Public Works Agency
www.santa-ana.org/public-works
Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 5, 2024
TOPIC: Remote Alarm Monitoring and Management Services
AGENDA TITLE
Award a Purchase Order to Smartcover® Systems for Remote Alarm Monitoring and Management Services (Spec No. 24-025) (Non-General Fund)
RECOMMENDED ACTION
Approve a sole source purchase order to Hadronex, Inc. DBA Smartcover® Systems for remote alarm monitoring and management systems and services for an aggregate amount not to exceed $580,000 for a one-year term beginning March 6, 2024 and expiring June 30, 2025, with provisions for up to three additional one-year renewal periods.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency’s Water Resources Division oversees the City’s sewer system. The sewer system comprises approximately 400 miles of sewer mains, two sewer lift stations, 48,500 sewer laterals, and 9,000 manholes that collectively convey all sewer effluent from the city to the Orange County Sanitation District system. In accordance with the City’s Sewer System Management Plan and the State Water Resources Control Board’s waste discharge requirements, the City must inspect, assess, and maintain the sanitary sewer system in good repair and have programs in place to prevent or minimize the occurrence of sanitary sewer overflows.
In 2010, the City initiated a pilot program for the deployment of sewer level monitoring field devices called SmartCover®. The initial procurement of five SmartCovers was processed by the City’s Purchasing Division through a purchase order. The SmartCover® technology developed by SmartCover® Systems is a proprietary system used to identify sewer flow level surges inside sewer manholes and identify sewer system backups. The system uses real-time continuous data transmitted through two- way wireless remote sensors, which can be viewed in a web-based interface and provides staff notification of sewer flow level rises via email and text messages. To date, the system has proven reliable and has alerted staff of sewer flow backups, allowing staff to perform emergency maintenance and prevent sewer overflows onto streets, sidewalks, public right-of-way, private property, and potentially open bodies of water.
Remote Alarm Monitoring and Management Services
March 5, 2024
4 0
6 7
The proposed quote (Exhibit 1) allows for the continued monitoring and maintenance of existing SmartCover® units, as well as the acquisition of additional units.
Staff recommends awarding a purchase order to SmartCover® Systems, for continued use and expansion of the technology and sensors in the field. The SmartCover® technology has successfully provided remote alarm management services to the City and has enhanced the City’s ability to comply with the State’s wastewater discharge requirements.
FISCAL IMPACT
Funding is available in the current FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budget for the City Council consideration.
Fiscal Year Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
2023-24
Mar – Jun
05617640-62300 Sanitary
Sewer
Service
Sanitary Sewer
Service, Contract
Services-
Professional
$120,000
2024-25 05617640-62300 Sanitary
Sewer
Service
Sanitary Sewer
Service, Contract
Services-
Professional
$145,000
2025-26 05617640-62300 Sanitary
Sewer
Service
Sanitary Sewer
Service, Contract
Services-
Professional
$145,000
2026-27 05617640-62300 Sanitary
Sewer
Service
Sanitary Sewer
Service, Contract
Services-
Professional
$145,000
2027-28 05617640-62300 Sanitary
Sewer
Service
Sanitary Sewer
Service, Contract
Services-
Professional
$25,000
TOTAL $580,000
EXHIBIT(S)
1. Quote
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager