FROM: James D. Herberg, General Manager
Originator: Riaz Moinuddin, Director of Operations & Maintenance
SUBJECT:
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COLLECTION SYSTEM CONDITION MONITORING SERVICE
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
Approve a contingency increase of $17,777 (10%) to an existing five-year Service and Monitoring Purchase Order Agreement (107432-OB) of $177,778 with Hadronex, Inc. dba SmartCover Systems for field device communication and monitoring services, for a new total contingency of $35,554 (20%).
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BACKGROUND
The SmartCover Systems devices are deployed in the Orange County Sanitation District (OC San) collection system at critical locations. These locations are monitored in real-time for water level changes and hydrogen sulfide gas generation. Staff is alerted when undesirable conditions arise and responds to rectify the situation. Additionally, these monitors are employed for hydrogen sulfide gas generation monitoring to determine the optimal chemical dosing rates and locations for odor and corrosion suppression.
In December 2021, the Board of Directors approved a Service and Monitoring Purchase Order Agreement to SmartCover Systems for a total amount not to exceed $177,778 and a contingency of $17,777 (10%). The term covers a five-year period through September 30, 2026, to remotely monitor sewer conditions, potential sewer overflows, and hydrogen sulfide gas generation in the collection system.
RELEVANT STANDARDS
• Protect OC San assets
• Achieve less than 2.1 sewer spills per 100 miles
• 12 or fewer odor complaints per year under normal operating conditions in the collection system
PROBLEM
The current agreement authorization of funds is insufficient to cover the price increase associated with additional units that are requested. The cost of $29,803.62 for five additional units exceeds the original contingency amount approved for this purpose. It is also anticipated that additional units need to be installed for monitoring in other locations in the collection system, which require additional funding. Service renewal costs for the additional units have increased beyond what the original contingency of 10% can cover.
PROPOSED SOLUTION
Approve an additional contingency of 10% to cover the costs of added units to increase monitoring coverage and prevent service interruptions.
TIMING CONCERNS
A service interruption will occur if no action is taken to add funding for the additional monitoring units.
RAMIFICATIONS OF NOT TAKING ACTION
The resulting service interruption will lead to the inability to monitor these locations for potential sewer spills and excessive hydrogen sulfide gas generation.
PRIOR COMMITTEE/BOARD ACTIONS
December 2021 - Approved a Five-Year Service and Monitoring Purchase Order Agreement with Hadronex, Inc dba SmartCover Systems for field device communication and monitoring services, for the total amount of $177,778 billed in annual installments; and approved a contingency of $17,777 (10%).
ADDITIONAL INFORMATION
The additional five units requested are not in the scope of the original service agreement for thirty-one units with SmartCover Systems. Staff identified the additional locations based on a need to monitor field conditions and mitigate sewer spill risk and excessive chemical use.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San's Purchasing Ordinance. This budgeted recommendation is in the FY2022-2023 Budget, Operations and Maintenance Department, Division 820, Repairs and Maintenance line item, Operating Expense, Section 6 Page 72. The available funding is sufficient for this action.
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Date of Approval |
Contract Amount |
Contingency |
|
12/01/2021 |
$177,778 |
$17,777 (10%) |
|
09/28/2022 |
|
$17,777 (10%) |
ATTACHMENT
The following attachment(s) may be viewed online at the OC San website (www.ocsan.gov) with the complete agenda package:
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