Agenda Item No: N.4
AGENDA REPORT
DATE: October 21, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-197 PW Telstar Instruments Contractor’s Service Agreement
Authorizing the City Manager to Execute a Contractor’s Services Agreement Between the City of Fairfield and Telstar Instruments for the Southbrook 1 and 2 Pump Station Upgrades
Funding Source: $352,663; Water Capital Fund
Contact: Michael Hether, (707) 428-7493
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
Fairfield Municipal Utility (FMU) provides water to city residents on a continuous basis and is responsible for maintaining the existing water system, as well as ensuring that it is designed to meet future growth . On May 6, 2025, the City Council approved Resolution No. 2025 -70, adopting the completed comprehensive water system plan that will serve as a guidance document for near-term investment and long -term planning. This resolution implemented the Public Utility Master Plan (PUMP) as a tool to manage the City’s general water system plan.
PUMP includes condition assessments of all pump stations , with the Southbrook 1 and Southbrook 2 Pump Stations categorized as medium-low risk. The proposed contractor’s services agreement will provide professional construction services with Telstar Instruments (Telstar) for the Southbrook 1 and 2 Pump Stations Pump and Power Upgrades Project (Project).
DISCUSSION
The Southbrook 1 and Southbrook 2 pump stations , constructed in 2003, are approaching the end of their operational life specifically, the pump and power equipment and are scheduled for replacement to ensure continued operational efficiency . It is prudent to begin upgrading the pump stations in advance before an asset progresses to high risk. In February 2025, staff solicited
and received quotes for mechanical and electrical equipment and for the rehabilitation of the pumps at both pump stations.
The City currently has an on-call services contract with Telstar for the maintenance of various instruments and electrical equipment. City staff depend on Telstar to act as an extension of staff, providing technical support for installation and integration of electrical control systems at the North Bay Water Treatment Plant and for pump station facilities throughout the city. The work under this proposed contractor’s services agreement is separate and apart from the existing services contract with Telstar.
Telstar is a certified local contractor that provides automation and Control equipment services.
The City utilizes Telstar’s expertise for its Supervisory Control and Data Acquisition (SCADA) at all the City’s pump stations. Given Telstar’s comprehensive knowledge of the City’s treatment and pump station facilities – including programming, integration, maintenance , and installation, Telstar is the most qualified contractor and subject matter expert for this scope of work.
Telstar has provided a quote of $160,283.11 per pump station to replace the electrical and SCADA equipment to facilitate remote control of both pump stations. Southbrook 1 and Southbrook 2 pump stations are identical, and the same upgrades will be completed at both pump stations.
Therefore, the quote for the work at Southbrook 1 pump station will also be used for Southbrook 2 pump station.
Telstar obtained quotations from multiple vendors and submitted them for City’s review . Staff has reviewed the manufacturers’ quotes included in the proposal and confirmed that the city will be paying the lowest price for all materials installed in this Project.
The total cost for the Project will not exceed the amount of $352,622.84, which includes the total proposed fee plus a 10% management reserve. City staff recommend using Telstar to do all work relating to the Project as Telstar has an ongoing working relationship with the City and possesses institutional knowledge of the City’s electrical assets.
FINANCIAL IMPACT
The total contract authorization for this project is not to exceed $352,622.84, which is the total proposed fee plus a 10% management reserve ($ 320,566.22 total base fee + $32,056.62 management reserve). Funding for this project is captured in the Capital Improvement Program through Capital Water Fund (Fund 462; Project No. CPW090132). Telstar’s proposed fee for this work is in line with similar sized projects.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may delay approval of the professional services agreement so that staff can address any council concerns.
COORDINATED WITH
N/A
STAFF CONTACT
Bryan Heinzelman, Associate Civil Engineer
(707) 434-6157
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Agreement
Attachment 4: Proposed Quote