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CC - Approval of a Professional Services Agreement with Hadronex, Inc. (DBA Smart Cover Systems) for the Monitoring and Repair of 43 Smart Cover Units in the Amount of $59,684.00.
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Contact Person/Dept: Eric Mirzaian/Public Works
Phone Number: (310) 253-6444
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/21/16)
Department Approval: Charles D. Herbertson - Public Works Director/City
Engineer (01/15/16)
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RECOMMENDATION
Staff recommends the City Council approve a Professional Services Agreement with Hadronex, Inc. (DBA Smart Cover Systems) for the monitoring and repair of 43 Smart Cover Units in the amount of $59,684.00.
BACKGROUND
Smart Covers are sensor modules which are mounted under sewer manhole covers and 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 operations.
The first set of Smart Cover units were authorized for procurement in 2008, and the last set authorized in 2010. There are currently 43 units Citywide strategically located to alert staff of any potential sewer level surcharges in City-owned sewer mains or near the pump stations.
The Smart Covers have proven to be 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
When the City Council authorized the procurement of the 43 units, the units came with a one-year warranty from initial purchase. Hadronex has proposed an extended warranty for the units effective January 1, 2016 through December 31, 2016. Staff recommends accepting this proposal for the reasons outlined in the background section of this staff report, as well as, due to the fact staff plans to continue utilizing the units well into the future. The Smart Cover units have also become a strong component in allowing the Public Works Department to maintain a proactive maintenance program and limit mitigation challenges that can be imposed by regulatory agencies should sanitary sewer overflows occur.
Pursuant to Culver City Municipal Code Section 3.07.045.A, these services are not required to be competitively bid because the Smart Covers are proprietary items of Hadronex, which is the sole source provider of monitoring equipment and system repair for the Smart Cover units. Staff is currently in negotiations with Hadronex to work out the details of a multi-year contract going forward. Should the parties be able to reach a tentative agreement, staff will present any necessary contracts to the City Council for approval.
FISCAL ANALYSIS
Sufficient funding is available in the City Council Adopted Budget for Fiscal Year 2015/2016 as part of the Public Works-Sewer Maintenance budget (20460300.619800) to cover the requested procurement of the extended warranty in the amount of $59,684.00.
ATTACHMENTS
Quote from Hadronex, Inc. (DBA Smart Cover Systems)
RECOMMENDED MOTION(S)
That the City Council:
1. Approve a professional services agreement with Hadronex, Inc. (DBA Smart Cover Systems) for the monitoring and repair of 43 Smart Cover units in the amount of $59,684.00; and,
2. Authorize the City Attorney to review/prepare the necessary documents and,
3. Authorize the City Manager to execute such documents on behalf of the City.