REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Sean Crumby, Director of Public Works
PREPARED BY: Chris Davis, Senior Administrative Analyst
Subject:
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Approve Sole Source Procurement Request with Hadronex Inc., dba SmartCover Systems, for Sanitary Sewer System Manhole SmartCovers
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Statement of Issue:
Submitted for City Council approval is a Sole Source Procurement Request for Hadronex Inc., dba SmartCover Systems, in the amount of $75,000 per year for the service of Sanitary Sewer System Manhole SmartCovers (SmartCovers).
Financial Impact:
No additional funding is requested. Sufficient funds for servicing the SmartCovers are budgeted in the FY 2022/2023 Sewer Service Fund account 51185201.64620.
Recommended Action:
recommendation
Approve Sole Source Procurement Request with Hadronex Inc., dba SmartCover Systems, for the servicing of SmartCovers.
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Alternative Action(s):
Do not approve the Sole Source Procurement Request and direct staff accordingly. While new technology is becoming available in the market, the City would need to test it to determine if it is compatible with the City’s system. Denial of the Sole Source Procurement Request would mean that the Wastewater Division would but unable to service existing Smartcovers in the City’s Sanitary Sewer System, thereby decreasing the ability of City staff to respond in a timely manner to Sanitary Sewer Overflows (SSO). SSOs can impact public health, disrupt local businesses and, if located close to the coast, result in beach closures. Additionally, the City could be subject to fines ranging from $50,000 to $250,000 by the Regional Water Quality Control Board for failure to adhere to Section 4 Operations and Maintenance in the Sanitary Sewer Management Plan (SSMP).
Analysis:
SmartCovers are manhole covers that help the City better manage the sanitary sewer system. These devices transmit real time data on the level of the sewage within the sewer system via an antenna mounted under the manhole cover. The SmartCovers are located at strategic points in the City’s sanitary sewer system and can prevent or mitigate potential Sanitary Sewer Overflows (SSOs) by providing advance warning before the system overflows.
In the past, City staff would respond to SSOs after they had already occurred, which resulted in extensive and costly cleanups. SSOs pose a significant threat to public health and safety, cost tens of thousands of dollars in staff time and city resources, and have extensive reporting requirements to the State. SSOs cause major economic impacts to neighboring residences and businesses and can ultimately result in beach closures. SmartCovers provide advance warning of potential issues and facilitate proactive emergency response as a standard practice. Our currently deployed SmartCovers have helped prevent 20 potential SSOs since 2016.
This sole source procurement is requested in accordance with Chapter 3.02 of the City of Huntington Beach Municipal Code, as there is no alternative vendor. The City first purchased SmartCovers in 2016 and has installed 31 SmartCovers to date. SmartCover Systems is the only vendor available to service the SmartCovers in the City’s inventory. This sole source request is for servicing the existing inventory as well as to purchase any necessary replacement parts.
Environmental Status:
Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will not result in direct or indirect physical changes in the environment do not constitute a project.
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Sole Source Justification
2. Power Point Presentation