title
CC - (1) Approval of a Two-Year Professional Services Agreement with Hadronex, Inc. (DBA Smart Cover Systems) for the Monitoring and Repair of 46 Smart Cover Units in an Amount Not-to-Exceed $82,290.00; (2) Authorization to the Public Works Director/City Engineer to Approve Amendment(s) to the Agreement in an Amount Not-to-Exceed $10,000.00; and (3) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Related Budget Amendment for $60,907 from Sewer Fund Reserves.
body
Meeting Date: October 26, 2020
Contact Person/Dept: Eric Mirzaian/Public Works
Phone Number: (310) 253-6444
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/21/2020);
Department Approval: Charles D. Herbertson, Director of Public Works/City Engineer (10/12/2020)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) approve a two-year professional services agreement with Hadronex, Inc. (DBA Smart Cover Systems) for the monitoring and repair of 46 Smart Cover Units in an amount not-to-exceed $82,290.00; (2) authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement in an amount not-to-exceed $10,000.00 for the unforeseen need to purchase additional units or relocate existing units; and (3) approve a related budget amendment (requires a four-fifths vote).
BACKGROUND/DISCUSSION
Smart Covers are sensor modules that 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 System communication 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 (SSO) occur.
Smart Cover units have been in use by the City since 2008. In 2018, the City Council at that time approved the current two-year agreement with Smart Covers at which 46 units were deployed citywide. The 46 units are strategically located citywide to alert staff of any potential sewer level surcharges in City-owned sewer mains or near pump stations.
This proposed two-year agreement provides a continuation of the discounted annual rate from the previous agreement, as well as the inclusion of a rain monitor feature at no additional cost. Similar products have just begun to enter the market but do not have the proven effectiveness of the Smart Cover units that the City is currently utilizing. Pursuant to Culver City Municipal Code Section 3.07.055.A. these services are exempt 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
A total of $31,383.00 was included in the FY 2020/2021 Adopted Budget for Wastewater Maintenance, Other Contractual Services account (#20460300.619800). A budget amendment of $60,907.00 from Sewer Fund Reserves is needed to fund the service agreement amount of $82,290 plus $10,000 in contingency. (A four-fifths vote is required to approve the budget amendment).
ATTACHMENTS
1. 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 46 Smart Cover units in an amount not-to-exceed $82,290.00;
2. Authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement in an amount not-to-exceed $10,000.00;
3. Approve a related budget amendment (requires a four-fifths vote);
4. Authorize the City Attorney to review/prepare the necessary documents; and,
5. Authorize the City Manager to execute such documents on behalf of the City.