TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Lou Vargas, Utilities Manager
Nicholle Petroff, Management Analyst
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 1 to the General Services Agreement with Hadronex dba SmartCover Systems for Sewer SmartCovers at a Cost Not-to-Exceed $75,767.99 (Public Works Director Lee).
ADOPT RESOLUTION NO. 21-0083
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council approve Amendment No. 1 to the General Services Agreement with Hadronex dba SmartCover Systems for six new Sewer SmartCovers, a three-year service agreement for technical support, active monitoring, reporting, and parts warranty at a cost not-to-exceed $75,767.99.
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FISCAL IMPLICATIONS:
The additional services to be rendered under Amendment No. 1 will increase the contract amount by $59,606.20 and will extend the contract term by three years. The Department budgeted $27,000.00 annually for SmartCovers; therefore, there are sufficient funds for SmartCover monitoring system available in the Sewer Fund. The total contract amount exceeds the City Manager’s awarding authority per the City’s purchasing policy; therefore, City Council approval of Amendment No. 1 is required.
BACKGROUND:
The City’s system consists of 83 miles of sewer lines and 2,100 manholes. The Sewer collection systems are susceptible to blockages outside of the City’s control from tree roots, sediment buildup, fats, oils, and grease (FOG). These blockages can build up fast and have the ability to cause sewer system overflows (SSOs). If these blockages are not detected promptly, the sewage may contaminate nearby waterways and private property causing damage and serious water quality problems. The negative impacts following an SSO reaching the waters of the U.S. or private property can be costly to the City and damaging to the environment.
There are certain homes in Manhattan Beach that are built hydraulically lower than the servicing sanitary sewer which puts these homes at high risk for a sanitary sewer overflow. In the last few years, there have been multiple instances where SSOs have caused sewage from the City’s sewer line to end up inside of residents’ homes. Whenever an SSO occurs, the City is generally responsible to pay for clean-up and damages associated with the overflow.
Under the Clean Water Act, sewer system overflows are not permitted unless authorized by a National Pollutant Discharge Elimination System (NPDES) permit. Moreover, SSOs, including those that do not reach waters of the U.S. may be indicative of improper operation and maintenance of the sewer systems and may violate NPDES permit conditions.
DISCUSSION:
In 2019, the City installed SmartCover units in seven manholes in order to comply with the City’s Sewer System Management Plan (SSMP). The agreement for this equipment and its associated services was prepared under the City Manager’s approval authority with an amount not-to-exceed $49,885.37.
Since then, the City has been using SmartCover units to monitor sewage levels in high-risk areas of the sewer collection system. The SmartCover units continuously monitor sewage levels and transmit alerts to Public Works’ Wastewater staff. If a significant level of sewage rises, an investigation is triggered at the location to determine if any action is necessary to avoid an SSO.
Staff has identified an additional six manhole locations in need of SmartCovers in order to minimize the risk of SSOs. The approval of the $75,767.99 Amendment No. 1 will allow Public Works to monitor these locations and further minimize the risk of SSOs occurring within the City.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 21-0083
2. Amendment No. 1 - Hadronex dba SmartCovers Systems
3. Agreement - Hadronex dba SmartCovers Systems (2019)