TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:December 2, 2025
SUBJECT: Water System Assessment and Emergency Response Plan Agreement
RECOMMENDATION:
1. Award Professional Services Agreement to AARC Consultants, LLC (Orange, CA), for consulting services in connection with preparation of the City’s 2025 Risk and Resilience Assessment and Emergency Response Plan update, in an amount not to exceed $84,824, plus extra services of $5,000 for a total potential future not- to-exceed amount of $89,824, with a term ending July 31, 2026.
2. Authorize expense in the amount of $89,824 ($84,824 agreement, plus extra services of $5,000) from A/C #611-8030-682-5699 (Water Contracted Services (Private)/Other).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $89,824 is available in the Adopted FY 2025- 26 Water Fund Budget for the preparation of the City’s 2025 Risk and Resilience Assessment and 2026 Emergency Response Plan update.
BACKGROUND:
The City’s water system serves more than 17,000 customer accounts and a population of over 50,000. The City receives treated water from the Calleguas Municipal Water District and distributes it to approximately 36 percent of the City.
The City operates 16 water storage reservoirs, constructed between 1961 and 2002, with a total capacity of 35.5 million gallons. The City also owns and operates 16 pump stations and other related water distribution infrastructure.
Water System Assessment and Emergency Response Plan Agreement December 2, 2025
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On October 23, 2018, Congress signed into law the America’s Water Infrastructure Act (AWIA). Section 2013 of AWIA amended Section 1433 of the Safe Drinking Water Act (SDWA) to require Community Water Systems (CWSs) serving more than 3,300 people to develop or update Risk and Resilience Assessments (RRAs) and Emergency Response Plans (ERPs) and to update those plans on a regular basis. The law specifies the components that must be addressed in both the RRA and ERP and establishes deadlines by which systems must complete their RRA and submit their ERP to the U.S. Environmental Protection Agency (EPA). The EPA requires CWSs serving 50,000 to 99,999 people to update their RRA and ERP every five years. This requirement applies to the City of Thousand Oaks Water System.
The City last completed its RRA in 2020 and the ERP in 2021 in compliance with AWIA’s initial deadlines. These existing documents will serve as the foundation for the City’s 2025 RRA update and 2026 ERP update to ensure continued compliance with federal requirements.
DISCUSSION/ANALYSIS:
In order to maintain compliance with AWIA, the City needs to prepare an updated RRA and an ERP, specific to the City’s water system.
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a formal Request for Proposals (RFP/Q) for the RRA and ERP Update on September 26, 2025. Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than a satisfactory performance of the services solicited. On October 17, 2025, the City received proposals from the following five consulting firms:
1. AARC Consultants, LLC Orange, CA
2. Chloeta Holdings, LLC; DBA Chloeta Glendale, CA
3. IMEG Consultants, Corp. San Antonio, TX
4. Navigating Preparedness Associates, LLC Lafayette, CA
5. Tandem Solutions, LLC Artesia, CA
A team of Public Works operations and engineering staff evaluated the proposals based on the following criteria:
• Project understanding and approach
• Relevant experience (projects of similar size and scope) • Quality, clarity, responsiveness, and conformance with terms of the RFP/Q Water System Assessment and Emergency Response Plan Agreement December 2, 2025
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• Qualifications and availability of key persons working on the project • Team (sub-consultants) qualifications
• Reasonableness of completion schedule and estimated level of effort dedicated to completing each task
After careful review and consideration of the above criteria, AARC Consultants, LLC (AARC) was determined to best fit the City’s needs for this project. The scope of work includes evaluation of the previous plans and applicable revisions, adjustments and updates. Additionally, the scope includes development of action plans and procedures, strategies to improve the resiliency of the water system and measures to enhance emergency response and recovery time for continued AWIA compliance. The detailed scope of work and consulting fees in the amount of $84,824 plus extra services of $5,000 for a total potential not-to-exceed amount of $89,824 have been negotiated and finalized. Staff recommends award of the Professional Services Agreement to AARC (Attachment #1) for this project.
This action meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments.”
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. The signed Levine Act Form for AARC is included in Attachment #1.
COUNCIL GOAL COMPLIANCE:
Water System Assessment and Emergency Response Plan Agreement December 2, 2025
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Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Michael Devlahovich, Utilities Superintendent Attachment:
Attachment #1 – AARC Consultants, LLC Agreement
DPW: 1000-30\ev\Council\2025\120225\Water System Assessment and ERP Agreement staff report.docx