Attachment A
Ll©llWSC
April 28, 2025
City of Victorville
Water District
Sam Arvizu
Water Distribution Manager
14343 Civic Drive
PO Box 5001
Victorville, CA 92393-5001
WSC Ontario
3602 Inland Empire Blvd, Suite C
230 Ontario, CA 931764
P: (909) 483-3200
Sierra Orr
P: (909)255-9493
E: [email protected]
Proposal for ERP Update and Mock Exercise
Dear Mr. Arvizu,
Water Systems Consulting, Inc. (WSC) is excited about the opportunity to work with the City of Victorville Water Department (Department) in updating your Emergency Response Plan (ERP) and conducting annual training. WSC's proposed Project Manager, Sierra Orr, is familiar with local emergency response networks, has extensive training in crisis communications and the incident command system, is completing the AWWA Utility Risk and Resilience Certificate program and has personal experience navigating unsafe water notifications for a retail water agency in southern California.
Our team is committed to helping the Department achieve compliance with America's Water Infrastructure Act and Safe Drinking Water Act.
WSC will develop an ERP update document utilizing existing documentation and our experience and knowledge of the 2020 ERP.
By partnering with WSC, the Department will receive:
System Understanding. Through our team's long history of working with the Department, we have gained a detailed understanding of your water system and how it is operated. WSC has close working relationships with staff that will enable us to be efficient and effective at completing this work in the short timeframe that is required.
Flexibility and Affordability. Through close coordination, and based on previous experience, � will perform a streamlined analysis to minimize cost and improve flexibility.
If you have questions about this proposal, please contact WSC's proposed Project Manager, Sierra Orr, at (909) 255-9493 or sorr@wsc inc.com, or Principal in Charge, Laine Carlson, at (661) 904-1870 or [email protected]. Thank you for this opportunity and we look forward to your response.
Sincerely,
Water Systems Consulting, Inc.
Sierra Orr
Project Manager
Laine Carlson, PE
Principal in Charge
Ll©l1WSC
Scope of Work
Task 0 Project Management
Utilizing the City of Victorville Water District's Emergency Response Plan (ERP) and building off the recently updated Risk and Resilience Assessment (RRA), the WSC team will prepare an updated Emergency Response Plan (ERP) in accordance with America's Water Infrastructure Act (AWIA).
0.1 Project Administration
• Prepare monthly progress reports to be submitted with each invoice. • Conduct up to three 45-minute virtual meetings with District staff. • Conduct and document thorough quality reviews on submittals prior to submission Deliverables:
(1) Monthly progress reports and invoices.
(2) Meeting agendas and minutes.
Assumptions:
(1) ERP Update is anticipated to be no more than six months with all AWIA requirements completed by September 2025. The Mock Exercise may be scheduled at any point in the 25/26 Fiscal Year.
Task 1 Data Identification and Validation
1.1 Kickoff, Data Collection & Gaps Ancalysis
• Plan, organize, and conduct one ( 1) Kickoff Workshop to discuss the scope and requirements of the Project. Facilitate a discussion on existing plan strengths and areas for improvement.
• Coordinate with the Department to obtain relevant project information, data, and supporting documents.
• Review results of RRA and how it informs the ERP.
• Review the Department's related documentation.
• Review the Department's existing ERP in the context of any additional planning efforts, documents, training, and lessons learned.
• Compare the ERP with state and federal requirements, including America's Water Infrastructure Act, the Safe Drinking Water Act, and Calif.ornia's 2020 Water Resilience Portfolio, to confirm alignment.
• Identify compliance gaps and any opportunities for cost-effective enhancement. • Incorporate applicable AWWA manuals and other standards.
ERP Update and Exer cise
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• Work with staff to efficiently incorporate their expertise and knowledge from any plans, training, or experience since the previous ERP was developed.
Deliverables:
(1) Project Kickoff Meeting including agenda, minutes, and data request. (2) List of AWIA compliance gaps and opportunities for enhancement.
Assumptions:
(1) District staff will conduct one thorough review of the list of gaps and opportunities and provide one consolidated list of input via track changes and/or comments. (2) The gaps analysis will be the primary focus of this effort. Once complete, WSC and the Department will work together to determine who will take the lead on each item (Department or WSC) in alignment with the budget.
(3) The District shall provide any relevant documentation. This may include, but is not limited to:
• Bioterrorism Act Vulnerability Assessment
• Emergency Operations Plans
• Hazard Mitigation Plans
• Water Quality Emergency Notification Plans
• Emergency Response Contracts and Plans
• Procurement Policies and Programs
• Standard Operating Procedures and Guides
• Distribution Materials, Safety and Security Protocols • Water Treatment Manuals
• Cybersecurity and SCADA Policies and Standards
Task 2 ERP Update
2.1 Draft and Final Emergency Response Plan Update
• Review discoveries made by the recently updated RRA and ERP gap and opportunity analysis to prepare the updated ERP document.
