Administrative
Report
H.14., File # 23-7115 Meeting Date: 11/21/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE A ONE-YEAR AGREEMENT WITH HADRONEX, INC. TO PROVIDE MONITORING AND REPAIR SERVICES FOR 47 SMART SEWER MANHOLE COVERS FOR A TOTAL COST NOT TO EXCEED $93,208
EXECUTIVE SUMMARY
Approval of this item would award a one-year agreement to Hadronex, Inc. (Hadronex) to provide smart manhole cover monitoring and repair services. This service is a vital tool in avoiding sewer system overflows and keeping the City in compliance with State discharge requirements. The cost for one year of service will not exceed $93,208, which includes $15,000 for expected repairs.
BACKGROUND
The City’s five-year Agreement with Hadronex for monitoring and maintaining 47 wastewater monitoring devices will expire on December 31, 2023. The devices, known as smart manholes, are attached to the inside of sewer manhole covers and provide 24/7 real-time monitoring of wastewater levels in the collection system. The sensors continuously monitor wastewater depth and notify City staff when the depth exceeds a set point above the normal operating level.
The smart manhole covers are a vital tool in avoiding sewer system overflows and keeping the City in compliance with mandatory State Water Resources Control Board Waste Discharge Requirements for Sanitary Sewer Collection Systems.
Staff initially requested that Hydronex submit a proposal to provide services for another multi-year term. The company proposed an increase to its per unit rate from $1,380 to $1,664, with annual rate increases of 4.5% thereafter. While, staff believes the proposed price increase is reasonable given the recent inflation in market costs for materials and labor, which were not captured in the fixed cost negotiated as part of the original agreement, it is recommended that a single year agreement be approved at this time. A single year agreement will provide staff with the opportunity to research other products and services available in the market. If it becomes clear that alternative product options aren’t available, the agreement can be extended, based on mutually acceptable terms.
Due to the specialized nature of the manhole sensor equipment provided by the company, which is not currently compatible with monitoring systems provided by any other known vendor, the recommended agreement with Hadronex is a sole source procurement.
H.14., File # 23-7115 Meeting Date: 11/21/2023
COORDINATION
The Public Works Department coordinated this item and the City Attorney’s Office prepared the Agreement.
FISCAL IMPACT
The cost for smart manhole monitoring and repair services will not exceed $93,208, which includes $78,208 for monitoring and $15,000 for repairs. Funding for the contract is available in the Sanitary Sewer Facilities Rehabilitation Project account.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Hadronex, Inc.
· Agmt - Existing Hadronex, Inc. Agreement, November 20, 2018 · Insurance - Hadronex, Inc.