HomeMy WebLinkAboutItem 11p - Purchase of Large Water Meter Vaults
STAFF REPORT
PUBLIC WORKS SERVICES DEPARTMENT
DATE: July 21, 2026
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Assistant City Manager/Public Works Services Director
By: John Corona, Utilities Manager
SUBJECT: PURCHASE ORDER WITH VAULT ACCESS SOLUTIONS FOR THE
FABRICATION AND PURCHASE OF THREE LARGE WATER METER VAULTS
IN THE AMOUNT OF $50,624.57
CEQA: Exempt
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for maintaining large
water meter vaults throughout the City, which includes a comprehensive plan to
replace and retrofit large water meter vaults that are impacted by tree root intrusion
or are reaching the end of their useful life. The PWSD has identified a sole-source
provider, Vault Access Solutions, that specializes in custom retrofit solutions for
below-ground utility vault access. Vault Access Solutions is the only firm that is able
to manufacture vault lid fixtures designed to fit existing underground utility vaults,
without requiring modification to the existing structure.
It is recommended that the City Council approve a Purchase Order with Vault Access
Solutions for the fabrication and purchase of three large water meter vaults in the
amount of $50,624.57.
BACKGROUND
The City of Arcadia is initiating a comprehensive program to replace and retrofit its
existing large water meter vaults. These vaults vary in size depending on the water
meter they contain. Due to aging infrastructure and material deterioration, many of
the existing vaults have become or are at risk of becoming hazardous for PWSD crews
Purchase Order with Vault Access Solutions
July 21, 2026
Page 2 of 3
performing routine meter reading and maintenance activities, as well as for
pedestrians walking over them. The Fiscal Year 2026–27 Capital Improvement
Program provides for the replacement of three large water meter vaults located at
50 E. Foothill Boulevard, 240 W. Colorado Boulevard, and 238 W. Colorado Boulevard.
These three vaults have sustained significant damage from adjacent tree root
intrusion, resulting in structural deterioration and unsafe conditions. Replacement
of these vaults is necessary to improve public safety, ensure safe access for City staff,
and maintain the reliability of the City's water metering infrastructure.
DISCUSSION
Since the large water meter vault retrofits are highly specialized and must be tailored
to the unique dimensions and site conditions of each existing vault, the PWSD must
utilize a provider that is capable of providing the required custom fabrication
services. The PWSD has identified a sole-source provider, Vault Access Solutions
(“VAS”), who specializes in custom retrofit solutions for below-ground utility vault
access. VAS is the only firm that is able to manufacture vault lid fixtures designed to
fit existing underground utility vaults, without requiring modifications to the existing
structures. The City has utilized VAS for many years to design, fabricate, and install
customized water meter vault refurbishment systems.
VAS possesses the expertise and manufacturing capabilities necessary to fabricate
retrofit vaults that fit the existing deteriorated vault structures. This approach
minimizes excavation and demolition requirements, reduces labor costs, and limits
disruptions to existing infrastructure, while bringing the vaults into compliance with
current safety and regulatory standards. Due to the proprietary and highly
customized nature of this retrofit solution, as well as VAS’s demonstrated ability to
fabricate vaults specifically designed for these applications, VAS is the only known
firm capable of providing this particular retrofit system and qualifies as a sole-source
provider for this work.
The meter vault retrofits will provide multiple benefits, including improved safety for
staff and contractors, as well as a reduced risk of workplace injuries and associated
liability. It will also enhance access for routine maintenance and emergency
response, extend the service life of water system infrastructure, and increase overall
reliability and operational efficiency.
Purchase Order with Vault Access Solutions
July 21, 2026
Page 3 of 3
The Large Water Meter Vault Replacement Program represents a proactive
investment in infrastructure safety and reliability for the City of Arcadia. By
retrofitting aging vaults with modern safety features and reinforced structural
components, the City will enhance working conditions for personnel while ensuring
the continued delivery of safe and dependable water service to the community.
