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Home My WebLink AboutItem 11 - Purchase Order to Smartcover Systems for Remote Alarm Monitoring and Management Services 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 Page 2 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 Multi-Year Budget Quote Date 12/14/2023 Quote Number 8117 Bill To: City of Santa Ana 220 S. Daisy Ave Santa Ana, CA 92703 US Ship To City of Santa Ana 220 S. Daisy Ave M-85 Corporate Yard Bldg "A" Santa Ana, CA 92703 US Attn: Alex Reyes P.O. No. Period Covered 5 year Option Signature for Approval Total Terms and Conditions for this transaction: 1. Payment: Net 30 days 2. All pricing subject to change. 3. All hardware, rentals, software subscriptions and renewals may be subject to tax. 4. Taxes were calculated at the time of quote creation and may change at the time of invoice. 5. Customer is responsible for paying the appropriate taxes due at time of invoice. 6. SmartCover is not responsible for the loss of wireless communication or internet communications or any communications used in the operation of this system. 7. SmartCover is an advisory service only. As such, SmartCover is not responsible for any damage of any kind or from any cause whatsoever that may result from, in relation to, in connection with, due to, or as a result of the installation or operation of the system, including without limitation, equipment failure, or any consequential damages caused by, or resulting from, the use or installation of the SmartCover system. We appreciate your business! Hadronex, Inc. DBA SmartCover Systems 2110 Enterprise Street Escondido, CA 92029 USA Phone: 760-291-1980 Fax: 760-291-1982 Remit PO to orders@smartcoversystems.com or return this quote signed with PO number. Scan of PO is preferred. Sales Tax calculated by AVATAX shown in body on last page Item Description Qty Rate Total 5 year - Paid 1 year at a time 23-24 - Year 1 Subtotal $00.00 (previous contract) 1806, 1807, 1808, 1809, 1810, 1811, 1812, 1813, 1814, 1815, 1816, 1817, 1818, 1819, 1820, 1821, 1822, 1823, , 1825, 1826, 1827, 1828, 2758, 2759, 2760, 2761, 2762, 2988, 2989, 2990, 2991, 2992, 3190, 3191, 3192, 3193, 3194, 3632, 3633, 3634, 3635, 3636, 3637, 3638, 3639. 3640, 3641, 3642, 3643, 3644, 3645, 3646, 3647, 3648, 3649, 3650, 3651, 3652, 3653, 3654, 3655, 3656, 4081, 4082, 4576, 4577, 5913, 5914, 5915, 5916, 5917, 5918, 5919, 5920, 5921, 5922, 5923, 8576, 8577, 8332, 8333, 8334, 8335, 8336, 8876 1824 (removed-damaged) CP-0 Comprehensive Package - Includes ASM, Parts & Power Warranty (1 of 5 Years) 85 0.00 0.00 7924, 7925, Lucas Builders Inc. project 10.5 mo CP-0 Comprehensive Package - Includes ASM, Parts & Power Warranty (1 of 5 Years) 2 0.00 0.00 ____________________________________________________ 24-25 - Year 2 (7/1/2024 - 6/30/2025) CP-0 Comprehensive Package - Includes ASM, Parts & Power Warranty (2 of 5 years) 87 1,146.00 99,702.00 25-26 - Year 3 (7/1/2025 - 6/30/2026) CP-0 Comprehensive Package - Includes ASM, Parts & Power Warranty (3 of 5 Years) 87 1,203.93 104,741.91 26-27 - Year 4 (7/1/2026 - 6/30/2027) CP-0 Comprehensive Package - Includes ASM, Parts & Power Warranty (4 of 5 Years) 87 1,264.13 109,979.31 27-28 - Year 5 (7/1/2027 - 6/30/2028) CP-0 Comprehensive Package - Includes ASM, Parts & Power Warranty (5 of 5 Years) 87 1,327.33 115,477.71 3446 Rain, Included FOC ASM-RD-1R Renewal: SmartRain™ - Continued rain data service for one site.2 0.00 0.00 Page 1 EXHIBIT 1 Multi-Year Budget Quote Date 12/14/2023 Quote Number 8117 Bill To: City of Santa Ana 220 S. Daisy Ave Santa Ana, CA 92703 US Ship To City of Santa Ana 220 S. Daisy Ave M-85 Corporate Yard Bldg "A" Santa Ana, CA 92703 US Attn: Alex Reyes P.O. No. Period Covered 5 year Option Signature for Approval Total Terms and Conditions for this transaction: 1. Payment: Net 30 days 2. All pricing subject to change. 3. All hardware, rentals, software subscriptions and renewals may be subject to tax. 4. Taxes were calculated at the time of quote creation and may change at the time of invoice. 5. Customer is responsible for paying the appropriate taxes due at time of invoice. 6. SmartCover is not responsible for the loss of wireless communication or internet communications or any communications used in the operation of this system. 7. SmartCover is an advisory service only. As such, SmartCover is not responsible for any damage of any kind or from any cause whatsoever that may result from, in relation to, in connection with, due to, or as a result of the installation or operation of the system, including without limitation, equipment failure, or any consequential damages caused by, or resulting from, the use or installation of the SmartCover system. We appreciate your business! Hadronex, Inc. DBA SmartCover Systems 2110 Enterprise Street Escondido, CA 92029 USA Phone: 760-291-1980 Fax: 760-291-1982 Remit PO to orders@smartcoversystems.com or return this quote signed with PO number. Scan of PO is preferred. Sales Tax calculated by AVATAX shown in body on last page Item Description Qty Rate Total 10345, 10346, not installed currently not included in charges above Moran Manhole Builders Inc Total sales tax calculated by AvaTax 0.00 0.00 0.00%0.00 Page 2 _____________________________________ $429,900.93