CITY OF POMONA
COUNCIL REPORT
October 2, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Chris Diggs, Water Resources Department Director SUBJECT: AWARD A SOLE SOURCE THREE YEAR CONTRACT TO HADRONEX, DBA SMARTCOVER SYSTEMS FOR THE PURCHASE OF 25 SMARTCOVER SUBSONIC SEWER MANHOLE MONITORING SYSTEMS IN THE AMOUNT OF $271,135 RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a sole source three year contract to Hadronex, DBA SmartCover Systems for the purchase of 25 SmartCover SubSonic sewer manhole level sensors, with a three-year warranty in the total contract amount of $271,135, Attachment No.1; and Authorize the City Manager, or designee, to execute a three-year agreement with SmartCover and any subsequent changes or amendments thereto, on behalf of the City.
EXECUTIVE SUMMARY:
The Water Resources Department (WRD) has utilized SmartCover Systems since May 2020 to monitor flows, thereby assisting in the prevention of sewer spills. The WRD is requesting Council’s approval to award a contract to SmartCover to purchase 25 covers with a 3 year warranty.
FISCAL IMPACT:
The total fiscal impact of the requested three-year SmartCover contract is $271,135. Funds for FY 2023-2024 is available in the adopted FY 2023-24 WRD adopted budget; $48,619 (581-2522-52274-00000) for warranty, and $104,325 (581-2522-52430-00000) for purchase of 25 covers totaling $152,944. Future year funding will cover warranty coverage and will be budgeted in the appropriate fiscal years. Table 1 on the following page provides details on cost breakdown by fiscal year.
Table 1
Fiscal Year
Cost
Description
2023-24
$152,944
Purchase 25 covers and one year warranty
2024-25
$48,230
Warranty for all 40 covers,
2025-26
$69,961
Warranty for all 40 covers
Total
$271,135
PREVIOUS RELATED ACTION:
None.
DISCUSSION:
To date the WRD has purchased a total of 15 covers in order to monitor the City’s wastewater collection system flows thereby assist staff with identifying high flow areas and tracking inflow and infiltration (I and I) in the City’s sewer system. The current covers used regularly scan each manhole every few minutes, searching for high sewer levels or pattern changes associated with fats, oils, and grease (FOG) buildup, grit accumulation, roots, or pipe deterioration. When the covers detects an adverse change, the system e-mails and texts WRD staff giving them the location and the wastewater level in the manhole.
Additionally, the covers provide real-time, continuous monitoring capabilities and has provided multiple high-level alarms and tilt alarms which have helped prevent sewer spills. Prevention is important to protect the public’s health and safety and protect the environment. With the acquisition of additional units there will be increased monitoring of our sewer system which will assist with locating areas of I and I. Locating I and I areas in the sewer system is important in order to properly address possible surcharge and potential overflows.
Pomona City Code Purchasing Section 2-994 - Sole and single source procurement: A contract may be awarded as a sole or single source without competition upon review and verification, and determined to be in the city's best interest. Sole or single source requests over $100,000 shall be reviewed by the Procurement Officer, Finance Director, and the City Manager and approved by the City Council. SmartCover is the sole creator, and manufacturer of SmartCover Systems manhole covers and monitoring services. SmartCover Systems is a patented and proprietary company, and their product is designed and manufactured by SmartCover; Attachment No. 1. WRD staff have confirmed with neighboring agencies that SmartCover Systems quote, Attachment 2, is fair and reasonable and that the pricing we have received is an industry average for the products and services that we utilize.
Prepared by:
_____________________________
Cristina Flores
Program Assistant
ATTACHMENTS:
Attachment No. 1 – SmartCover Sole Source Manufacturer Letter Attachment No. 2 – SmartCover Quote
Sole Source Award to Hadronex, DBA SmartCover Systems for the purchase of 25 SmartCover Monitoring Systems