Agenda Item Wording:
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Approve a contract extension with Aspen Rentals - Authorize the City Manager to approve a 1-year extension to the existing agreement with Aspen Rentals in the amount of $170,000 for the rental of a belt filter press at the Visalia Water Reclamation Facility and the transfer of $170,000 within the Wastewater Fund.
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Agenda Date: 02/17/2026
Prepared by:
Ben Litwack, Public Works Manager, 559-713-4671, ben.litwack@visalia.gov
Nick Bartsch, Public Works Director, 559-713-4052, nick.bartsch@visalia.gov
Department Recommendation: Staff recommends that the City Council authorize the City Manager to approve a 1-year extension to the existing agreement with Aspen Rentals in the amount of $170,000 for the rental of a belt filter press at the Visalia Water Reclamation Facility and the transfer of $170,000 within the Wastewater Fund.
Summary:
Approval of this item will extend the current belt filter press rental agreement with Aspen Rentals for one additional year to ensure adequate biosolids dewatering capacity at the Water Reclamation Facility while the solids handling improvement project, including installation of a third screw press, is completed.
Background Discussion:
In February 2024, City Council authorized an emergency contract C24069 with Aspen Rentals for a 24-month rental of a portable belt filter press to supplement the Water Reclamation Facility’s existing biosolids dewatering capacity. The belt filter press has since become a critical component of WRF operations, providing redundancy, alleviating strain on the two permanently installed screw presses, and allowing staff to perform necessary preventative maintenance.
The WRF continues to experience elevated solids loading, and the two existing screw presses operate continuously to meet current demand. Discontinuation of the belt filter press prior to installation of a third permanent screw press would significantly increase the risk of biosolids backups, equipment failures, and potential regulatory non-compliance.
The City is currently implementing the solids handling improvement project, which includes installation of a third screw press to address long-term dewatering needs. Construction and installation are anticipated during the project timeline; however, until that work is complete, continued use of the belt filter press is necessary to maintain reliable and compliant operations.
The existing agreement with Aspen Rentals allows for annual renewals, and Aspen Rentals has confirmed that pricing will be maintained for an additional year. Renewing the current agreement avoids service interruptions, remobilization costs, and procurement delays during a critical operational period.
Staff explored the feasibility of purchasing the rented belt filter press from Aspen Rentals as a potential cost-saving measure. Aspen Rentals indicated that a buyout option was not available. Aspen Rentals offered to provide a quote for a new belt filter press similar to the unit currently in service; however, the estimated cost would be approximately $785,000, which significantly exceeds the total amount the City would pay over the three-year rental period. Additionally, there is no forecasted need for the equipment once the ongoing solids handling project is completed. As a result, continued rental under the existing agreement remains the most practical and cost-effective approach until the third screw press is installed.
Fiscal Impact including annual maintenance and operating costs: The current contract number is C24069. The one-year renewal is based on the existing rental rate of $13,475 per month, for an estimated annual cost of $161,700. Staff is requesting authorization for an amount not to exceed $170,000 to account for minor cost fluctuations or incidental expenses. To fund this extension, $170,000 will need to be transferred from within the Wastewater Fund (431) from CP9768 to EQ0234
Prior Council Action:
February 5, 2024: Approved a 2-year agreement with Aspen Rentals in the amount of $349,868.
Alternatives: N/A
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to approve a 1-year extension to the existing agreement with Aspen Rentals in the amount of $170,000 for the rental of a belt filter press at the Visalia Water Reclamation Facility and the transfer of $170,000 within the Wastewater Fund.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 02/17/2026
Attachments: Rental Agreement
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Check all that apply.
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