City of Culver City, California
Agenda Item Report
Meeting Date: 09/12/2011 Item Number: C-5
CITY COUNCIL AGENDA ITEM: FOUR-FIFTHS VOTE REQUIREMENT - (1) Approval to
Purchase and Install Replacement Parts for the Emergency Notification System and
the Sewer Flow Monitoring System (ENS/SFMS); and (2) Approval of an Amendment
to Utility Systems, Science and Software Incorporated Existing Professional
Services Agreement; and (3) Approval of a Budget Amendment Related Thereto.
Contact Person/Dept.: Gabe Garcia/PW Phone Number: (310) 253-5633
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agenda – City Council (09/07/2011); (E-Mail)
Utility Systems, Science and Software, Inc.
Department Approval:
Charles D. Herbertson(09/01/11)
City Attorney Approval:
Carol A. Schwab (by H. Baker) (09/08/11)
Chief Financial Officer Approval:
Jeff Muir (09/07/11)
City Manager Approval:
John M. Nachbar (09/08/11)
RECOMMENDATION:
Staff recommends the City Council 1) approve the purchase and installation of
replacement parts for the Sewer Emergency Notification System and Sewer Flow
Monitoring System; 2) approve an amendment to the existing professional services
agreement with Utility Systems, Science, and Software Inc, and (3) approve a
budget amendment related thereto.
BACKGROUND:
On March 23, 2009, the City Council approved a five-year professional services
agreement with US3 (in one-year renewable increments), for the maintenance of
the Emergency Notification System and Sewer Flow Monitoring System
(ENS/SFMS), in the amount of $277,325 and authorized 10% of the contract
amount for change orders. The professional services agreement excludes the
replacement of parts for the ENS/SFMS, and staff committed to return to the City
Council to obtain authorization to purchase parts on a future occasion.
On September 14, 2009, after a thorough baseline survey of the seven pump
stations and 11 field monitoring sites, staff returned to the City Council and
requested authorization to purchase the parts needed for maintenance of the
ENS/SFMS. At that time, the City Council approved a sole-source agreement with
US3 for parts, in an amount not to exceed $303,771, plus 10% contingency, and
concurrently approved an amendment to the professional services agreement in an
amount not to exceed $93,750 for the additional labor required. City of Culver City, California
Agenda Item Report
DISCUSSION:
As indicated two years ago, staff anticipated that more parts would be needed to
replace failing components, aging parts, and equipment that is no longer readily
available. Additionally, in the process of managing the sewer system with the goals
of spill-prevention, maintaining uptime, and sewer flow data collection to comply
with our Amalgamated Agreement with the City of Los Angeles for processing of
Culver City’s sewage, additional functionality by the ENS/SFMS is necessary.
To accomplish the aforementioned goals, staff has worked with US3 to identify the
parts that currently require replacement. The attached Table 1 contains the parts
and services to accomplish the recommended maintenance and new functionality.
A total of $303,931 is required to purchase parts and services for the on-going
maintenance and enhancement of the ENS/SFMS.
Staff recommends entering into a single-source agreement with US3 because the
firm is the dealer in the Southern California area for most parts used in the
ENS/SFMS system, and/or an integrator of those parts for which they are not a
dealer. Additionally, they have nearly 10 years’ experience with the ENS/SFMS
system in Culver City and their knowledge of the system affords positive economies
of time. Furthermore, US3 will provide the parts at their cost, without charging the
City overhead – in some instances, that cost is less than the City would pay if it
purchased the part rather than through a dealer. Finally, management of the
project will be simplified in that staff will not need to work with two or more
contractors, which is particularly beneficial and prevents a situation of one
contractor attributing a failure to another contractor.
The additional professional services hours required to replace the parts and
components, plus to calibrate and test them, are estimated to be 702 hours, for a
total cost of $101,805. Staff recommends that the existing professional services
agreement with US3 be amended to increase the contract amount for the current
contract year three (out of five), in an amount not to exceed $101,805.
FISCAL ANALYSIS:
The parts agreement and the amendment to the professional services agreement
will be funded by the Sewer Enterprise Fund, budget line item 20466100.600220. A
budget amendment to transfer $405,735 from the sewer fund reserve to
20466100.600220 is required.
