City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-02509 3/7/2023 Consent Item 12.
Supplemental Agreement: SmartCover® Water Monitoring Systems Maintenance File ID: 2022-02509
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute Supplemental Agreement No. 2 to City Agreement C2018-1717 with Hadronex, Inc., dba SmartCover® Systems, for an amount not-to-exceed $26,017 bringing the agreement’s total not-to- exceed amount to $285,717.
Contact: Kevin Waller, Project Manager, (916) 808-6905, [email protected]; Stacy Larkin, Administrative Analyst, (916) 808-6356, [email protected]; Charley Cunningham, Division Manager, (916) 808-5518, [email protected]; Pravani Vandeyar, Interim Director, (916) 808-3765, [email protected]; Department of Utilities Presenter: None
Attachments:
1-Description/Analysis
2- Supplemental Agreement No. 2
Additional Description/Analysis
Issue Detail: On December 4, 2019, the City Council suspended competitive bidding for SmartCover® Water Monitoring Systems Maintenance which is the system that detects potential sanitary sewer overflows (SSOs) and combined sewer outflows to the street surfaces through remote monitoring. Through this authority, the Department of Utilities (DOU) has purchased and deployed 55 units along with maintenance coverage through December 31, 2023.
Staff would like to expand the program and order 5 additional units for the Combined Sewer System (CSS) InfoWorks ICM model validation efforts during the rainy season. Supplemental Agreement No. 2 will add these units and the funding needed to City Agreement C2018-1717 through December 31, 2023.
File ID: 2022-02509 3/7/2023 Consent Item 12.
Policy Considerations: This supplemental agreement exceeds the City Managers approval authority and requires approval by City Council.
Economic Impacts: None
Environmental Considerations:
California Environmental Quality Act (CEQA): The Community Development Department, Environmental Services Manager has determined that the proposed activity is not a project pursuant to the California Environmental Quality Act (CEQA). CEQA Guidelines Section 15378 (b). The activity is a continuing administrative or maintenance activity, such as the purchase of supplies, and is not subject to CEQA. CEQA Guidelines Section 15060(c)(3).
Sustainability: This purchase is consistent with the 2035 General Plan and the goals and targets of the City’s Sustainability Master Plan by furthering the goal of continuing to reduce sanitary sewer overflows.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The SmartCover® system is proprietary and Hadronex is the only supplier that can provide this service. The City has been using these units and the monitoring for many years and is pleased with the service. Supplemental No. 2 will expand this program to support the Engineering and Water Resources (EWR) Division of DOU to conduct hydraulic model validation.
EWR is currently developing a two-dimensional (2D) hydraulic modeling study for floodplain mapping of the combined sewer system (CSS). The floodplain maps of the CSS will support the Sacramento Area Flood Control Agency’s (SAFCA) levee certification requirements and will be included in an Interior Drainage Analysis Report submitted to the Federal Emergency Management Agency (FEMA).
Validation of the 2D hydraulic model results will be conducted through comparison of model predicted results with observed data associated with SmartCover locations.
Financial Considerations: Supplemental Agreement No. 2 will increase the contract amount by $26,017, for a revised total not-to-exceed amount of $285,717. There is sufficient funding in Combined Master Plan Program (I14610300) for services through June 30, 2023. Funding for this agreement in future fiscal years will be subject to the availability of sufficient funds in the adopted fiscal year.
There are no impacts to the General Fund for this Agreement.
Local Business Enterprise (LBE): Hadronex, Inc. is not an LBE. The minimum LBE participation requirement was waived as the City suspended competitive bidding and utilized an alternative procurement method to select a vendor.
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessor’s Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ Hadronex Inc. dba SmaertCover SystemsN/A02Utilities12/31/202301/01/2019N/AKevin [email protected]$26,017.00Hadronex SmartCover Water Monitoring Systems Maintenance2023-02509NOStacy Larkin2018-1717$285,717.00
(Rev. 11-1-19) Page 1of 1
SUPPLEMENTAL CONTRACTProject Title & Job Number:HADRONEX SMARTCOVER WATER MONITORING SYSTEMS MAINTDate:December 5, 2022Purchase Order #: Contract Supplement No.: 02The Ci_Hadronex Inc. dba SmartCover SystemsNon-Professional Services Agreement designated as Contract Number _C2018-1717_, including any and all prior supplemental contracts modifying the contract (the contract and supplemental contract are Contracthereby supplement and modify the Contract as follows:1. The Fee Schedule/Manner of Payment is amended as follows:There are 5 units being added to the existing 55 units for Year 5 of this contract beginning January 1, 2022 as outlined in Attachment 3 to Exhibit B attached and incorporated herein. 2.In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceed amount increasedby _$26,017_, and the Agreem-to-exceed amount is amended as follows:-to-exceed amount: _$245,000___Net change by previous supplemental agreements: _$14,700___Not-to-exceed amount prior to this supplemental agreement: _$259,700___Increased by this supplemental agreement: _$26,017___New not-to-exceed amount including all supplemental agreements: $285,717___3. Contractor agrees that the compensation specified in section 2 above, shall constitute full compensation for the additional and/or revised services specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised services, including costs associated with any changes and/or delays in work schedules or in the performance of other services or work by Contractor.4. Contractor warrants and represents that the person or persons executing this contract supplement on behalf of Contractor has or have been duly authorized by Contractor to sign this contract supplement and bind Contractor to the terms hereof. 5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations and conditions required under the Contract, as supplemented and modified by this supplemental contract.Approval Recommended By: Approved As To Form By:______________________________________________ ____________________________________________Project Manager City AttorneyApproved By:______________________________________________ContractorApproved By: Attested To By:______________________________________________ ____________________________________________City of Sacramento City Clerk
3 2 PRICING SUMMARY: 5 SMARTCOVER SYSTEMSPart Number Description Unit Price 5 Units TOTALSC-Q-SB-15SmartCover SystemE-Box System Control with onboard computer, modem, digital radio; fullypotted and IP-68 rated.Distance Sensing Module (DSM)15-footcablePowerPack®-lithium thionyl chloride battery with high power density.E-Square Antenna, including antenna and installation kit. Six-foot cable.Mounting bracket kit-three-part amounting bracket set made of heavygauge, hard-anodized aluminum; includes all mounting hardware.$4,382 $21,910EW-SC1ONE (1) Year, Parts-Only WarrantyLimited Parts-Only Warranty on all system SmartLevelhardware. (SeeWarranty Statementfor complete details)Included IncludedPW-5C1TWO (2) Year, PowerPackWarrantyLimited Parts-Only Warranty on the PowerPackIncluded IncludedASM-SC1Active Site Management (ASM), SmartCover, ONE-Year:Comprehensive support services including:Software subscription with unlimited number of users accessed with secureuser name and passwordComplete maintenance of all cloud-based softwareRegular feature updates and upgrades including the SmartTrend.Hosting of data storage unlimited data storageIridium Satellite connectivity service with bi-directional communication.Advisories, Maintenance Alerts and Alarms via email and/or text messageOngoing technical support via phone or online.$390 $1,950Labor Labor Installation of SmartCover®SystemTo Be Completed by the City of SacramentoN/AFreight UPS Ground shipment for systems-This is based on how many systems are purchased $220TaxApplicable sales tax to be added at invoice. Taxes are subject to change.TBDTOTALAll items above$24,080