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CC - CONSENT ITEM - (1) Approval of a Two-Year Amendment to the City’s Professional Services Agreement with Hadronex, Inc., Increasing the Not-to-Exceed Amount from $174,837 to $182,924 for the Two-Year Term, for the Monitoring and Repair of Smart Cover Units; and (2) Authorization to the Public Works Director to Approve Additional Equipment Purchases in an Amount up to $10,000 Annually.
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Meeting Date: February 10, 2025
Contact/Dept.: Gary Wansley/Public Works
Jessica Williams-Tell/Public Works
Phone Number: (310) 253-6444
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X ]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (02/04/2025)
Dept Approval: Yanni Demitri, Director of Public Works/City Engineer (01/21/2025)
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RECOMMENDATION
Staff recommends the City Council (1) approve a two-year amendment to the City’s professional services agreement with Hadronex, Inc. (d.b.a. Smart Cover Systems) for the monitoring and repair of 50 Smart Cover units and three SubSonic Dual Sensors, increasing the not-to-exceed amount from $174,837 to $182,924 for the two-year term; and (2) authorize the Public Works Director to approve new equipment purchases in an amount up to $10,000 annually.
BACKGROUND/DISCUSSION
Smart Covers are sensor modules that are mounted under sewer utility covers that monitor sewage wastewater levels and send out alarms when the level exceeds a predetermined set point. The intention of the Smart Covers is to supplement the Supervisory Control and Data Acquisition (SCADA) system currently utilized by staff to monitor many components of the City’s six sewer pump station operations such as pump activity, wet and dry well levels, and electrical components. Should any of these components fail or reach a predetermined warning threshold, the SCADA system notifies staff via their cell phones.
Staff determined that as a best practice backup measure, it would be wise to install Smart Covers as a separate, independent system that would notify staff in the event of a SCADA system communication failure. In addition, the Smart Covers alert staff of water flow problems within the sewer system itself, such as sewer main blockages.
The Smart Covers have proven to be a relatively inexpensive and dependable alert system and have become an effective back-up and enhancement to the City’s existing SCADA system. The Smart Cover units have also become an important anticipatory tool that informs the Sewer Crew to implement proactive maintenance measures that prevent blockages before they occur and limit the number of mitigation measures that may be imposed by regulatory agencies should overflows occur.
The Hadronex agreement includes three SubSonic Dual Sensors, with rain-monitoring capability, that are engineered to function in conjunction with the Smart Covers. They enhance the water level data provided by combining the accuracy of an ultrasonic sensor with a wide range pressure sensor. The dual sensors monitor inflow and infiltration water surges during heavy rainfall events and when unexpected surges occur. The agreement covers failed parts on the existing equipment and monitoring their operation. Although similar products have just begun to enter the market, they do not have the proven effectiveness of the Smart Cover units that the City is currently utilizing.
Smart Cover units have been in use by the City since 2008. In 2022, the City Council authorized a new two-year agreement in an amount of $174,837 that expired on December 31, 2024. Staff requested a proposal from Hadronex to extend their monitoring and repair services for an additional two-year term. Hadronex responded with a proposal that increases their prices to $182,924 for the two-year term, which is approximately 4.6% to cover anticipated inflation. Although rare, sometimes a device will fail entirely, requiring its replacement or a new sewage main blockage arises, requiring installation of more Smart Covers and/or SubSonic Dual Sensor devices to monitor the area. Staff recommends adding $10,000 annually as a contingency to cover the cost of replacing failed units that are beyond repair and for new device installations.
These services are exempt from competitive bidding requirements, pursuant to Culver City Municipal Code Section 3.07.055.A (proprietary items of original equipment manufacturers and/or their authorized exclusive distributors) and Section 3.07.055.B (component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment).
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funds to cover $192,924 ($182,924 agreement and $10,000 contingency) in Account No. 20460300.619800 (Wastewater Maintenance - Other Contractual Services) which can be found in the Public Works section of the budget book on page 436. Funding for the $10,000 contingency in second year of the agreement will be included in the budget for Fiscal Year 2025-2026.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a two-year amendment to the existing professional services agreement with Hadronex, Inc. (d.b.a. Smart Cover Systems) for the monitoring and repair of 50 Smart Cover units and three SubSonic Dual Sensors increasing the not-to-exceed amount from $174,837 to $182,924 for the two-year term; and
2. Authorize the Public Works Director to approve new equipment purchases in an amount up to $10,000 annually; and
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.