.png) |
VICTOR VALLEY WASTEWATER RECLAMATION AUTHORITY Board Of Commissioners Staff Report |
| TO: | VVWRA Board of Commissioners |
| FROM: | Darron Poulsen, General Manager |
| SUBMITTED BY: | Kody Tompkins, Director of Operations & Maintenance |
| DATE: | 02/19/2026 |
| SUBJECT: | Recommendation to authorize the General Manager to approve the purchase of new headworks equipment, using the formal bidding process, from JWC Environmental for an amount not to exceed $1,000,000.
|
| Fiscal Impact | Yes |
| Account Code: | 01-02-000-9000-9999-R173 ($800,000) & 09-02-000-9000-9999-R173 ($200,000) |
| Funds Budgeted/ Approved: | Yes |
STAFF RECOMMENDATION
Recommendation to authorize the general manager to approve the purchase of new headworks equipment, using the formal bidding process, from JWC Environmental for an amount not to exceed $1,000,000.
PREVIOUS ACTION(S)
N/A
BACKGROUND INFORMATION
The need to replace VVWRA’s headworks equipment is both operationally urgent and strategically important. The current screening systems were last upgraded in 1998, meaning they have been in service for more than a quarter of a century. After 26 years of continuous exposure to high flows, corrosive environments, and increasingly challenging debris loads, the equipment has reached the end of its reliable service life. Aging components, frequent mechanical issues, and declining screening efficiency now pose a measurable risk to plant operations, staff safety, and downstream infrastructure.
Failure of the headworks screening system presents a heightened operational and regulatory risk, as inadequate removal of debris increases the likelihood of pump damage, process upsets, unplanned outages, and emergency repairs. These conditions also elevate safety risks for staff who must perform manual interventions and increase the potential for permit compliance issues if downstream processes are disrupted.
Modernizing the headworks is essential to protecting the entire treatment process. Today’s wastewater stream contains far more wipes, plastics, and non-biodegradable materials than it did in the late 1990s. The existing screens were not designed for these conditions, resulting in more frequent clogs, higher maintenance demands, and increased wear on pumps and other downstream assets. New screening technology offers significantly higher capture efficiency, automated cleaning, and integrated washing and compaction systems that reduce odors, improve screenings handling, and lower hauling costs. These improvements directly support operational stability and cost-effective plant management.
Upgrading this equipment also aligns with VVWRA’s long-term strategic goals for reliability, regulatory compliance, and responsible asset stewardship. Modern stainless steel construction and corrosion-resistant components extend equipment life and reduce lifecycle costs, while advanced controls improve automation and reduce operator burden. By replacing technology that has been in service since 1998 with proven, high-performance systems, VVWRA strengthens its ability to meet current and future demands, safeguard critical infrastructure, and continue providing dependable service to the region.
This investment is consistent with the adopted budget and supports reduced maintenance labor, lower emergency repair risk, and protection of downstream treatment assets. Based on the RFQ evaluation, JWC Environmental’ s equipment met all required specifications and provided the best overall value to the Authority when considering performance, lifecycle reliability, and operational compatibility. (Exhibit 1)
VVWRA is asking to proceed with the purchase of the new headworks equipment through the RFQ process outlined in the Authority’s procurement policy. This method is specifically designed for acquisitions in which the required equipment is clearly defined, competitively available, and can be evaluated primarily on price, compliance, and demonstrated performance. Because JWC Environmental’s equipment meets the technical specifications, operational needs, and compatibility requirements established by VVWRA, the RFQ process provides a transparent and compliant pathway for obtaining formal pricing and confirming best value. By following this policy-mandated procedure, VVWRA ensures fairness, accountability, and adherence to public procurement standards while securing the equipment necessary to support reliable plant operations. The purchase of this equipment is fully funded within the approved FY 2025–26 Capital Improvement Program, and no additional appropriations are required.
This recommendation is to authorize the general manager to approve the purchase of new headworks equipment, using the formal bidding process, from JWC Environmental for an amount not to exceed $1,000,000.
Failure of the headworks screening system presents a heightened operational and regulatory risk, as inadequate removal of debris increases the likelihood of pump damage, process upsets, unplanned outages, and emergency repairs. These conditions also elevate safety risks for staff who must perform manual interventions and increase the potential for permit compliance issues if downstream processes are disrupted.
Modernizing the headworks is essential to protecting the entire treatment process. Today’s wastewater stream contains far more wipes, plastics, and non-biodegradable materials than it did in the late 1990s. The existing screens were not designed for these conditions, resulting in more frequent clogs, higher maintenance demands, and increased wear on pumps and other downstream assets. New screening technology offers significantly higher capture efficiency, automated cleaning, and integrated washing and compaction systems that reduce odors, improve screenings handling, and lower hauling costs. These improvements directly support operational stability and cost-effective plant management.
Upgrading this equipment also aligns with VVWRA’s long-term strategic goals for reliability, regulatory compliance, and responsible asset stewardship. Modern stainless steel construction and corrosion-resistant components extend equipment life and reduce lifecycle costs, while advanced controls improve automation and reduce operator burden. By replacing technology that has been in service since 1998 with proven, high-performance systems, VVWRA strengthens its ability to meet current and future demands, safeguard critical infrastructure, and continue providing dependable service to the region.
This investment is consistent with the adopted budget and supports reduced maintenance labor, lower emergency repair risk, and protection of downstream treatment assets. Based on the RFQ evaluation, JWC Environmental’ s equipment met all required specifications and provided the best overall value to the Authority when considering performance, lifecycle reliability, and operational compatibility. (Exhibit 1)
VVWRA is asking to proceed with the purchase of the new headworks equipment through the RFQ process outlined in the Authority’s procurement policy. This method is specifically designed for acquisitions in which the required equipment is clearly defined, competitively available, and can be evaluated primarily on price, compliance, and demonstrated performance. Because JWC Environmental’s equipment meets the technical specifications, operational needs, and compatibility requirements established by VVWRA, the RFQ process provides a transparent and compliant pathway for obtaining formal pricing and confirming best value. By following this policy-mandated procedure, VVWRA ensures fairness, accountability, and adherence to public procurement standards while securing the equipment necessary to support reliable plant operations. The purchase of this equipment is fully funded within the approved FY 2025–26 Capital Improvement Program, and no additional appropriations are required.
This recommendation is to authorize the general manager to approve the purchase of new headworks equipment, using the formal bidding process, from JWC Environmental for an amount not to exceed $1,000,000.