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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: | Kody Tompkins, Director of Operations & Maintenance |
| DATE: | 01/29/2026 |
| SUBJECT: | Recommendation to Authorize the General Manager to Execute a Contract with West Yost Associates to Provide Consulting Services for the Strategic Vision Project in an Amount Not to exceed $300,000, Subject to Legal Review and Approval of the Agreement.
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| Fiscal Impact | Yes |
| Account Code: | 09-02-000-9000-9999 R176 |
| Funds Budgeted/ Approved: | Yes |
STAFF RECOMMENDATION
It is recommended that the Board of Commissioners authorize the General Manager to execute a contract with West Yost Associates for consulting services for the Strategic Vision Project in an amount not to exceed $300,000, pending legal review and approval of the agreement.
PREVIOUS ACTION(S)
None
BACKGROUND INFORMATION
The VVWRA has undertaken a Strategic Vision Project to develop a long-range strategic framework that aligns regional wastewater treatment and recycled water production and distribution needs across the Authority and its Member Agencies. This project was conceived and agreed upon as part of the development of the new JPA agreement, and funding was provided by San Bernardino County. The project addresses three critical objectives:
- Strengthen collaboration and coordination among Member Agencies through transparent, data-driven planning
- Optimize regional infrastructure investments and reduce capital redundancy
- Plan proactively for future growth and water supply resilience over 5, 10, and 20-year planning horizons
This collaborative initiative positions VVWRA and its Member Agencies to make coordinated, evidence-based infrastructure decisions that maximize system efficiency, enhance environmental stewardship, and strengthen regional eligibility for state and federal funding programs prioritizing integrated resource management.
Two responsive and qualified proposals were received following publication of a Request for Proposals on PlanetBids on October 7, 2025, with proposals submitted on December 18, 2025. After a thorough evaluation of both submittals, West Yost Associates’ proposal (Exhibit 1) was determined to be the most comprehensive and responsive to VVWRA’s Strategic Vision Project scope and objectives.
SCOPE OF WORK
West Yost Associates will deliver comprehensive consulting services structured around five primary tasks over a six-month project timeline:
Member Agency Education and Guiding Vision Development
West Yost will develop and present materials demonstrating the environmental, financial, and operational benefits of a regionalized approach to wastewater treatment and recycled water management. This phase includes case studies of successful regional programs (including Inland Empire Utilities Agency, Orange County Water District's Groundwater Replenishment System, and San Diego's Pure Water Program), facilitated workshops with Member Agency staff and elected officials, and development of a formal Regional Strategy Vision Statement approved by Member Agency leadership.
Collaborative Meetings with Member Agency Engineering Teams
West Yost will facilitate one-on-one and joint working meetings with Member Agency engineers and planners to align long-term sewer and recycled water master planning. The consultant will review existing master plans, gather feedback on capacity needs and strategic priorities, and identify opportunities to integrate VVWRA assets with local systems.
Infrastructure Alignment and Optimization Analysis
The consultant will conduct a comprehensive infrastructure gap and overlap analysis to identify synergies among agencies, avoid unnecessary redundancy, and maximize return on VVWRA-managed assets. This analysis will include evaluation of joint facilities, shared pipeline infrastructure, treatment plant capacity optimization, and regional recycled water delivery networks. West Yost will prepare a Regional Infrastructure Alignment Matrix documenting common goals, potential partnerships, and shared asset opportunities, along with recommended cost-sharing frameworks and an inter-agency memorandum of understanding.
Future Growth Projections and Phased Strategic Asset Build-Out
Using demographic and land-use data, West Yost will forecast wastewater and recycled water demand in 5- and 10-year increments and model projected influent/effluent flows by Member Agency. The consultant will recommend phased infrastructure investments for 5, 10, and 20-year horizons, including siting, technology, and capacity upgrade recommendations to ensure regulatory compliance and long-term sustainability.
Interactive GIS Story Map Development
A cornerstone deliverable is the creation of an interactive GIS Story Map that transforms the Strategic Vision Plan from a static document into a dynamic, collaborative planning environment. The Story Map will visualize infrastructure evolution across planning horizons, display existing and planned wastewater and recycled water assets, illustrate regional interconnections, and enable stakeholders to interactively explore alternative project phasing.
Project Deliverables
Two responsive and qualified proposals were received following publication of a Request for Proposals on PlanetBids on October 7, 2025, with proposals submitted on December 18, 2025. After a thorough evaluation of both submittals, West Yost Associates’ proposal (Exhibit 1) was determined to be the most comprehensive and responsive to VVWRA’s Strategic Vision Project scope and objectives.
