STAFF REPORT
Meeting Date:
December 9, 2025
CONSENT
19 SUBJECT: APPROVAL OF PURCHASE AGREEMENT WITH PUMP-POD USA AND
TEMPORARY APPROPRIATION OF FUNDS FOR PROCUREMENT AND
DELIVERY OF PUMP-POD UNIT THROUGH THE WATER SAVINGS
INCENTIVE PROGRAM
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute a contract with Pump-Pod USA for the purchase and delivery of a Pump Pod Unit through the Water Savings Incentive Program;
2. Approve a General Fund appropriation of $31,555 for the purchase, including applicable taxes and delivery charges, and recognize $22,055 in estimated grant revenue to offset a portion of the cost; and; and
3. Find that this action is not a project subject to the California Environmental Quality Act pursuant to CEQA Guidelines Section 15378.
SUMMARY OF THE MATTER
This report recommends that the City Council authorize the City Manager to execute a purchase agreement with Pump-Pod USA for the procurement and delivery of a Mobile Draft Water Reduction Unit (“Pump Pod Unit”) through the Water Savings Incentive Program. The project promotes water conservation by recirculating and reusing water during firefighter training exercises, thereby reducing water waste by up to
1.3 million gallons annually and eliminating dry weather run off.
The Water Savings Incentive Program has awarded the City $110,275 in grant funding for this project, with $88,220 paid directly to the vendor and $22,055 reimbursed to the City upon completion of a six-month monitoring period. The City’s required appropriation of $31,555 covers its grant obligation along with applicable taxes and delivery fees. Of this amount, $22,055 is eligible for reimbursement under the grant.
This project aligns with the City’s Sustainability and Environmental Stewardship Initiative by promoting the efficient use of natural resources and reducing water waste during firefighter training exercises.
DISCUSSION
In 2025, the Fire Department applied to the Water Savings Incentive Program to fund the purchase of a Mobile Draft Water Reduction Unit from Pump-Pod USA (“Pump Pod Unit”). The unit recirculates water during firefighter training, reducing water waste, and runoff by redirecting water between the fire engine and the Pump Pod Unit.
On October 30, 2025, the City was notified of its successful grant award totaling $110,275, distributed as follows:
APPROVAL OF PURCHASE AGREEMENT WITH PUMP-POD USA AND TEMPORARY
APPROPRIATION OF FUNDS FOR PROCUREMENT AND DELIVERY OF PUMP-POD UNIT
THROUGH THE WATER SAVINGS INCENTIVE PROGRAM
December 9, 2025
Milestone Amount Recipient Timing
50% Initial Payment $55,137.50 Contractor Upon contract execution 30% Progress Payment $33,082.50 Contractor After fabrication and inspection 20% Final Payment $22,055 City After six-month monitoring period
FINANCIAL ANALYSIS
The total cost of the Pump Pod Unit is $110,275. Of this amount, $88,220 will be paid directly to the vendor by the Water Savings Incentive Program in two milestone-based payments. The City is responsible for an upfront payment of $22,055 to the vendor, along with taxes and delivery charges not to exceed $9,500.
Staff recommends a General Fund appropriation of $31,555 to cover the full City obligation, including taxes and delivery. Of this amount, $22,055 will be reimbursed to the City following successful completion of the six-month monitoring period required by the grant.
To reflect this, the report recommends a $31,555 appropriation in the General Fund expenditure budget, and recognition of $22,055 in estimated grant revenue. The net General Fund impact is limited to the estimated $9,500 in non-reimbursable delivery and tax costs.
ENVIRONMENTAL ANALYSIS
The recommended action is not a ”project” under the California Environmental Quality Act pursuant to CEQA Guidelines section 15378 (b)(2) which states that a project does not include continuing administrative or maintenance activities, such as purchases for supplies. . . The purchase of a Pump Pod Unit is a purchase of a supply and will not have the potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS
1. Pump Pod Agreement (Pgs. 3-6)
Submitted By:
.
Approved: .David A Kiff
Niko King, Fire Chief Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Andrew Hill, Battalion Chief