Authorize the City Manager, or designee, to execute agreement.
BACKGROUND:
The 2012 Utilities Capacity Study identified a need to increase water production capacity to meet future Maximum Day Demand (MDD) projections and to improve system resiliency in the event of an interruption to the State Water Project supply. The construction of a new well will help to address this need.
The new water supply well, Well 15, is sited within an easement obtained from the Santa Maria Airport District. This project involves drilling and equipping a new ±1,600-foot deep well, located approximately 1,800 feet southeast of the City’s existing Well 14. Onc e completed, Well 15 will connect to the City’s existing header line west of the airport and convey water to the blending and disinfection facility, improving the reliability, quality, and quantity of the City's water supply.
Development of Well 15 will be completed in two construction phases. The first phase, to drill the well, is currently on-going and anticipated to be complete by the end of 2025. The second phase, to construct the well facility and equip the well, was recently bid and is pending award by City Council . The site development and equipping are anticipated to take approximately a year to complete due to environmental considerations on the site and material lead times. The nature of the project requires staffing and technical expertise for contract administration and inspection beyond what City staffing can provide. 2 DISCUSSION:
To assist City staff in meeting project needs for contract administration and inspection for the project, the Utilities Department developed a Request for Proposal s (RFP) to select a firm to provide comprehensive contract administration and construction inspection services for all civil, mechanical, and electrical phases of the Water Supply Well 15 Equipping Project, including material and testing services. The RFP was posted on the Planet Bids portal on July 3, 2025. Notifications were sent to 132 engineering service companies on the City’s vendor list and to an additional 240 engineering firms in the Planet Bids network. 16 firms expressed interest by downloading th e RFP and t hree proposals were submitted by the deadline.
A selection committee comprised of staff from the Utilities and Public Works Departments evaluated the proposals based on criteria such as expertise, relevant experience, and overall project approa ch. Based on this evaluation, MNS Engineers, Inc. was identified as the top-ranked firm and invited to participate in an interview. Following the interview, MNS Engineers, Inc. was selected for their strong technical qualifications and extensive experience. Their sealed cost proposal was then opened, and contract scope and terms were subsequently negotiated.
The proposed Agreement (Attachment “B”) has a term of one and a half years and a not- to-exceed amount of $627,465. Additionally, Staff is seeking authorization to include a 10% contingency allowance, which will increase the total authorized budget for the agreement to $690,212.
Alternatives
The City Council may decline to authorize the agreement, reject all proposals, and direct City staff to reissue the RFP. This project is critical for the City and the award to MNS Engineers, Inc. is recommended to maintain the Well 15 Equipping Project schedule.
Fiscal Considerations
Funding for this project is in the approved budget for the Growth Mitigation Fund.
Impact on the Community
Successful completion of the Well 15 project will improve the City’s water supply capabilities to meet the curren t and future demands of the water system, particularly during periods of drought or emergency conditions, including decreased State Water allocations or deliveries.
Impact on the City
Execution of this agreement will allow Staff to appropriately manage and del iver this project, while still focusing on other operational and infrastructure needs.
Attachments
A. Resolution
B. Agreement