City Council Agenda Report
Meeting Date: March 4, 2025
From: Todd Dusenberry, General Manager of Public Utilities Department: Public Utilities
Submitted by: Adriana Ramos, Senior Management Analyst
Subject
Services Agreement with Pacific Advanced Civil Engineering, Inc.
Recommendation
A. Approve and authorize the City Administrator to execute the Services Agreement with Pacific Advanced Civil Engineering, Inc., in substantially the same form as submitted, for the assessment of source water quality and the design of treatment facilities, in an amount not-to-exceed $716,040 for a three-year term; and
B. Authorize a contingency amount of ten percent (10%) or $71,604 in the event of unforeseen expenses and/or project changes and grant authority to the City Administrator to approve and execute amendments up to the contingency amount, if necessary.
Background
Vernon Public Utilities (VPU) is required to test its groundwater sources regularly for various contaminants in accordance with VPU’s Water Supply Permit issued by the State Water Resources Control Board Division of Drinking Water (State Water Board). The State Water Board and the United States Environmental Protection Agency (EPA) have set standards for various contaminants. The Maximum Contaminant Level (MCL) is the highest level of contaminant that is allowed in drinking water. There are two types of MCLs, primary and secondary. Primary MCLs are set for contaminants that affect health, while secondary MCLs are set for aesthetic purposes regarding odor, taste, and appearance of drinking water.
The EPA has a non-enforceable secondary MCL for Manganese; however, the State Water Board is currently working on establishing a primary MCL standard for Manganese. Additionally, the EPA has recently established primary MCLs for Per- and Polyfluoroalkyl (PFAS) Substances.
In light of these new and anticipated regulations, as well as VPU’s continued efforts to provide a reliable supply of high-quality drinking water, the Water Division is utilizing a three-phase approach for the assessment of source water quality and the subsequent design of treatment facilities at Well Sites 20 and 22. Phase 1 consists of a water quality assessment of all of VPU’s groundwater sources and any corresponding treatment recommendations. Phase 2 consists of the design of treatment facilities for Wells 20 and 22 and the preparation of plans, specifications, and construction estimates. Phase 3 consists of construction management support and the preparation of the as-built drawings.
To advance with Phases 1-3 and in compliance with Vernon Municipal Code (VMC) Section
3.32.080, on July 17, 2024, staff issued Request for Proposals (RFP) for Source Water Quality Assessment and Design of Treatment Facilities. Due to an insufficient number of proposals received by the deadline, the RFP was revised and re-issued on October 2, 2024. The RFP was advertised on the City’s Planet Bids platform. The scope of services encompasses a three-step project aimed at assessing manganese levels in the City’s groundwater sources and developing plans, specifications, and cost estimates for the construction of several manganese treatment facilities. The selected firm will be tasked with executing a three-phase project. The initial phase will involve assessing manganese concentrations in the City’s groundwater sources and recommending treatment options. The second phase will focus on designing treatment systems and preparing the necessary plans, specifications, and cost estimates. The final phase will include project and construction management, along with the creation of as-built drawings. The RFP issued focused exclusively on the design of the facilities and the provision of construction management support. Once the design phase is completed, a Request for Bids will be issued to establish a separate contract for the construction portion. Proposal packages were received from two firms by the October 28, 2024 deadline. Pursuant to VMC Section 3.32.090, price could not be a factor in the determination of the most qualified proposal due to the type of professional services sought. Accordingly, a qualified panel thoroughly examined the proposals received based on professional qualifications (45%), overall approach and strategy (45%), and responsiveness to the RFP (10%). Each firm submitted a separate sealed price bid with their proposal for consideration after the selection.
Both responsive firms met the minimum criteria outlined in the RFP. Interviews were conducted with each of the two responding firms to gauge each firm’s suitability to meet the City’s needs.
Based on the evaluation process, the proposal submitted by Pacific Advanced Civil Engineering, Inc. (PACE) demonstrated a combination of expertise, understanding, experience, and a comprehensive approach best suited to fulfill the scope of services detailed in the RFP. The proposal submitted by PACE ranked the highest score across the panel and was, therefore, deemed most qualified. PACE is a specialized water engineering firm with extensive experience collaborating with municipal organizations on diverse engineering projects. Their familiarity with the City’s water system infrastructure and existing water quality issues is evident, as they had a critical role in evaluating and designing the City’s most recent and largest well, Well No. 22.
Staff recommends that the City Council approve a Services Agreement with PACE for the assessment of source water quality and the design of treatment facilities for a total amount notto-exceed $716,040 over a term of three years. Additionally, staff recommends a contingency amount of 10% or $71,604 for any unforeseen expenses and/or project changes. Pursuant to VMC Section 3.32.030(A), City Council approval is required for the proposed agreement, as the total value of the contract exceeds $100,000.
The proposed Services Agreement has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
The fiscal impact is not-to-exceed $787,644. Sufficient funds are available in the Water Fund, Capital Outlay Account No. 058-070-700-660000 for the current fiscal year and funds will be budgeted in subsequent years.
Attachments
1. Services Agreement with Pacific Advanced Civil Engineering, Inc.