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ADOPT A RESOLUTION TO AWARD A CONTRACT TO HADRONEX, INC. DBA SMARTCOVER SYSTEMS LLC FOR CITYWIDE WASTEWATER MONITORING SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Award a three (3) year contract not-to-exceed $269,783.60 to Hadronex Inc, dba SmartCover LLC of Escondido, CA, for H2S and Level Monitoring Systems (PUR 24-006) for citywide wastewater monitoring solutions with one possible two-year extension. (Exhibit 1 to the Resolution).
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
The Collections Division of the Municipal Utilities Department (MUD) is responsible for the operation and maintenance of citywide wastewater collections systems. The MUD monitors Hydrogen Sulfide (H2S) concentrations, wastewater levels and flowrates throughout the collections system to manage collections system operations and prevent sanitary spill overflows. Staff monitor approximately 40 satellite-connected sensors strategically placed throughout the City to provide collection system wastewater levels and flowrates using a software monitoring system.
If approved, this resolution will award a three-year contract to Hadronex Inc. dba SmartCover, LLC of Escondido, CA, (SmartCover) for citywide Wastewater Monitoring Services in an amount not-to-exceed $269,783.60 with the possibility of one two-year extension.
DISCUSSION
Background
The MUD Collections Division is responsible for the operation and maintenance of the citywide sanitary wastewater collections system. The City wastewater collection system conveys wastewater to the Regional Wastewater Control Facility (RWCF) for treatment. Presently, the City utilizes approximately 40 satellite-connected sensors placed throughout the citywide wastewater collections system. The concentrations of H2S in the wastewater collection, system level and flowrate are monitored by staff to manage collections system operations and prevent sanitary sewer overflows. Since 2019, staff have maintained annual purchase orders with SmartCover for the purchase of wastewater monitoring equipment and services.
On December 5, 2023, the City advertised the Request for Statement of Qualifications (RSOQ) for H2S and Level Monitoring System (PUR 24-006) to explore best-in-class wastewater monitoring solutions for the wastewater collections systems. On January 11, 2024, one proposal was received by the City Clerk’s office from SmartCover of Escondido, California.
Present Situation
SmartCover’s proposal presented a variety of best-available and proven solutions including equipment, software, and analysis services.
Staff evaluated SmartCover’s qualifications based on the proposed solutions, features and services, specific experience with implementation at other agencies, and qualifications and was determined to be a qualified firm. Additionally, the MUD will be able expand its capabilities to detect stormwater inflow and intrusion to the wastewater collections system and conduct an overall strategic analysis of sensor placements throughout the City.
|
Description |
Sensor Monitoring Service |
New Equipment Purchases |
Equipment Warranty Services |
Strategic Analysis Study |
Total |
|
Year 1 |
$25,098 |
$52,019.60 |
$29,110 |
$8,000 |
$114,227.60 |
|
Year 2 |
$26,816 |
$10,703 |
$36,515 |
NA |
$74,034.00 |
|
Year 3 |
$28,645 |
$11,022 |
$41,855 |
NA |
$81,522.00 |
|
Total Cost |
|
|
|
|
$269,783.60 |
If approved by the City Council, this action will award a three-year contract with Hadronex, Inc., dba SmartCover, LLC, for the not-to-exceed amount of $269,783.60 with one possible two-year extension.
Findings
Pursuant to Stockton Municipal Code section 3.68.070, the City Council may approve findings which support an exception to the competitive bidding process. The following findings support an exception:
1. The MUD monitors Hydrogen Sulfide (H2S) concentrations, wastewater levels and flowrates throughout the wastewater collections system.
2. The MUD solicited for best-in-class wastewater monitoring solutions for the City-wide wastewater collections system.
3. The selection of SmartCover technology will help MUD in the management of the wastewater collections system operations and aid in preventing sanitary sewer overflows.
FINANCIAL SUMMARY
The FY 2024-25 Annual Budget includes sufficient budget in the Wastewater Collections Division for the proposed cost for the contract. Costs for the subsequent years will be budgeted in the same account, and subject to City Council approval during the annual budget development process.
This action has no impact on the General Fund or any other unrestricted funds.