City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: October 6, 2025
Report #:2508-5035
TITLE
Approval of Amendment No. 2 to Contract Number S23185432 with Koffler Electrical Mechanical Apparatus Repair, Inc. in the Amount of $230,000 for a New Not-to Exceed Amount of $460,000, and Extending the Term through September 29, 2027, for Electric Motors and Submersible Pump Service at the Regional Water Quality Control Plant; CEQA Status – Exempt under Section 15301(b)
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 2 to Contract S23185432 (Attachment A) with Koffler Electrical Mechanical Apparatus Repair, Inc. in the amount of $230,000 for a new not-to-exceed amount of $460,000 and to extend the term an additional 24 months through September 28, 2027, for electric motor and submersible pump repairs for the Regional Water Quality Control Plant.
BACKGROUND
The Regional Water Quality Control Plant (RWQCP) operates continuously to treat an average of 19 million gallons of wastewater per day for Palo Alto and five partner agencies. Reliable, on- call electric and submersible pump repair services are critical to maintaining uninterrupted operations and meeting state regulatory requirements.
The RWQCP maintains an Electric Motor Service Repair Contract to ensure rapid turnaround for repairs and rebuilding of critical equipment. The original contract (September 29, 2022) was executed with a not-to-exceed amount of $180,000 for essential pump and motor services.1 On April 24, 2024, Amendment No. 1 increased the not-to-exceed amount to $230,000 due to multiple urgent process motor and pump repairs.2 Given the ongoing need for these specialized 1 Koffler Electrical Mechanical Apparatus Repair, Inc. S23185432; https://www.paloalto.gov//files/assets/public/v/1/public-works/rwqcp/contracts/attachment-c-contract-with- koffler-electrical-mechanical-apparatus-repair-inc-general-services-agreement.pdf 2 Koffler Electrical Mechanical Apparatus, Inc. Amendment No. 1 S23185432;
services and the aging infrastructure at the RWQCP, staff recommends extending the contract term by two years and increasing the budget to ensure continued operational reliability. The current contractor was the successful proposer in a competitive bidding process, having been awarded the contract as the lowest responsive and responsible bidder among the four firms that submitted proposals for the project.
ANALYSIS
Electric motors and submersible pumps are essential to wastewater conveyance, treatment, and recycled water operations. Failures can disrupt compliance with regulatory discharge requirements and impact the plant’s ability to process incoming wastewater.
The existing contract requires extension through an amendment providing for an additional 24- month term, thereby extending the contract expiration date to September 29, 2027, and increasing the not-to-exceed contract amount by $230,000. The increased contract authority is necessary to ensure adequate funding for urgent pump and motor rebuilding services that may arise during the extended term. The contractor has consistently demonstrated a record of high- quality performance and the ability to execute work with expeditious turnaround.
FISCAL/RESOURCE IMPACT
Funding for the first year of the recommended additional term of the contract is available in the Fiscal Year 2026 Adopted Wastewater Treatment Fund operating budget. The second year’s funding will be subject to Council approval of the annual budget development appropriation.
This expenditure is included in the Wastewater Treatment Fund operating budget and will be supported by revenue contributions from the partner agencies. Palo Alto treats combined wastewater from Palo Alto, Los Altos, Los Altos Hills, Mountain View, Stanford University, and East Palo Alto Sanitary District (partners). Palo Alto’s share of this contract is approximately 37%, and the other five agencies’ share is approximately 63%, based on the volume and strength of wastewater contributions of each partner. Funding in subsequent fiscal years is subject to Council’s approval of each fiscal year’s budget appropriation.
STAKEHOLDER ENGAGEMENT
The RWQCP’s partner agencies, including the City of Palo Alto, are regularly consulted on the need for, and status of, maintenance activities. Additional engagement occurs through the annual budget process, which includes meetings where new and amended contracts are presented along with associated rate impacts. This amendment continues an existing electric motor service repair contract that was procured through a competitive solicitation process.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(b) of the CEQA Guidelines as it involves the repair and maintenance of an existing publicly owned utility used to provide sewage treatment services, with no expansion on the existing facility.
ATTACHMENTS
Attachment A: Koffler Electrical Mechanical Apparatus Repair, Inc.; S23185432 Amendment No. 2 APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer