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VICTOR VALLEY WASTEWATER RECLAMATION AUTHORITY Board Of Commissioners Staff Report |
| TO: | VVWRA Board of Commissioners |
| FROM: | Darron Poulsen, General Manager |
| SUBMITTED BY: | Latif Laari, Environmental Compliance Manager |
| DATE: | 02/19/2026 |
| SUBJECT: | Recommendation to authorize the General Manager to award a contract to NBJSOFT for the purchase and implementation of a new Water Information Management System (WIMS) to replace VVWRA’s existing Operator10 and Synexus software. The total contract amount is $146,900, which includes $111,900 for a three-year subscription and $35,000 for one-time implementation, pending final agreement review and approval.
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| Fiscal Impact | Yes |
| Account Code: | 01-02-545-8026-9999 |
| Funds Budgeted/ Approved: | Yes |
STAFF RECOMMENDATION
It is recommended that the Board of Commissioners authorize the General Manager to award a contract to NBJSOFT for the purchase and implementation of a new Water Information Management System (WIMS) to replace VVWRA’s existing Operator10 and Synexus software. The total contract amount is $146,900, which includes $111,900 for a three-year subscription and $35,000 for one-time implementation, pending final agreement review and approval.This recommendation is based on a comprehensive evaluation of five responsive proposals received through a competitive Request for Proposals (RFP) process that concluded on November 10, 2025.
PREVIOUS ACTION(S)
None
BACKGROUND INFORMATION
The Victor Valley Wastewater Reclamation Authority (VVWRA) issued Request for Proposals (RFP) No. 08212025 on August 21, 2025, seeking qualified firms to provide a comprehensive Water Information Management System (WIMS). The new system is intended to replace VVWRA’s existing AllMax Software systems—Operator10 and Synexus Pretreatment Program Management—both of which have been in use since 2006 and are now considered obsolete.
Project Goals
The primary objectives for implementing the new WIMS include:
Project Goals
The primary objectives for implementing the new WIMS include:
- System Replacement: Replace existing Operator 10 WIMS and Synexus Pretreatment software
- Maximum Accessibility: Provide a cloud-based solution with secure access from any device
- Centralized Data Management: Consolidate all wastewater-related data into a single integrated platform
- Enhanced Regulatory Compliance: Improve efficiency and accuracy in meeting environmental regulations
- Improved Operational Efficiency: Automate data collection, analysis, and reporting processes
- Data-Driven Decision-Making: Provide real-time insights and analytical tools
- Future-Ready Integration: Support long-term digital transformation goals
RFP Timeline
| Action | Date |
| Release of Request for Proposal | 8/21/2025 |
| Mandatory Pre-proposal Meeting | 9/16/2025 |
| Deadline for Receipt of Proposals | 10/6/2025 |
Procurement Process
The VVWRA received five responsive proposals from qualified vendors:
Klir Inc.NJBSoft, IOSight Inc, Aquatic Informatics and Xylem Vue Inc.
All proposals were evaluated based on the following weighted criteria established in the RFP:
| Evaluation Criteria | Weight |
| Compliance with functional/non-functional requirements | 30% |
| Experience with similar wastewater treatment agencies | 20% |
| Implementation approach and timeline | 15% |
| Cost and licensing transparency | 15% |
| Training, support, and documentation quality | 10% |
| References and demonstration quality | 10% |
| Totals | 100% |
Bid Results
The VVWRA received the following bid proposals:
| Vendor | Annual Subscription | Implementation | Total Cost |
| Klir | $34,500.00 | $2,500.00 | $37,000.00 |
| Aquatics Informatics | $35,000.00 | $159,000.00 | $194,000.00 |
| IOSight | $40,000.00 | $46,000.00 | $86,000.00 |
| NBJSoft | $37,000.00 | $35,000.00 | $72,000.00 |
| Xylem Vue | $132,624.00 | $592,808.00 | $725,423.00 |
Cost Analysis
While Klir Inc. submitted the lowest total cost at $37,000, the evaluation process considered all weighted criteria, not price alone. NJBSoft's proposal of $72,000.00 (Exhibit 1)represents a balanced approach between implementation costs and annual subscription fees, demonstrating strong value for the comprehensive functionality required.
