DATE: 10/15/2025
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Utilities Department
2025-402
REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
SUBJECT:
PURCHASE ORDER TO XYLEM WATER SOLUTIONS FOR EMERGENCY
PURCHASE OF A LEOPOLD UNDERDRAIN SYSTEM FOR THE LESTER WATER
TREATMENT PLANT
EXECUTIVE SUMMARY:
This staff report provides the City Council with an update, pursuant to Corona Municipal Code Section 3.08.140(A), on the emergency underdrain repair at Lester Water Treatment Plant Filter 2, and to review and ratify a purchase order to Xylem Water Solutions USA, Inc. (Xylem) in the amount of $167,972 for the procurement of a Leopold underdrain system, and to appropriate $282,769 to Lester Filter 2 Underdrain Replacement Capital Improvement Project No. UT-2026-06 for both material and labor of the underdrain replacement.
RECOMMENDED ACTION:
That the City Council:
a. Receive and file the update to emergency underdrain repair at Lester Water Treatment Plant Filter 2 (Lester Filter 2).
b. Review and ratify the issuance of a purchase order to Xylem Water Solutions USA, Inc. in the amount of $167,972 for the purchase of a Leopold underdrain system at Lester Filter 2 for emergency repair as authorized in Corona Municipal Code
3.08.140(A).
c. Authorize the City Manager, or designee, to approve and execute any documents necessary to implement change orders up to $16,797 or 10% as authorized in Corona Municipal Code 3.08.080(I).
d. Authorize an appropriation in the amount of $282,769 from the Water Utility Fund 570 to the Lester Filter 2 Underdrain Replacement Capital Improvement Project No. UT-2026-06.
That the Corona Utility Authority review, ratify, and to the extent necessary, direct that the City Council take the above actions.
BACKGROUND & HISTORY:
In the later part of July, the Lester Filter 2 was removed from service due to a suspected failure of the underdrain system. Staff investigated the sudden failure by removing the failed part of the filter. This task was completed in the early part of September.
The underdrain is a critical component of the filter, and its failure directly affects the plant’s ability to meet water demand. Due to the urgency of the situation and the need to maintain adequate system supply, staff initiated an emergency purchase for materials from Xylem Water Solutions USA, Inc. (Xylem) and labor from Coombs Service Group (Coombs), Xylem’s exclusive aftermarket service provider in California, while securing the necessary approvals through ratification.
ANALYSIS:
The failure of the underdrain in Lester Filter 2 constitutes an emergency requiring immediate repair to restore the filter to operational status. The quoted cost for the proprietary underdrain equipment is $167,972, with an estimated delivery time of 12–14 weeks after purchase order approval. Repair is essential to maintain water treatment capacity and ensure reliable service to the community.
Basis for Exception to Bid:
This procurement is processed as an emergency purchase pursuant to Corona Municipal Code Sections 3.08.010(H) and 3.08.140(A). The failure of the underdrain in Lester Filter 2 constitutes a sudden and unexpected occurrence that poses a clear and imminent danger to the City’s ability to provide essential public water services. Immediate action was required to prevent impairment of water treatment capacity. A Purchase Order was issued to Xylem for the purchase of filter due to long lead time. All 6 filters at Lester Water Treatment Plant comprises the Leopold underdrain system. Additionally, the Leopold underdrain system is specified in accordance with California Public Contract Code Section 3400 for the Utilities Department’s Exclusive Standard Specifications list, which supports direct procurement from Xylem as the sole authorized supplier.
Staff believe emergency procurement was necessary to shorten the lead time in order to lessen the impacts of a failed filter on the overall Lester Water Treatment Plant capacity.
FINANCIAL IMPACT:
Approval of the recommended actions will result in an appropriation in the amount of $282,769 from the Water Utility Fund 570 to the Lester Filter 2 Underdrain Replacement Capital Improvement Project No. UT-2026-06. There is sufficient working capital for the recommended actions.
Item Cost
Material – Xylem, Leopold Underdrain System $167,972
Material – Purchase Order 10% Contingency $16,797
Labor – Coombs, Repair labor $98,000
Total Project Cost $282,769
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt pursuant to Section 15301 of the Guidelines for the California Environmental Quality Action (CEQA), which states that “operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the CEQA determination” and is therefore exempt from CEQA. This action involves repairs to existing infrastructure to maintain public health and safety and therefore is exempt from the requirements of CEQA. Therefore, no environmental analysis is required.
PREPARED BY: AFTAB HUSSAIN, ASSISTANT UTILITIES DIRECTOR REVIEWED BY: TOM MOODY, UTILITIES DIRECTOR
ATTACHMENT:
1. Exhibit 1 – Quote