• Utilize the EPA's Cybersecurity Incident Action Checklist and Community Water System Emergency Response Plan Template and guidance issued in September 2024.
• Draft ERP updates to address compliance gaps and add applicable reference material to the appendix.
• Coordinate with Local Emergency Planning Committees (LEPCs) and response partners.
• Update the ERP to address
- Strategies and resources to improve resilience, including physical security and cybersecurity.
ERP Update and Exercise
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- Plans, procedures, and equipment for responding to a malevolent act or natural hazard.
- Actions, procedures, and equipment to lessen the impact of a malevolent act or natural hazard, including alternative source water, relocation of intakes, and flood protection barriers.
- Strategies to detect malevolent acts or natural hazards. - Core procedures.
- Incident-Specific Response Procedures.
• Draft a multi-year training and exercise plan.
• Provide draft ERP update for Department review.
• Deliver the final ERP document prior to the legislative deadline.
Deliverables:
(1) Draft and final ERP update.
(2) Assistance in preparing self-certification to USEPA.
Assumptions:
(1) The Department will provide requested revisions of the draft and final ERP update via a consolidated set of track changes and comments in MS Word. (2) Fee estimates include two complete rounds of review including one consolidated review of the draft ERP and one additional review and revisions to the Final ERP Task 3 In Person Mock Exercise
3.1 Exercise Planning
• Through one to two virtual meetings, phone calls, and email correspondence WSC and District staff will work together to develop the following:
- Exercise objectives
- Participant selection
• In addition to participants, the District may choose to include observers and participants from mutual aid organizations and/or local emergency planning organizations.
- Scenario details
- Collateral materials
- Presentation materials
- Exercise date, time, resources, and schedule
3.2 Exercise Facilitation
• WSC will conduct the exercise
• WSC will set up materials needed for participation including, but not limited to, post it notes, markers and flip charts
• WSC will develop any necessary handouts for the exercise ERP Updat e and Exercise
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3.3 Debrief
• WSC will facilitate a debrief following the exercise. The debrief will:
- Verify if objectives were achieved.
- Allow staff to voice concerns and offer improvements to the process, procedures, plans, and partner coordination.
- Identify additional training, staffing, or equipment needs. • WSC will develop a brief After-Action Report to summarize objectives, lessons, challenges, and ideas that resulted from the exercise.
Deliverables:
(1) PowerPoint presentation
(2) Exercise guide and collateral material
(3) WSC will set up materials needed for participation including but not limited to sticky notes, markers and flip charts.
Assumptions:
(1) The exercise will not ex;ceed seven hours.
(2) The District will print copies of any necessary collateral (handouts) for the exercise. (3) District staff will set up the exercise site including registration, seating arrangements, printed materials, audiovisual and field equipment.
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0 0.1
1 1.1
2 2.1
3 3.1
3.2 3.3
Billing rates, $/hr
Pro ect Mana ement
Project Administration
SUBTOTAL
Data ldentffk:ation and
Validation
Kickoff, Data Collection, Gaps
Analvsis
SUBTOTAL
ERP Update
Draft and Final ERP Update
SUBTOTAL
In Person Mock Exercrse
Planning
Faciliation
Debrief
SUBTOTAL
COLUMN TOTALS
- �
ERP Update and Exercise
I
City of Victorville Water District
$366 $322 $186
4 12 12
4 12 12
1 8
1 8 0
2 20
2 20 0
1 12
.,•---
1 10
1 3
3 25 0
10 65 12
$170
2 30 $ 7,900 $ $ 7,900 $ 7,900
2 30 $ 7,900 $ $ 7,900 $ 7,900
9 $ 2,942 $ - $ 2,9421 $ 2,942
0 9 $ 2,942 $ - $ 2,942 l $ 2,942
8 30 $ 8,532 $ - $ 8,532 $ 8,532
8 30 $ 8,532 $ - $ 8,532 l $ 8,532
2 15 l 4,5,70 $ - $ 4,5?_0 $ 4,570- --
4 15 $ 4,266 $ 75 $ 4,341 $ 4,341
2 6 $ 1,672 $ - 1$ 1,672 $ 1,672
8 36 $ 10,508 $ 75 $ 10,583 $ 10,583
18 105 $ 29,882 $ 75 s 29,957 $ 29,957
15