Key Strengths of NJBSoft Proposal
NBJSoft’s proposal offered a comprehensive and fully compliant solution through its Smart Automated Management System (SAMS) platform. The system meets all functional and non-functional requirements outlined in the RFP, including automated integration with SCADA, LIMS, and operational databases, seamless migration of legacy data from Operator10 and Synexus, and full support for VVWRA’s pretreatment program. Its cloud-based, SOC 2 Type II–certified infrastructure ensures secure, role-based access, while mobile-ready, AI-driven features enhance field operations and data analysis capabilities.
The firm demonstrates extensive wastewater industry experience, with over 5,500 system implementations nationwide and a 99% client retention rate. Notable projects include California American Water, Golden State Water Company, the City of Phoenix, and the Water Replenishment District of Southern California, showcasing NBJSoft’s proven ability to deploy scalable and integrated solutions across diverse regulatory environments. This experience aligns closely with VVWRA’s operational and compliance needs.
NBJSoft also presented a clear, phased implementation plan designed for completion within twelve months, including structured milestones, configuration control for VVWRA staff, and robust data validation. The proposal emphasizes effective training, ongoing technical support, and transparent cost structure. With open API integration across SCADA, GIS, CMMS, and LIMS platforms, the SAMS solution positions VVWRA for reliable, data-driven management and long-term adaptability.
Balanced Value Proposition
While NJBSoft is not the lowest bidder, the proposal offers the best overall value when considering all evaluation criteria. The implementation cost of $35,000 is reasonable and significantly lower than Aquatic Informatics ($159,000) and Xylem Vue Inc. ($592,808). The annual subscription cost of $37,000 is competitive and includes comprehensive functionality required to replace both Operator 10 and Synexus systems.
Financial Impact: Total Contract Value
| Cost Component | Amount |
| One-time Implementation Costs | $35,000.00 |
| 3 Years Subscriptions | $111,900.00 |
| Total Year #1 Cost | $146,900.00 |
Budget Availability
Sufficient funds are available in the current fiscal year budget to support the implementation and first-year subscription costs. Annual recurring costs of $42,000 will be included in subsequent fiscal year budgets.
Long-Term Cost Considerations
The proposed WIMS will replace two existing software systems (Operator 10 and Synexus), potentially resulting in net savings depending on current licensing costs. Additionally, the anticipated operational efficiencies, improved regulatory compliance, and reduced manual data entry will provide indirect cost savings and risk mitigation benefits.
Regulatory Compliance
The new WIMS directly supports the VVWRA's regulatory compliance obligations by:
- Automating regulatory reporting processes (NPDES, DMR, pretreatment reports)
- Providing real-time compliance monitoring and alerting
- Maintaining comprehensive audit trails and data versioning
- Supporting the federally approved pretreatment program with permit management and compliance tracking
- Enhancing data accuracy and timeliness for environmental reporting
Implementation Timeline
The anticipated implementation timeline is as follows: February 2026 to December 2026.
The vendor has committed to providing intensive hypercare support during the go-live period to ensure smooth transition and rapid resolution of any issues.
Recommendation:
It is recommended that the Board of Commissioners authorize the General Manager to award a contract to NBJSOFT for the purchase and implementation of a new Water Information Management System (WIMS) to replace VVWRA’s existing Operator10 and Synexus software. The total contract amount is $146,900, which includes $111,900 for a three-year subscription and $35,000 for one-time implementation, pending final agreement review and approval.
The anticipated implementation timeline is as follows: February 2026 to December 2026.
The vendor has committed to providing intensive hypercare support during the go-live period to ensure smooth transition and rapid resolution of any issues.
Recommendation:
It is recommended that the Board of Commissioners authorize the General Manager to award a contract to NBJSOFT for the purchase and implementation of a new Water Information Management System (WIMS) to replace VVWRA’s existing Operator10 and Synexus software. The total contract amount is $146,900, which includes $111,900 for a three-year subscription and $35,000 for one-time implementation, pending final agreement review and approval.