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CC - Approval of an Amendment 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), to Extend the Term of the Agreement an Additional Three Months.
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Contact Person/Dept: Gabe Garcia/Public Works
Phone Number: 310-253-5633
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/08/16)
Department Approval: Charles D. Herbertson (06/03/16)
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RECOMMENDATION
Staff recommends the City Council approval of an amendment 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), to extend the term of the agreement an additional three months.
BACKGROUND
The City has 88 miles of gravity sewers lines, two miles of force main sewer lines, and seven pump stations (sewer system). The sewer system is served by two technology systems: The Sewer Emergency Notification System (ENS) and the Sewer Flow Monitoring System (SFMS)
1. The Sewer Emergency Notification System (ENS) provides year-round monitoring of the status of the pump stations, and provides first-responder staff information, as well as immediate alarms when a condition needing attention occurs. The goal of the ENS is to assist in the prevention of sewage spills by calling attention to any event or combination of events that could contribute to failure of functions that would cause sewage spills.
2. The Sewer Flow Monitoring System (SFMS) monitors nine sewer system junction points, and records the volume of sewage conveyed from Culver City’s sewer system to the City of Los Angeles’ sewer system, for treatment. This conveyance and treatment is done under the Amalgamated Agreement between the City of Los Angeles and several municipalities, including Culver City, and requires the monitoring and reporting of the sewage volume. Culver City pays a fee to the City of Los Angeles based on the volume conveyed and treated.
The ENS technology is integrated under 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 first-responder staff of incidents and maintain necessary databases. The SFMS sewage flow is monitored with open-channel HACH flow meters, and integrated by US3’s communication hardware over cellular lines.
US3 has been managing the ENS/SFMS systems under contract for the past 7 years. The current contract expires on June 30, 2016.
DISCUSSION
On March 14, 2016, the City Council approved the release of a Request for Proposals (RFP), for the maintenance of the ENS/SFMS. Staff completed the RFP in April but did not release it because two different consultants are about to complete studies that will include recommendations relating to the City’s ENS/SFMS system. Staff believes that these recommendations will be important to include in the RFP process.
The postponement of the release of the RFP requires an extension of three months with US3, for the months of July, August, and September. Staff projects it will make a recommendation of an award of a professional services agreement to the selected engineering consultant to manage the ENS/SFSM system, in September, 2016.
FISCAL ANALYSIS
US3 has agreed to provide an extension to their services for three months, and has provided a proposal letter, in the amount of $69,330. The cost proposal for the three-month extension reflects the cost of $23,110 per month. This cost holds the price the City has paid during the last three contract terms, $277,325 per year.
There are sufficient funds being requested in the Fiscal Year 2016/2017 City Budget in the Sewer Enterprise Fund budget line item 20460300.619800 to cover this request. Staff recommends that the existing professional services agreement with US3 be amended to extend the term, and to increase the contract amount as of July 1, 2016, in an amount not-to-exceed $69,330, plus $6,933 in contingency authority.
ATTACHMENTS
None.
RECOMMENDED MOTIONS
That the City Council:
1. Approve an amendment to the existing professional services agreement with Utility Systems, Science, and Software, Inc., for the maintenance of the Emergency Notification System and the Sewer Flow Monitoring System (ENS/SFMS), to extend the term of the agreement an additional three months; 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.