City of Culver City, California
Agenda Item Report
Meeting Date: 06/23/2014 Item Number: C-3
CITY COUNCIL AGENDA ITEM: Approval of an Amendment for a One-Year
Extension, with an Option for a Second One-Year Extension, to the Existing
Professional Services Agreement with Utility Systems, Science and Software (US3),
for Maintenance of the Emergency Notification System/Sewer Flow Monitoring
System (ENS/SFMS)
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 Agendas – City Council (06/17/14); (E-Mail)
US3 (06/17/14).
Department Approval:
Charles D. Herbertson (06/16/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/16/14)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/17/14)
City Manager Approval:
John M. Nachbar (06/17/14)
RECOMMENDATION:
Staff recommends that the City Council approve an amendment for a one-year
extension, with an option for a second one-year extension, to the existing
professional services agreement with Utility Systems, Science and Software (US3)
for the maintenance of the Emergency Notification System and the Sewer Flow
Monitoring System (ENS/SFMS).
BACKGROUND:
There are two technology systems serving the City’s 88 miles of gravity sewers
lines, 2 miles of force main sewer lines, and 7 pump stations: the sewer emergency
notification system (ENS) and the sewer flow management system (SFMS). Both
systems are integrated under a Motorola Supervisory Control and Data Acquisition
(MOSCAD) for communication over the City’s trunked radio system and controlled
by Trihedral Engineering’s Virtual Tagged System’s (VTS) Supervisory Control and
Data Acquisition (SCADA), which gives intelligence to the ENS system to notify staff
of incidents and maintain necessary databases.
On March 23, 2009, the City Council approved a one-year professional services
agreement, with four one-year extensions, for a not-to-exceed annual amount of
$277,325. The period covered by the initial one year, plus the four one-year
extensions, will expire at the end of June, 2014.
City of Culver City, California
Agenda Item Report
DISCUSSION:
Changes to the sewer system lines and the number of pump stations will occur in
the near future. Recently, the City Council approved the release of a Request for
Proposals seeking a civil engineering firm to design sewer lines identified in a
preliminary design study for diverting sewage flows (P-946). Such diversion is
necessary in order to eliminate three of the seven existing sewage pump stations,
which are named based on their location: Overland, Mesmer, and Fox Hills (located
within the parking lot of Westfield Culver City).
Additionally, staff proposes to examine the existing technology being utilized at all
levels of the ENS/SFMS and the communications back-bone to determine if there
are technology components and communication systems available that might be
better than the technology integrated under the current system (or to confirm that the
current technologies being used are the best fit for the City’s ENS/SFMS).
Because of the changes and the desire to examine and evaluate technology, staff
does not recommend releasing a request for proposal to seek a professional
engineering services firm and entering into a long-term agreement. Instead, staff
believes that a one-year extension, with the option for a second one-year extension,
to the existing professional services agreement with US3 will better serve the
interests of the City.
The agreement with US3 is a professional services agreement and does not include
parts. When parts and the labor cost to install the parts are needed, staff proposes
to return to the City Council to request funding. US3 has provided a letter proposal
for the one-year extension and is asking for the same price as was paid for each of
the five years of the current agreement, for a not-to-exceed annual amount of
$277,325.
FISCAL ANALYSIS:
Should the City Council approve the amendment, the proposed amendment is to be
funded by the Sewer Enterprise Fund, budget line item 20460300.619800. There is
sufficient funding available to fund this request.
ATTACHMENTS:
? Spreadsheet summary of the scope of work and costs; and
? Extension proposal letter from US3
City of Culver City, California
Agenda Item Report
MOTION:
That the City Council:
1. Approve an amendment for a one-year extension, with an option for a second
one-year extension, to the existing professional services agreement with US3,
for a not-to-exceed annual amount of $277,325; and,
2. Authorize the Public Works Director/City Engineer to approve change orders, if
necessary, for a not-to-exceed annual amount of $27,732 (10% of contract
amount); 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.