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CC - CONSENT ITEM - (1) Approval of a Two-Year Professional Services Agreement with Hadronex, Inc. (d.b.a. Smart Cover Systems) for the Monitoring and Repair of Smart Cover Units in an Amount Not-to-Exceed $174,836.98; and (2) Authorize the Public Works Director/City Engineer to Approve Amendment(s) to the Agreement to Cover Contingencies in an Amount Not-to-Exceed $10,000.00
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Meeting Date: December 5, 2022
Contact Person/Dept: Gary Wansley/Public Works
Phone Number: (310) 253-6444
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/30/2022); Hadronex (11/03/2022)
Department Approval: Yanni Demitri, Director of Public Works/City Engineer (11/10/2022)
RECOMMENDATION
Staff recommends the City Council (1) approve a two-year professional services agreement with Hadronex, Inc. (d.b.a. Smart Cover Systems) for the monitoring and repair of 50 Smart Cover Units and three SubSonic Dual Sensors in an amount not-to-exceed $174,836.98; and (2) authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement in a contingency amount not-to-exceed $10,000.00 in case staff needs to purchase additional units or relocate existing units.
BACKGROUND/DISCUSSION
Smart Covers are sensor modules that are mounted under sewer utility covers and monitor sewage wastewater 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 staff to monitor many components of the City’s seven sewer pump station operations such as pump activity, wet and dry well levels, and electrical components. Should any of these components fail or reach a predetermined warning threshold, the SCADA system notifies staff via cell phones.
Staff determined that as a best practice backup measure, it would be wise to install Smart Covers as a separate, independent system that would notify staff in the event of a SCADA system communication failure. In addition, the Smart Covers alert staff of water flow problems within the sewer system itself, such as sewer main blockages, which are unrelated to pump station operations.
The Smart Covers have proven to be a relatively inexpensive and dependable alert system and have become an effective back-up and enhancement to the City’s existing SCADA system. The Smart Cover units have also become a strong component in allowing the Sewer Crew to implement proactive maintenance measures that prevent blockages before they occur and limit the number of mitigation measures that can be imposed by regulatory agencies should overflows occur.
Smart Cover units have been in use by the City since 2008. In 2020, the City Council approved an amendment to the existing two-year agreement with Smart Covers, extending its term for an additional two years and adding four more units to the existing 46, for a total of 50. The 50 units are strategically placed throughout the City to alert staff of any potential sewer level surges at mains or near pump stations.
This proposed two-year agreement provides a discounted rate when compared to a single-year agreement, and includes a rain monitoring feature at no additional cost. The Hadronex agreement adds three SubSonic Dual Sensors which are engineered to function in conjunction with the Smart Covers. They enhance the water level data provided by combining the accuracy of an ultrasonic sensor with a wide range pressure sensor. The dual sensors monitor inflow and infiltration water surges during heavy rainfall events and when unexpected surges occur. The proposal also extends the unit warranties from the standard one-year term to two years which covers equipment replacement, installation, labor, and monitoring their operation. Although similar products have just begun to enter the market, they do not have the proven effectiveness of the Smart Cover units that the City is currently utilizing. These services are exempt from competitive bidding requirements, pursuant to Culver City Municipal Code Section 3.07.055.A (proprietary items of original equipment manufacturers and/or their authorized exclusive distributors) and Section 3.07.055.B (component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment).
FISCAL ANALYSIS
The two-year agreement is for a total not-to-exceed $174,836.98 plus $10,000 in contingency. Sufficient funding was included in the Adopted Budget for Fiscal Year 2022/2023 for the first year of the agreement in Account #20460300.619800 (Wastewater Maintenance - Other Contractual Services). Funding for the second year of the agreement will be included in the following fiscal year budget.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve a two-year Professional Services Agreement with Hadronex, Inc. (d.b.a. Smart Cover Systems) for the monitoring and repair of 50 Smart Cover units and three SubSonic Dual Sensors in an amount not-to-exceed $174,836.98; and
2. Authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement in an amount not-to-exceed $10,000.00; 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.