TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:March 24, 2026
SUBJECT: Backflow Prevention Assembly Services Agreement RECOMMENDATION:
1. Award General Services Agreement to Verne’s Plumbing, Inc. (Buena Park, CA), for Backflow Prevention Assembly Services, in the amount of $230,415 for scheduled device testing, plus $325,000 for extra services for as-needed repairs, for a total not-to-exceed amount of $555,415, with a term ending December 31, 2030.
2. Authorize expenditure/expense for backflow prevention testing in FY 2025-26 in the amount of $108,400 ($43,400 for device testing and up to $65,000 for extra services); and in FY 2026-27 in the amount of $109,702 ($44,702 for device testing and up to $65,000 for extra services), as detailed in the Expenditure Summary.
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. $218,102 for program management support ($108,400 for FY 2025-26 and $109,702 for FY 2026-27) is included in the Adopted FY 2025-26 and FY 2026-27 Budget for the General Fund, Landscape Fund, Water Fund, Wastewater Fund, and Golf Course Fund, as detailed in –the Expenditure Summary (Attachment #1). Additional funds for the remaining contract term will be requested during the upcoming biennial budget processes.
BACKGROUND:
The City’s Landscape Division oversees the annual testing, maintenance, and repair of 434 City-owned backflow prevention assembly devices. These devices are critical components of the City’s irrigation and water distribution systems, as well as potable and fire protection systems at City facilities, and help protect the potable water supply from potential contamination. The State Water Resources
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Control Board Cross Connection Control Policy Handbook (CCCPH) requires that testing, maintenance, and repair of backflow prevention assemblies be performed by properly certified personnel.
Historically, the City repairs or replaces approximately 15 percent of these devices each year due to normal wear, failure during testing, or damage in the field. Timely maintenance and repair are necessary to ensure water supply protection, maintain system reliability, and support uninterrupted water service. Delays in completing required repairs or replacements could result in compromised water supply, extended facility or irrigation outages, which may lead to acute drought stress and potential mortality of significant portions of City-maintained landscaping. Proactive annual testing and repair are essential to protect the water supply and City’s facility and landscape assets and ensure continued compliance with applicable water quality requirements.
DISCUSSION/ANALYSIS:
To complete annual device testing and repairs in accordance with CCCPH requirements, the City utilizes contracted services performed by certified backflow prevention assembly testers and repair technicians. This approach ensures regulatory compliance while efficiently managing maintenance of the City’s backflow prevention assembly inventory.
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 Backflow Testing and Repair Services. 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 November 21, 2025, the solicitation was published in the Thousand Oaks Acorn newspaper and on the City’s e-procurement website, which notified 2,479 users, generating 472 views and 25 downloads. The solicitation closed on January 9, 2026. From this effort, the City received two proposals; one was deemed non- responsive for failure to submit required documents. One qualified proposal was received from Verne’s Plumbing, Inc. (Verne’s), Buena Park, CA.
A committee of Public Works Operations staff, including the City’s Cross Connection Control Specialist, reviewed Verne’s proposal based on project approach, qualifications and experience, familiarity with State Water Resources Control Board and CCCPH requirements, responsiveness, and cost reasonableness.
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After careful review and consideration of the above criteria, and following an interview with the proposer, the committee determined that Verne’s met all qualification requirements and provided satisfactory references. The scope of work and fees in the amount of $230,415 for scheduled device testing, plus $325,000 for extra services for as-needed repairs, for a total potential not-to-exceed amount of $555,415, have been negotiated and finalized. Staff recommends award of a General Services Agreement to Verne’s (Attachment #2).
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 Verne’s is included in Attachment #2 as Exhibit D.
COUNCIL GOAL COMPLIANCE:
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.
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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: David Chavez, Landscape Maintenance Supervisor Attachment:
Attachment #1 – Expenditure Summary
Attachment #2 – Verne’s Agreement
DPW: 821-20\ev\Council\2026\032426\Backflow Prevention Agreement staff report.docx