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Title:
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(1) Waiver of the Formal Competitive Bidding Process as Authorized by § 3.07.065 (A) & (D) of the Culver City Municipal Code and (2) Approval of the Purchase of Seven Smart Cover Sewer Monitoring and Alarm Systems from Plumbers Depot, Inc.
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City of Culver City, California
Agenda Item Report
Meeting Date: 07/27/2009 Item Number: C-5
CITY COUNCIL AGENDA ITEM: (1) Waiver of the Formal Competitive Bidding
Process as Authorized by § 3.07.065 (A) & (D) of the Culver City Municipal Code
and (2) Approval of the Purchase of Seven Smart Cover Sewer Monitoring and
Alarm Systems from Plumbers Depot, Inc.
Contact Person/Dept.: Eric Mirzaian/PW Phone Number: (310) 253-6410
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 Agendas – City Council (07/22/09)
Department Approval:
Charles D. Herbertson (07/16/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/22/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (07/22/09)
City Manager Approval:
Mark Scott (07/22/09)
RECOMMENDATION:
Staff recommends the City Council (1) waive the formal competitive bidding process
as authorized by § 3.07.065 (A) & (D) of the Culver City Municipal Code and (2)
approve the purchase of seven Smart Cover Sewer Monitoring and Alarm Systems
(Smart Covers) from Plumbers Depot, Inc., in the amount of $27,672.47.
BACKGROUND:
Smart Covers are sensor modules which are mounted under sewer manhole covers
that sense sewage 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 the
Public Works Department to monitor many components of the City’s seven sewer
pump stations including: pump operations, wet and dry well levels, and electrical
components. Should any of these components fail or reach a pre-determined
warning threshold, the SCADA System will notify Public Works staff via pagers and
cell phones. Staff determined it would be effective to install Smart Covers as a
separate independent back-up system that would notify staff in the event of a
SCADA System communications failure. In addition, the Smart Covers alert sewer
maintenance staff of problems within the sewer system itself, such as sewer
blockages, which are not related to pump station operation.
City of Culver City, California
Agenda Item Report
Pursuant to authorization provided by the City Council, a total of 22 Smart Covers
have been installed at various locations throughout the City. The Smart Covers
have proven to be very effective. Elevated sewage levels have been detected by
the Smart Covers on a number of occasions since installation. This early detection
allowed Public Works staff to respond to and correct the problems before a sewer
overflow occurred. The Smart Covers have proven to be an inexpensive and
dependable alert system and are an effective back-up and enhancement to our
existing SCADA System.
DISCUSSION:
Should the City Council approve this request, these seven Smart Covers will be
utilized at immediate high risk and high sewage flow areas throughout the City.
Staff recommends that the formal competitive bidding process be waived per Culver
City Municipal Code § 3.07.065 (A) & (D) since these additional Smart Covers will be
components for equipment previously acquired by the City and due to the fact Smart
Covers can currently be purchased only through Plumbers Depot, Inc. (a sole-
source vendor). Accordingly, staff recommends that the City Council approve the
purchase of seven additional Smart Covers from Plumbers Depot, Inc., in the
amount of $27,672.47.
FISCAL ANALYSIS:
Sufficient funding is available in the Capital Improvements Project P-521, Pump
Station Improvements (20400521), to cover the requested purchase of seven Smart
Covers at a total cost of $27,672.47. The price includes equipment, installation and
annual monitoring for the first year. Subsequently, there will be recurring costs of
$300 per Smart Cover for annual monitoring. The ongoing monitoring costs are
included in the Sewer Fund’s annual operating budget.
ATTACHMENTS:
1. Quote from Plumbers Depot, Inc.
MOTION:
That the City Council:
1. Waive the formal competitive bidding process as authorized by § 3.07.065 (A) &
(D) of the Culver City Municipal Code; and,
2. Approve the purchase of seven Smart Covers from Plumbers Depot, Inc. in the
amount of $27,672.47; and, City of Culver City, California
Agenda Item Report
3. Authorize the City Attorney to review/prepare the necessary documents and,
4. Authorize the City Manager to execute such documents on behalf of the City.
7/27/09
(1) Waiver of the Formal Competitive Bidding
Process as Authorized by § 3.07.065 (A) & (D) of
the Culver City Municipal Code and (2) Approval of
the Purchase of Seven Smart Cover Sewer
Monitoring and Alarm System from Plumbers
Depot, Inc.
MEETING DATE:
AGENDA ITEM:
ATTACHMENTS
Pages|109| Quote from Plumbers Depot, Inc. 1Date Estimate #
6/26/2009 3445
PLUMBERS DEPOT INC.
3921 W. 139th Street
Hawthorne, CA 90250
Phone: (66) 422-2156
Fax: (310) 355-1711
Quote
Name / Address
City of Culver City
Attn: Linda Leonard
9505 Jefferson Blvd.
Culver City, CA 90232
Item Description Qty Price Total
SMART-01 Standard Smart Cover Unit With Battery Pack 7 2,932.00 20,524.00T
SMART-03 Smart Cover Mounting & Installation 7 450.00 3,150.00
Install Units on Manhole Cover
install Antenna on Manhole Cover
Set Water Level Cable Length
SMART-04 Service, Yearly Monitoring Service 7 300.00 2,100.00
Quote good to the end of the year.
Subtotal $25,774.00
Sales Tax (9.25%) $1,89847
Total $27,672.47
Signature
Fax #
(310)355-1711