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CC - CONSENT ITEM: 1) Approval of a Five-Year Professional Services Agreement with Utility Systems, Science & Software (US3), for Maintenance of the Sanitary Sewer and Storm Pump Stations Emergency Notification System (ENS) and the Sewer Flow Monitoring System (SFMS) in an Amount Not to Exceed of $2,667,081; and 2) Authorization to the Public Works Director/City Engineer to Approve Change Orders, if Necessary, for a Not-to-Exceed Annual Amount of $47,000 (Approximately 10% of the Annual Contract Amount) Over Each of Five Years.
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Meeting Date: May 28, 2024
Contact Person: 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]
Public Notification: E-Mail (05/22/2024): Meetings and Agendas - City Council
Department Approval: Yanni Demitri, Public Works Director/City Engineer (05/22/2024)
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RECOMMENDATION
Staff recommends the City Council approve a five-year professional services agreement with Utility Systems, Science and Software (US3), for the maintenance of the sanitary and storm sewer pump stations’ Emergency Notification System (ENS) and the Sewer Flow Monitoring System (SFMS) for a not-to-exceed annual amount of $689,081 in year 1( Fiscal Year 2024/2025); $556,300 in year 2; $473,900 in year 3; $473,900 in year 4; and $473,900 in year 5, for a total not-to-exceed amount of $2,667,081; and 2) authorize the Public Works Director/City Engineer to approve change orders, if necessary, for a not-to-exceed annual amount of $47,000 (approximately 10% of the annual contract amount) over each of five years.
BACKGROUND/DISCUSSION
The City of Culver City owns its sanitary sewer system, which is presently comprised of six pump stations and approximately 89 miles of sewer mains. The system conveys about three million gallons of sewage per day to the City of Los Angeles sewer trunk lines and to the Hyperion Wastewater Treatment Plant. Additionally, the City owns and maintains the storm drain diversion and filtration system at 11091 Culver Boulevard, the Mesmer dry weather storm drain diversion station, and the rain garden pump station at the solid waste transfer station.
On January 4, 2024, Request for Proposals (RFP) #2429 was released, seeking proposals from professional engineering firms to provide monitoring, maintenance, and management of the sanitary sewer and storm pump stations’ ENS and the SFMS.
The ENS utilizes Motorola Supervisory Control and Data Acquisition for communication over the City’s trunked radio system, integrates the City’s sanitary sewer pump stations into an intelligent technology network that assesses mission-critical components and functions, and reports malfunctions in their operation as alarms to City staff for response and to prevent sewage spills. The ENS reports alarm incidents from the pump stations via Motorola radio-to-radio communications to a central unit and to computer servers located in City Hall. The servers and assistant hardware then deliver text messages to cell phones, e-mails to staff computers, and make voice phone calls to a tree-list of responsible first-responding members of Public Works Department staff. The ENS is a mission-critical component of the City’s sanitary sewer Spill Prevention Program.
The SFMS monitors the sanitary sewage volume, biological oxygen demand, and suspended solids, going from Culver City to the City of Los Angeles for wastewater treatment. The aforementioned data is then reported to the City of Los Angeles as required per the 30-year Amalgamated Agreement with the City of Los Angeles. This Agreement expires in 2029.
On February 29, 2024, proposals were due for RFP #2429 Monitoring, Maintenance, and Management of the ENS and the SFMS. The City received one proposal, from Utility Systems Science & Software, Inc. (US3). US3 was previously under contract with the City for the monitoring, maintenance, and management of the ENS and SFMS. US3 had been under contract with the City since 2003. Public Works Department staff who have managed the contract with US3 have expressed that they were satisfied with US3’s work performance. Public Works Department staff reviewed US3 proposal for RFP #2429, and after several negotiations that reduced the costs to the City, now recommends that the City Council approve an agreement with US3.
FISCAL ANALYSIS
The ENS and SFMS proposal fee for the proposed five-year contract total is $2,667,081, and the annual costs are as follows:
YEAR 1 (FY 24/25)
Sewer SCADA Maintenance and SFMS: $589,129
Storm Diversion pump station SCADA Maintenance: $99,952
(Includes one-time SFMS fifteen flow meters and loggers replacement: cost of $101,963 & pump station schematics and system documentation cost of $82,400)
TOTAL YEAR 1: $689,081
YEAR 2 (FY 25/26)
Sewer SCADA Maintenance and SFMS: $456,348
Storm Diversion pump station SCADA Maintenance: $99,952
(Includes pump station schematics and system documentation cost of $82,400)
TOTAL YEAR 2: $556,300
YEARS 3~5 (FY 2026/27, FY 2027/2028 and FY 2028/2029):
ENS Maintenance: $390,428
Storm Diversion pump station SCADA Maintenance: $83,472
YEAR 3~5 annual cost respectively: $473,900
If approved, the professional services agreement would be funded by Account No. 20460300.619800 (Sewer Fund Wastewater Maintenance - Other Contractual Services), and the Storm Drain Diversion fund CIP No. 43480000.730100.PZ497 (Stormwater Discharge Program). Sufficient funding for the first year of the agreement has been included in the Proposed Budget for Fiscal Year 2024/2025. Funding for subsequent years of the agreement will be included in future fiscal year budgets.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a five-year professional services agreement with Utility Systems, Science and Software (US3), for the maintenance of the sanitary sewer and storm pump stations’ Emergency Notification System (ENS) and the Sewer Flow Monitoring System (SFMS) for a not-to-exceed annual amount of $689,081 in year 1(FY 24/25); $556,300 in year 2; $473,900 in year 3; $473,900 in year 4; and $473,900 in year 5, for a total not-to-exceed amount of $2,667,081; and
2. Authorize the Public Works Director/City Engineer to approve change orders, if necessary, for a not-to-exceed annual amount of $47,000 (approximately 10% of the annual contract amount), over each of five years; 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.