Item Number: {{item.number}}
City Council / Board of Directors
Written Communications
Meeting of: May 20, 2025
Submitted By:
Doug Mathews, Director of Public Works and Water
Subject:
Award of a Consultant/Professional Services Provider Agreement to Water Systems Consulting, Inc. to Update the District’s Emergency Response Plan (ERP) and Conduct Annual Training
Recommendation:
That the Honorable Board of Directors award a Consultant/Professional Services Provider Agreement to Water Systems Consulting, Inc. in an amount not to exceed $29,957.00 to update the District’s Emergency Response Plan (ERP) and conduct annual training.
Fiscal Impact:
Acting in accordance with staff’s recommendation will result in a fiscal impact of $29,957.00. Funds have been budgeted under the Water Fund (Fund 410) from the following account code:
Account Code Account Description Funds
4100030-52300-
74524
Water Administration – Contract Services –
Risk & Emergency Response Plan
$125,000.00
The City/District currently utilizes Water Systems Consulting, Inc. (WSC) for various other contracts, resulting in a cumulative amount of $644,852.50, including this agreement, which exceeds the City Manager’s signing authority. Thus, this item is being brought forth for the Board’s consideration for approval.
Strategic Plan Goal:
This item aligns with Goal E: Invest in Infrastructure, in the City of Victorville Strategic Plan 2023-2026. By highlighting vulnerabilities and critical needs of the City’s infrastructure within the Emergency Response Plan, staff will be able to enhance both emergency preparedness and recovery planning.
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Background:
On October 23, 2018, America's Water Infrastructure Act (AWIA) was signed into law.
AWIA section 2013, amended section 1433 of the Safe Drinking Water Act (SDWA), requiring community (drinking) water systems (CWSs) serving more than 3,300 people to develop or update risk and resilience assessments (RRAs) by March 31, 2020, and emergency response plans (ERPs) that incorporated the findings of the RRA by September 30, 2020. The ERP must include:
1. Strategies and resources to improve the resilience of the system, including the physical security and cybersecurity of the system;
2. Plans and procedures that can be implemented, and identification of equipment that can be utilized, in the event of a malevolent act or natural hazard that threatens the ability of the community water system to deliver safe drinking water;
3. Actions, procedures and equipment which can obviate or significantly lessen the impact of a malevolent act or natural hazard on the public health and the safety and supply of drinking water provided to communities and individuals, including the development of alternative source water options, relocation of water intakes and construction of flood protection barriers; and
4. Strategies that can be used to aid in the detection of malevolent acts or natural hazards that threaten the security or resilience of the system.
To ensure compliance with the AWIA and SDWA, in 2020, the District completed and adopted its Risk and Resilience Assessment (RRA) and Emergency Response Plan (ERP-2020) with help from WSC. The ERP addresses potential emergencies that could impact the District. The purpose of the plan is to protect the health of employees and the public; limit the impact of a crisis on services and resources; and ensure a quick recovery following an emergency.
Additionally, as a California Water District, the District is required to have and maintain a standardized Emergency Response and Recovery Plan containing vital information for responding to, and recovering from, an emergency. To ensure compatibility with state and local emergency response systems, these plans must incorporate an organization- wide Standardized Emergency Management System (SEMS) in accordance with State of California Government Code 8607. The ERP addresses these requirements while also ensuring compliance with the CA Department of Public Health (DPH) and US Environmental Protective Agency (EPA) Security Vulnerability Assessment Initiative for a required emergency response plan.
In accordance with the AWIA, each community water system serving more than 3,300 people must review its RRA and ERP at least once every five years to determine if it should be revised. Upon completion of such a review, but not later than six months after certifying the review of its RRA, the system must submit to the EPA a certification that it has reviewed its ERP and revised it, if applicable. To stay compliant with the state regulations, this must be submitted no later than September 30, 2025. The District reviewed and re-certified its updated RRA on March 28, 2025, to ensure compliance with the aforementioned regulatory bodies.
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Discussion:
Staff began discussions with WSC in April 2025 to initiate the process of updating the District’s ERP to ensure continued compliance with federal and state regulations, including those mandated by the AWIA and the CA Department of Public Health. These discussions focused on defining the scope of work needed to meet upcoming regulatory deadlines, incorporate recent operational changes, and align the ERP with current industry standards and best practices. This updated ERP will ensure that the District is fully prepared to respond to and recover from a wide range of emergencies.
Staff received a detailed proposal from WSC for the updated ERP and annual training, which included a comprehensive scope of work. This proposal outlines the services and deliverables that will support the District in updating its ERP and strengthen its emergency preparedness. The services provided by WSC will include:
•Monthly progress reports
•Data Identification and Validation
•In-Person Mock Exercises
•Draft a Multi-Year Training and Exercise Plan
•Draft and Final ERP Update
WSC has worked with the City of Victorville on numerous occasions. WSC has a unique knowledge of the Emergency Response Plan and can provide guidance on the tabletop exercises that no other vendor can provide. Another firm would have to familiarize themselves with the Emergency Response Plan, which would be an additional cost and delay the training. Other contracts or projects with WSC for FY 24/25 include:
•Recycled Water Conceptual Study: $77,610.50
•On-Call Water Engineering Services: $209,324.00
•ERP Training: $17,104.00
•Water Master Plan Update: $310,857.00
Pursuant to VMC 2.28.280, the department head may recommend the award of a consultant/professional services contract based on competence. Staff believes that WSC has demonstrated this through their unique knowledge of the District’s ERP and extensive prior experience working with the District. Therefore, staff is recommending that the Board of Directors award a Consultant/Professional Services Provider Agreement to Water Systems Consulting, Inc. in an amount not to exceed $29,957.00 to update the District’s Emergency Response Plan (ERP) and conduct annual training.
Staff is available for any questions the Board may have.
Attachments: A. Proposal
B. Consultant/Professional Services Provider Agreement