ENVIRONMENTAL ANALYSIS
This project involves the replacement and minor alteration of an existing utility
system, with no expansion of the system, and therefore, qualifies as a Class 2
categorical exemption per Section 15302(2) of the California Environmental Quality
Act (“CEQA”).
FISCAL IMPACT
Funds in the amount of $55,000 have been budgeted in the Fiscal Year 2026-27
Capital Improvement Program for the Large Meter Vault Replacement Project. The
total cost for the Large Meter Vault Replacement Project is $50,624.57. Sufficient
funds are available for this project, including an 8.5% contingency for unforeseen
circumstances.
RECOMMENDATION
It is recommended that the City Council determine that this project is exempt under
the California Environmental Quality Act (“CEQA”); and approve a Purchase Order
with Vault Access Solutions for the fabrication and purchase of three large water
meter vaults in the amount of $50,624.57, with an 8.5% contingency.
Attachment: VAS Sole Source Document
Vault Access Solutions & Fabrication, Inc.
6580 S. McCarran Blvd. Ste. D-2
Reno, NV 89509
Tel. (775) 240-8006 www.vassafety.com
To Whom it May Concern, May 12, 2025
Vault Access Solutions and Fabrication, Inc. brings to the underground utility industry uniqueness worthy of a sole-source status.
Other manufactures do not specialize in custom “retrofit” below ground access vault lid fixtures.
VAS was formed to provide the industry with custom fixtures designed to fit existing underground utility vaults without
having to modify the existing structure.
To define "specializes in retrofitting" everyday VAS builds custom vault access fixtures that are specific to each location;
making it possible for utility districts, cities and counties to retro-fit without having to affect or modify the current vault
structure and to comply with safety standards requirements. No more heavy loose steel plates, broken or rotted hinges,
springs, torsion bars or shocks. The retrofit is accomplished in the shortest window of time allowing for sometimes large
labor cost savings compared to using other standard industry products. The cost savings allow companies to achieve the
highest number of locations replacements.
VAS developed and patented two primary functionality features for its below ground access fixtures that are unique to the
industry; torsion assist and bolt down security. These two developments solved the top two complaints of field crews in
charge of maintaining these locations.
The unique torsion assist owned by VAS allows us to warrant the torsion lift assist of access doors for life! No other
manufacture even comes close to matching this.
The following list of product features have been listed and printed for solicitation of bid from other industry manufacturers and
suppliers. Following the deadline for bid submittal typically only one of five participants has turned in the bid package, and that was
VAS.
Comply with ADA walkway requirements, without removal and replacement of the existing grade.
If a finish grade change is to take place, it is not to exceed 3/8" in height.
Provide an H-20 traffic rating to each retrofit location without loose cross beams.
Include self-closing reader lid to be directly over the existing locations of each meter within that vault location.
Include a recessed 4 inch diameter area in the decking surface for transponder in the new access door.
All access door materials are to be one quarter inch thick aluminum grade 6061 floor plate.
Any and all safety hardware is to be stainless steel.
Torsion assist for access door to have lifetime warranty.
Each fixture can have a permanent exterior district identification with the confined space ID numbers clearly visible.
The entire fixture is to be Garnet Blasted and Powder Coated Hunter Green after the Zinc Rich Epoxy Primer is applied.
Bolt down security is to be rigid and firm without spring loaded nuts; providing no less than one full inch female threaded
connection surface.
Each fixture is to have four (4) 5/8 inch female threaded locations in each corner to accept lifting eyes; for ease of installation
procedure.
The Finished Product Feature requirements has allowed a utility to utilize existing staff to retro-fit eighty-nine (89) locations without
outsourcing, with a crew of four (4) the utility installed seven (7) locations in a standard workday. Correcting/replacing the vault lids
that have been in service beyond their normal service life allows companies to comply with safety standards (lifting, back safety,
confined space) and reduce their exposure to claims.
We thank you for your time and consideration. We look forward to the opportunity to serve you.
Best Regards,
Rick VanMeter, President