SCOPE OF WORK
West Yost Associates will deliver comprehensive consulting services structured around five primary tasks over a six-month project timeline:
Member Agency Education and Guiding Vision Development
West Yost will develop and present materials demonstrating the environmental, financial, and operational benefits of a regionalized approach to wastewater treatment and recycled water management. This phase includes case studies of successful regional programs (including Inland Empire Utilities Agency, Orange County Water District's Groundwater Replenishment System, and San Diego's Pure Water Program), facilitated workshops with Member Agency staff and elected officials, and development of a formal Regional Strategy Vision Statement approved by Member Agency leadership.
Collaborative Meetings with Member Agency Engineering Teams
West Yost will facilitate one-on-one and joint working meetings with Member Agency engineers and planners to align long-term sewer and recycled water master planning. The consultant will review existing master plans, gather feedback on capacity needs and strategic priorities, and identify opportunities to integrate VVWRA assets with local systems.
Infrastructure Alignment and Optimization Analysis
The consultant will conduct a comprehensive infrastructure gap and overlap analysis to identify synergies among agencies, avoid unnecessary redundancy, and maximize return on VVWRA-managed assets. This analysis will include evaluation of joint facilities, shared pipeline infrastructure, treatment plant capacity optimization, and regional recycled water delivery networks. West Yost will prepare a Regional Infrastructure Alignment Matrix documenting common goals, potential partnerships, and shared asset opportunities, along with recommended cost-sharing frameworks and an inter-agency memorandum of understanding.
Future Growth Projections and Phased Strategic Asset Build-Out
Using demographic and land-use data, West Yost will forecast wastewater and recycled water demand in 5- and 10-year increments and model projected influent/effluent flows by Member Agency. The consultant will recommend phased infrastructure investments for 5, 10, and 20-year horizons, including siting, technology, and capacity upgrade recommendations to ensure regulatory compliance and long-term sustainability.
Interactive GIS Story Map Development
A cornerstone deliverable is the creation of an interactive GIS Story Map that transforms the Strategic Vision Plan from a static document into a dynamic, collaborative planning environment. The Story Map will visualize infrastructure evolution across planning horizons, display existing and planned wastewater and recycled water assets, illustrate regional interconnections, and enable stakeholders to interactively explore alternative project phasing.
Project Deliverables
- Regional Strategy Vision Statement
- Written summary reports from Member Agency meetings
- Regional Infrastructure Alignment Matrix
- Strategic Growth and Build-Out Plan with GIS maps
- Draft inter-agency agreement framework
- Interactive GIS Story Map for visualization and ongoing collaboration
- Strategic Vision Report
ANTICIPATED PROJECT BENEFITS
Completion of the Strategic Vision Project with West Yost will position VVWRA and its Member Agencies to achieve:
Completion of the Strategic Vision Project with West Yost will position VVWRA and its Member Agencies to achieve:
- Improved Regional Alignment: Unified framework aligning Member Agency infrastructure goals with VVWRA's long-term strategy and assurance of parity for member agency services and benefits
- Enhanced Infrastructure Efficiency: Infrastructure gap and overlap analysis, identifying redundancies and optimizing regional asset utilization
- Optimized Capital Investment: Phased build-out plan aligning infrastructure investments with 5, 10, and 20-year growth projections
- Strengthened Partnerships: Consensus-built strategic vision with shared ownership supporting long-term collaboration and implementation
- Sustainable Water Management: Roadmap emphasizing recycled water production, groundwater recharge, and climate-resilient water supply strategies
- Enhanced Funding Eligibility: Integrated regional framework strengthening competitive position for state and federal funding programs
- Living Planning Tool: Interactive GIS Story Map supporting adaptive management and stakeholder transparency beyond project completion
West Yost Associates brings extensive experience, qualified leadership, and demonstrated financial stability to successfully deliver the Strategic Vision Project. Their proposed scope, budget, and schedule align precisely with VVWRA's objectives and requirements. Authorization of this contract will enable VVWRA to advance regional collaboration, optimize infrastructure planning, and position the Victor Valley as a model for cooperative One Water management.
It is recommended that the Board of Commissioners authorize the General Manager to execute a contract with West Yost Associates for consulting services related to the Strategic Vision Project in an amount not to exceed $300,000, pending legal review and approval of the agreement.