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CC - CONSENT ITEM: (1) Waiver of Competitive Bidding Procedures Pursuant to Culver City Municipal Code Section 3.07.075.F.3; and (2) Approval of an Amendment to the Existing Services Agreement with Utility Systems, Science and Software (US3), for Maintenance of the Emergency Notification System and the Sewer Flow Monitoring System (ENS/SFMS) in an Additional Amount Not-to-Exceed $434,123 ($394,273 Base Amendment and $39,400 in Contingency Authority).
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Meeting Date: 6/26/2023
Contact Person/Dept.: Hong Wang, Public Works Department, Engineering Division
Phone number: 310.253.5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (6/22/23)
Department Approval: Yanni Demitri, Director of Public Works, City Engineer (06/12/23)
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RECOMMENDATION
Staff recommends the City Council (1) waive competitive bidding procedures pursuant to Culver City Municipal Code Section (CCMC) 3.07.075.F.3; and (2) approve an amendment to the Existing Services/Maintenance Agreement with Utility Systems, Science and Software (US3) in an additional amount not-to-exceed $434,123 ($394,273 base amendment, plus $39,400 in contingency authority) for maintenance of the Emergency Notification System and the Sewer Flow Monitoring System (ENS/SFMS).
BACKGROUND
The ENS utilizes Motorola’s Supervisory Control and Data Acquisition (SCADA) for monitoring and control with radio-to-radio communication to integrate the City’s five sanitary sewer pump stations into an intelligent technology network that assesses mission-critical components and functions and reports pump stations condition and malfunctions in their operation as alarms to City staff who in turn respond to prevent sewage spills.
The ENS also reports alarm incidents from the pump stations via Motorola radio-to-radio
communication to a central unit and set of computer servers located at City Hall. The servers and assistant hardware then deliver text messages to first responders’ mobile devices, and concurrently send emails to responsible Public Works Department staff. This set redundancy is to ensure delivery of critical information to prevent sewage spills. The ENS is a mission-critical component of the City’s sanitary sewer Spill Prevention Program. The ENS employs Trihedral Engineering Virtual Tagged System’s Supervisory Control and Data Acquisition (VT SCADA), which integrated with Motorola’s SCADA give intelligence to the ENS system in order to continually track system conditions, maintain databases, and notify staff of incidents requiring Public Works first responders’ action to prevent sewer spills.
The SFMS monitors the flow and volume going from Culver City to the City of Los Angeles for wastewater treatment.
On March 1, 2018, RFP #1838 was released, seeking proposals from professional engineering firms to provide monitoring, maintenance, and management of the sanitary sewer pump stations’ ENS and the SFMS. On June 11, 2018, the City Council approved a five-year professional services agreement with US3, for the maintenance of the sanitary sewer pump stations’ ENS for a not-to-exceed annual amount of $560,486 in year 1; $394,723 in year 2; $395,123 in year 3; $395,123 in year 4; and $395,123 in year 5, for a total not-to-exceed amount of $2,140,578.
DISCUSSION
Pursuant to CCMC Section 3.07.045, in the event the same vendor has been utilized for a period of five consecutive years, competitive bidding procedures shall apply. US3’s current professional services agreement for maintenance of the ENS will end on June 30, 2023, which will be five years from the commencement of the agreement. CCMC Section 3.07.075.F.3, provides the Council may waive, by a majority vote, bidding requirements if it is deemed to be in the City’s best interest and authorize a negotiated contract. The management of this contract has been recently reassigned to the Senior Civil Engineer staff. It has taken staff time to learn about this new assignment and its history. Therefore, there was not enough time to prepare and release a new RFP before June 30, 2023. Extending this agreement for one additional fiscal year will allow the Public Works Department to respond in a timely manner to sewer pump station operations while working with Finance to prepare requests for qualifications for a successive contract for this work.
Staff requested a quote from US3 to extend the existing contract to June 30, 2024 to allow sufficient time for the RFP evaluation, selection, and award process and to transition to the selected service provider.
On June 1, 2023, US3 submitted a letter proposal to extend the contract terms to the end of June 30, 2024 in the amount of $394,723.
FISCAL ANALYSIS
The one-year amendment will be for $394,723. Staff recommends Council authorize a 10% contingency in the amount of $39,400for a total amount not-to-exceed $434,123.
There are sufficient funds in the Adopted Budget for Fiscal Year 2023-2024 in the Sewer Enterprise Fund - Other Contractual Services (Account #20460300.600800) to cover this amendment.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Waive competitive bidding procedures pursuant to Culver City Municipal Code Section 3.07.075.F.3; and
2. Approve an amendment to the existing Services agreement with Utility Systems, Science, and Software, Inc., in an additional amount not-to-exceed $434,123 ($394,723 base amendment, plus $39,400 in contingency authority); and
3. Authorize the Public Works Director/City Engineer to approve amendments to the US3 agreement consistent with the above contingency amount; and
4. Authorize the City Attorney to review/prepare the necessary documents; and
5. Authorize the City Manager to execute such documents on behalf of the City.