Agenda Item No: K.10
AGENDA REPORT
DATE: December 16, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-252 PW NBR Filter Media Replacement Budget Adjustment
Authorizing the City Manager t o Adjust the Budget for the N orth Bay Regional Filter Media Replacement Project and Authorizing an Update to the Fiscal Year 2025-2026 Budget
Funding Source: $250,000; North Bay Regional Fund
Contact: Michael J. Hether, (707) 428-7485
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
Staff seeks to increase the project budget for the North Bay Regional (NBR) Water Treatment Plant Filter Media Replacement Project ( Project; CPW040017) for fiscal years (FY) 2026 through 2030 by $50,000 annually, resulting in a total increase of $250,000.
DISCUSSION
NBR uses a combination of sand and carbon (filter media) during one of many steps in the process of making high-quality drinking water for the City’s residents. NBR has eight bays containing filter media which requires re moval and replacement when it reaches the end of its useful life. Each of NBR's eight filters are on an eight-year media replacement cycle.
On June 16, 2020, the City Council adopted Resolution No. 2020 -102, approving the plans and specifications and awarding a contract to Carbon Activated Corporation (Carbon Activated) for the Project. This Project involves removal and replacement of filter m edia, along with any damaged bay fixtures in one filter bay per year over the term of the contract.
The granular activated carbon ( GAC) and sand are replaced in the filter to ensure proper filter performance and meet regulatory compliance as the media degrades over time. One of the eight
filters is selected each year for media replacement and occurs during the winter months to reduce disruptions to the City’s plant operations.
On November 13, 2025, the City executed Amendment No. 1 to the Articles of Agre ement extended the agreement term and to incorporate cost adjustments as staff originally budgeted $300,000 per year to perform the filter replacements when the agreement was executed
The two primary and most significant materials used in these filters - GAC and sand - are impacted by recent tariff implementations. Due to the ongoing volatility related to tariffs, staff is requesting an annual budget increase of $50,000 to the Project budget for FY26 through FY30 for a total adjustment amount of $250,000.
FINANCIAL IMPACT
The increase in costs for the filter media replacements annually will require a budget adjustment of $50,000 annually for FY 2026-2030 (total cost $250,000). The increased appropriations to the Project will be funded with fund balance from the North Bay Regional Fund (Fund 465). Costs for this project are split proportionally between the City of Fairfield and the City of Vacaville.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may delay approval of the budget adjustment so that staff can address any council concerns.
COORDINATED WITH
N/A
STAFF CONTACT
Michael J. Hether, Assistant Public Works Director - Utilities (707) 428-7485
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution