Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services Agreement with Calcon Systems, Inc. to Provide Electrical and Instrumentation Support Services for the City’s Water Pollution Control Plant in an Amount Not to Exceed $120,344 for a One-Year Term
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
Calcon Systems, Inc. provides on-call electrical, calibration and instrumentation services for the City’s Water Pollution Control Plant (WPCP). Several other projects are necessary in addition to their on-call support.
RECOMMENDATIONS
Staff recommend City Council adopt a Resolution to approve and authorize the City Manager to execute a Non-Professional Services Agreement with Calcon Systems, Inc. in an amount not to exceed $120,344.
BACKGROUND
The WPCP uses numerous sensors, meters and control systems to effectively monitor and operate the plant process as lift stations. Calcon is an expert in the field and on the City’s system to maintain and enhance these systems since approximately 2004. Ensuring safe and continuous service of these systems requires detailed knowledge of the programming and configuration so the City has worked exclusively with Calcon.
In addition to their on-call support services, the WPCP requires support for three additional projects:
• Diagnosing problems with the generator backup system
• Upgrading the electrical system at two lift stations
• Replacement of one Variable Frequency Drive (VFD) for a large effluent pump
Analysis
Staff request a sole-source agreement with Calcon based on its experience working with the existing systems and equipment. In many cases, Calcon developed the programming currently being used. Calcon has been providing these services for over 20 years and the City has been very satisfied with its services. There is no other provider that could effectively provide these services while ensuring continuity of operations.
Calcon typically provides support for smaller projects and repairs via an on-call support agreement and a blanket purchase order. This provides for services that are less than $5,000 per invoice. However, there are three projects for FY 2026 that fall outside that threshold:
• The plant has a backup generator to provide electricity in the event of a power outage. The automatic transfer system does not consistently function without operator assistance. This increases the risk of overflow and causes undue stress for operations staff. Calcon is working with the equipment manufacturer to diagnose the problem and provide a solution. The lump-sum cost for this service is $32,269.
• The City maintains sewage lift stations to transport wastewater to the WPCP. Two of these lift stations require upgrades to their electrical panels to continue to provide consistent service. The lump sum cost for this service is $11,725.
• One of the control drives for an effluent pump has failed and requires replacement. The lump-sum cost for this service is $26,350.
The total fixed cost for these three items is $70,344.
Upon approval by Council and execution of the agreement, Staff will request a purchase order for the above projects for FY 2026. For the remaining $50,000, Staff will request a blanket purchase order for use in FY 2027.
Financial Impacts
Sufficient funds are planned for and included in the FY 2026 Wastewater Enterprise Fund budget for the fixed cost items:
• Structural Repair and Maintenance, Account 593-52-113-5330: $350,000
Sufficient funds are planned for and included in the FY 2027 Wastewater Enterprise Fund budget for FY 2027 on-call support:
• Structural Repair and Maintenance, Account 593-51-002-5120: $145,000
This Council action will not impact fund balance because there are funds available in the FY 2026 and FY 2027 budgets.
ATTACHMENTS
Attachment A: Draft Resolution
Attachment B: NPSA Scope of Services
Attachment C: NPSA Compensation Schedule
PREPARED BY:
Hayes Morehouse, Water Pollution Control Plant Manager