TOWN OF WINDSOR
AGENDA REPORT

David Ernst, Wastewater Superintendent

Approve a Professional Services Agreement with Verus Associates Inc.

Approve a Professional Service Agreement (PSA) with Verus Associates Inc. (Verus) for scheduled and unscheduled information technology and maintenance services in an amount not to exceed $150,000 per fiscal year and authorize the Town Manager to execute said agreement and approve contract documentation and amendments up to the authorized budget and scope of work on behalf of the Town.

The Town’s potable water system and water reclamation systems rely on various electrical instruments such as actuators, valves, flowmeters, level indicators, and analyzers (among others), as well as a supervisory control and data acquisition (SCADA) system. These systems require regular maintenance and on-going calibration and repair. In addition, new instruments are installed and integrated into the SCADA system as needed. Currently, the Town has contracts with two separate instrumentation technology service providers for such work. Verus would bring the Town a third possible integrator to choose from, allowing staff to more thoroughly compare services provided, costs, and availability.  

Verus has performed this specialized, confidential, and security sensitive work for the Town over the past year under a separate contract. In 2025 Verus (as a subcontractor) inventoried and drafted line diagrams for the Water Reclamation Facilities’ electrical systems. These “one-line” diagrams were a necessary part of and included in the recently awarded design contract for the Main Switchboard Replacement Project, which was awarded to Brelje & Race Consulting Engineers at the March 18, 2026, Council meeting. 

Additionally, Verus was tasked with troubleshooting ongoing communication issues occurring at several offsite facilities, including areas recently incorporated into our collection system and reclaimed water distribution system from the Airport Larkfield Wikiup Sanitation Zone. Staff from Verus quickly identified several issues affecting these sites, made immediate repairs and updated programming where applicable, which has greatly improved communications and staff’s ability to operate these sites remotely and during off hours when needed. Staff is currently working with Verus on a larger scope of work to further enhance the Water and Water Reclamation systems network security and reliability.

The term of the Professional Service Agreement is for a period of five years, ending June 30, 2031, with an annual cost not to exceed $150,000 per fiscal year. The purpose of this request is to provide a timely response for these services, by authorizing the Town Manager to approve assignments not to exceed $150,000 per fiscal year.

The total fiscal impact of the proposed Professional Services Agreement will allocate up to $150,000 per fiscal year, for a total contract value not to exceed $750,000 for the term of the agreement and is supported through sufficient appropriations from Water and Sewer service rates and revenue generated from the Airport Larkfield Wikiup Service Agreement with Sonoma Water. No change to current appropriations is required. However, implementation may result in future operating or capital expenditures that are not yet fully known or quantifiable.

This project is considered repair and maintenance of existing facilities and is Categorically Exempt from the California Environmental Quality Act (CEQA) in accordance with Guidelines under Section 15301, Class 1 (h).