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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 Eight Smart Cover Sewer Monitoring and Alarm System from Plumbers Depot, Inc.
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City of Culver City, California
City Council Agenda Item Report
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 eight Smart Covers from Plumbers Depot, Inc., in the
amount of $31,391.12.
BACKGROUND:
Smart Covers are sensor modules which are mounted under sewer manhole covers
and sense sewage levels and report alarms. 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 December of 2007, the Public Works Department purchased two (2) Smart
Covers from Plumbers Depot, Inc. on a trial basis to determine their effectiveness.
Meeting Date: August 11, 2008 Item Number: A-2
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 Eight Smart Cover Sewer Monitoring and Alarm
System from Plumbers Depot, Inc.
Contact Person/Dept.:
Eric Mirzaian
Public Works-Maintenance Operations
Phone Number:
(310) 253-6410
Fiscal Impact: Yes [x] No [] General Fund: Yes [] No [x]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: Master E-Mail Notification List (08/06/08); Plumbers Depot, Inc.
08/04/08.
.
Department Approval:
Charles D. Herbertson (08/04/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/06/08)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (08/06/08)
City Manager Approval:
Jerry B. Fulwood (08/06/08) City of Culver City, California
City Council Agenda Item Report
One Smart Cover was placed under the sewer manhole cover adjacent to the
Overland Pump Station and the other under the manhole cover adjacent to the
Braddock Pump Station. Subsequently, at its March 24, 2008 meeting, the City
Council authorized the waiver of the formal competitive bidding process and the
purchase of seven additional Smart Covers from Plumbers Depot, Inc. These seven
Smart Covers were installed under sewer manhole covers adjacent to the City’s
remaining pump stations and other high sewage flow areas.
The Smart Covers have proven to be effective. Elevated sewage levels were
detected by the Smart Covers at the Braddock Pump Station and at the intersection
of Culver Blvd. and Madison Ave. on various occasions since installation. This early
detection allowed Public Works Staff to rectify 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:
Staff recommends that the formal competitive bidding 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).
FISCAL ANALYSIS:
Sufficient funding is available in the Capital Improvement Project P-521, Pump
Station Improvements (20400521), to cover the requested purchase of eight Smart
Covers at a cost of $31,391.12. 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.
These additional eight Smart Covers will be utilized at immediate high risk and high
sewage flow areas throughout the City.
City of Culver City, California
City Council Agenda Item Report
ATTACHMENTS:
1. Quote from Plumbers Depot, Inc.
MOTION:
That the City Council:
1. Waive the formal competitive bidding procedure as authorized by § 3.07.065 (A)
& (D) of the Municipal Code; and,
2 Approve the purchase of eight Smart Covers from Plumbers Depot, Inc. in the
amount of $31,391.12; and,
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.
MEETING DATE: 8/11/08
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
Eight Smart Cover Sewer Monitoring and Alarm System
from Plumbers Depot, Inc.
ATTACHMENTS
Pages|109| Quote from Plumbers Depot, Inc. 1Name / 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 8 2,932.00 23,456.00T
SMART-03 Smart Cover Mounting & Installation 8 450.00 3,600.00
Install Units on Manhole Cover
Install Antenna on Manhole Cover
Set Water Level Cable Length
SMART-04 Service, Yearly Monitoring Service 8 300.00 2,400.00
QUOTE GOOD FOR 30 DAYS
Sales Tax (825%)
$1,935.12
Signature
Fax #
(310)355-1711
PLUMBERS DEPOT INC.
Quote
Subtotal
$29,456.00
Total
$31,391.12
3921 W. 139th Street
Hawthorne, CA 90250
Phone: (866) 422-2156
Fax: (310) 355-1711
Date Estimate #
6118/2008 ?134