City of Culver City, California
Agenda Item Report
ATTACHMENTS:
1. Table 1 – Emergency Notification System/Sewer Flow Monitoring System
(ENS/SFMS), Parts and Services Needed for Year 3 of 5
MOTIONS:
That the City Council:
1. Approve a budget amendment appropriating $405,735 from the Sewer Enterprise
Fund; and,
2. Approve the purchase of parts and services for the ENS/SFMS, for a not-to-
exceed amount of $303,931; and,
3. Approve an amendment to the existing professional services agreement with
Utility Systems, Science, and Software, Inc., for a not-to-exceed amount of
$101,805; 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.
MEETING DATE: 9/12/11
AGENDA ITEM:
Approval to Purchase and Install Replacement Parts for the
Emergency Notification System and the Sewer Flow Monitoring
System (ENS/SFMS); and an Amendment to Utility Systems,
Science and Software Incorporated Existing Professional Services
Agreement.
ATTACHMENTS
Pages
1 Table 1 – Emergency Notification System/Sewer Flow Monitoring
System (ENS/SFMS), Parts and Services Needed for Year 3 of 5
1
TABLE 1 -- EMERGENCY NOTIFICATION SYSTEM/SEWER FLOW MONITORING SYSTEM (ENS/SFMS)
PARTS AND SERVICES NEEDED FOR YEAR 3 OF 5
# QTY DESCRIPTION UNIT EXTENSION
1 6 SEWER FLOW METERS 13,307 $ 79,842 $
2 6 3-YR FLOW METER EXTENDED WARRANTY 1,295 $ 7,770 $
3 1 MOSCAD KITS 5,780 $ 5,780 $
4 1 ULTRASONIC LEVEL TRANSMITTER 1,684 $ 1,684 $
5 1 MOTOROLA RADIO 1,465 $ 1,465 $
6 2 MMI (PUMP STATION DISPLAYS) 687 $ 1,374 $
7 2 PRESSURE TRANSDUCERS LEVEL TRANSMITTERS 713 $ 1,426 $
8 2 DATA LOGGERS 3,950 $ 7,900 $
9 2 STREET TALK (FIELD COMM) HARDWARE 1,284 $ 2,568 $
10 11 FLO-METER COMMUNICATION SERVICE 594 $ 6,534 $
11 12 DSL SERVICE 119 $ 1,428 $
12 5 SMART PHONE FIRST RESPONDERS 300 $ 1,500 $
13 120 2-YR COMM SVS FOR 5 SMARTPHONES: DATA, ISP; CELL 100 $ 12,000 $
14 12 FLOW METER COMMUNICATIONS 544 $ 6,528 $
15 4 SENSOR MOUNTING HARDWARE 495 $ 1,980 $
16 1 VTS LICENSE SUBSCRIPTION RENEWAL FOR ENS/SFMS SERVER 12,975 $ 12,975 $
17 2 POWER SUPPLY CHARGER FOR RTU MODULES 565 $ 1,130 $
18 6 BATTERIES FOR FIELD UNITS 72 $ 432 $
19 2 ANALOG INPUT 4-20mA MODULES 750 $ 1,500 $
20 7 MAINTENANCE ALARM BY-PASS FOR PUMP STATIONS 1,958 $ 13,703 $
21 1 BRISTOL PUMP STATION CHECK VALVE CLOSED ALARM 7,045 $ 7,045 $
22 1 HAYDEN PUMP STATION CHECK VALVE CLOSED ALARM 7,045 $ 7,045 $
23 1 BRISTOL PUMP STATION REPLACEMENT OF SOFT START WITH VFDs 35,716 $ 35,716 $
24 1 JASMINE PUMP STATION REPLACEMENT OF SOFT START WITH VFDs 28,366 $ 28,366 $
25 1 JACKSON FIELD MONITORING SITE POWER CONVERSION 13,020 $ 13,020 $
26 1 BLACKWELDER FIELD MONITORING SITE POWER CONVERSION 21,028 $ 21,028 $
27 1 SLAUSON FIELD MONITORING SITE POWER CONVERSION 22,193 $ 22,193 $
TOTAL 303,931 $ |1013|