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CC - Approval of a Two-Year Professional Services Agreement with Hadronex, Inc. (DBA Smart Cover Systems) for the Monitoring and Repair of 43 Smart Cover Units in an Amount Not-to-Exceed $110,897.00.
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Meeting Date: October 24, 2016
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: [X]
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/19/16);
Department Approval: Charles D. Herbertson-Public Works Director/City Engineer (10/16/16)
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RECOMMENDATION
Staff recommends the City Council approve a two-year Professional Services Agreement with Hadronex, Inc. (DBA Smart Cover Systems) for the monitoring and repair of 43 Smart Cover Units in an amount not-to-exceed $110,897.00.
BACKGROUND
Smart Covers are sensor modules that 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 predetermined 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 Systems 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 Smart Covers have proven to be a relatively inexpensive and dependable alert system and are an effective back-up and enhancement to our existing SCADA System. The Smart Cover units have also become a strong component in allowing the Public Works Department to maintain a proactive maintenance program and limit the mitigation challenges that can be imposed by regulatory agencies should sanitary sewer overflows occur.
Smart Cover units have been in use by Culver City since 2008. 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.
DISCUSSION
On January 25, 2016, the City Council authorized a one-year Professional Services Agreement with Hadronex for the monitoring and repair of all 43 Smart Cover Units. This proposed two-year agreement provides a discounted annual rate to the City. Currently there is no other company providing a similar service. The current one-year agreement for the extended warranty on the Smart Covers expires on December 31, 2016 and the new proposed two-year agreement will be effective January 1, 2017 through December 31, 2018. As it is staff’s intention to continue to utilize these Smart Cover units well into the future, as well as based on the reasons outlined in this staff report, staff recommends approval of this agreement. Public Works Staff is also working with Hadronex to add two more units in locations that pose a high risk of elevated sewage levels based on past experience. Pursuant to Culver City Municipal Code Section 3.07.05.A. these services are excepted from competitive bid requirements because the Smart Covers are proprietary and Hadronex is the sole source provider of monitoring equipment and system repair for the Smart Cover units.
FISCAL ANALYSIS
Sufficient funding is available in the City Council Adopted Budget for Fiscal Year 2016/2017 as part of the Public Works-Sewer Maintenance budget (20460300.619800) to cover the requested procurement of the extended warranty in the amount of $110,897.00.
ATTACHMENTS
Quote from Hadronex, Inc. (DBA Smart Cover Systems)
MOTION
That the City Council:
1. Approve a two-year professional services agreement with Hadronex, Inc. (DBA Smart Cover Systems) for the monitoring and repair of 43 Smart Cover units in an amount not-to-exceed $110,897.00; 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.