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Home My WebLink About06. Enter Sole-Source cotract with Hadronex, inc. DBA Smartcover Systems for District Project 100071Page 1 of 6 Item 6. DCENTRALSAN MEETING DATE: JULY25, 2024 BOARD OF DIRECTORS POSITION PAPER SUBJECT: AUTHORIZE THE GENERAL MANAGER TO ENTER INTO A SOLE -SOURCE CONTRACT WITH HADRONEX, INC. DBA SMARTCOVER SYSTEMS (SMARTCOVER) TO PURCHASE 35 SMARTCOVER UNITS IN THE AMOUNT OF $365,000 WITH THE OPTION TO PURCHASE AN ADDITIONAL 50 SMARTCOVER UNITS IN THE AMOUNT OF $475,000 FOR A TOTAL AMOUNT OF $840,000; AUTHORIZE A BUDGET TRANSFER I N THE AMOUNT OF $250,000 FROM DISTRICT PROJECT 7315 TO THE LONG TERM WET WEATHER RESILIENCY PROJECT, DISTRICT PROJECT 100071; AND FIND THE PROJECT EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITYACT (CEQA) SUBMITTED BY: INITIATING DEPARTMENT: AMANDA CAUBLE, ASSOCIATE ENGINEER ENGINEERING AND TECHNICAL SERVICES- DAN FROST, SENIOR ENGINEER PDS-PLANNI NG AND APPLI ED RESEARCH REVIEWED BY: DANEA GEMMELL, PLANNING AND DEVELOPMENT SERVICES DIVISION MANAGER GREG NORBY, DEPUTY GM - ENGINEERING & OPERATIONS 0 W Roger S. Bailey Leah Castella General Manager District Counsel ISSUE Authorization from the Board of Directors (Board) is required to execute a contract in an amount greater than $200,000. BACKGROUND Staff is launching the Long Term Wet Weather Resiliency Project, DP 100071, to study how wet weather July 25, 2024 Special Board Meeting Agenda Packet - Page 26 of 188 Page 2 of 6 flows are managed and to provide a cohesive plan to address wet weather resiliency needs and goals in the collection system and the treatment plant. In the 2023 wet weather season, Central San collected and treated flows approaching 240 million gallons per day (mgd), with peak storage requirements of 175 million gallons filling nearly all available wet weather storage basins. Typical dry weather flows average around 31.5 mgd. The recent wet weather events highlight the need to further review and enhance Central San's wet weather management strategy including consideration for reducing wet weather flows. To inform the wet weather management strategy, staff recommends initiating a rainfall dependent inflow and infiltration (RDI/1) reduction investigation. RDI/I is extra flow that enters the collection system during rain events and consists of two elements: inflow and infiltration. I nflow is rainwater that enters the system from maintenance access covers, illegally connected roof drains, or area drains. Infiltration is water moving through the soil and entering pipelines through cracks orjoints. The 2017 Comprehensive Wastewater Management Plan (CWMP) identified sewersheds with high RDI/I. Staff selected the top three sewersheds receiving the most wet weather flow for the initial investigation located in Martinez, Pleasant Hill, and Orinda, as shown in Attachment 1. Reducing RD I/I in the collection system could reduce the need to expand capacity in the collection system and at the treatment plant and reduce the size/capacity and cost of replacement infrastructure. For this investigation, staff intends to use SmartCover level monitors to develop a database of dry and wet season level trends to better understand the impacts of wet weather within these high RDI/I sewersheds. SmartCovers will also be used to monitor levels and surcharging conditions during wet weather events in potentially capacity -deficient sewers identified in the CWMP. These sites are shown in Attachment 2. Surcharge evaluations will help staff further understand and validate model -predicted wet weather capacity deficiencies. The SmartCover system is a web -based smart technology that provides real-time monitoring of sewage levels via a reliable satellite communications system. SmartCover units are installed on the underside of existing maintenance access covers. They can be easily relocated to other sites as monitoring needs change. SmartCover provides a dedicated customer website with data visualization, trending, analytical tools, and is configured to be able to integrate data with other Central San data visualization platforms and potential future real-time modeling. Through SmartCover's SmartRain and SmartTide systems, the SmartCover level data and flow readings can be integrated with rainfall and tidal data, allowing staff to compare the increased flow from rain events with tidal conditions, and to identify high inflow and infiltration areas in the collection system. Sole Source Selection Staff recommends issuing a sole -source contract with with Hadronex, Inc. dba SmartCover Systems. Justification for sole -sourcing the SmartCover Systems is as follows: Safety: Mounted directly on the maintenance access cover, the SmartCover is designed to be installed with no confined space entry per OSHA CFR 1910.146(b). This is an increased safety feature for staff installing or completing maintenance or troubleshooting compared to competitor's devices. The maintenance access cover mounting also provides a real-time intrusion alarm when the maintenance access cover is opened. • Reliable Connectivity: The SmartCover unit uses the I rid ium satellite network which provides consistent connectivity in more remote areas of the collection system where cellular service is limited. The satellite network provides uninterrupted connectivity, even in storm events, and reliable connectivity is important for real-time monitoring of data. Other industry available level monitoring devices, but they require a confined space entry and are not packaged with the analytical tools that SmartCover provides, or do not provide the same range of analytical solutions necessary to meet Central San's needs. July 25, 2024 Special Board Meeting Agenda Packet - Page 27 of 188 Page 3 of 6 Sole Source Contract and Related Work The proposed contract includes purchase of 35 SmartCover units with two years of parts and labor warranty coverage and data access. Staff plans to use these units to monitor the three selected high RDI/l sewersheds and twelve predicted capacity deficient sewers. The proposed contract also includes the option to purchase up to 50 additional SmartCover units with two years of warranties and data access if staff determines it's in the best interest of the District to expand the gravity sewer flow monitoring program. Additional units would allow staff to monitor the remainder of the high RDI/1 sewersheds concurrently and/or evaluate smaller sewersheds if needed to locate specific RD 1/1 sources. After warranties and data access coverage is complete under the purchase contract, continued data access would be required and staff may request parts and labor services for continued operations and maintenance support. Continued services after the initial two year coverage included with the purchases would be included and paid for under a separate service contract. While implementing the gravity sewer flow monitoring program, temporary flow metering, hydraulic modeling and technical evaluations will be needed to review, support, and supplement the SmartCover data collected. Staff plans to utilize existing blanket or on -call consultant contracts during the first year of the RDI/l reduction investigation, and requires a budget transfer to fund the gravity sewer flow monitoring program and these related efforts. California Environmental Quality Act (CEQA) Staff has concluded that this action is exempt from the CEQA under CEQA Guidelines, Section 15301, since it involves maintenance to an existing public facility involving no expansion of use. Approval of this action will establish the Board's independent finding that this project is exempt from the CEQA. ALTERNATIVES/CONSIDERATIONS The proposed contract could be revised to include fewer than the initial 35 units; however, the number of units were selected to investigate the highest priority RDI/I sewersheds and predicted capacity deficiencies identified during the 2017 CWMP. Other high RDI/l sewersheds and predicted capacity deficient locations are identified and will be investigated after the investigations are complete for the highest priority locations. Smart Cover locations could range from one to several years depending on wet weather conditions, whether or not units need to be relocated further upstream in sewersheds, and depending on potential post RDI/l mitigation monitoring. Purchasing fewer units would reduce the areas that can be investigated and postpone collection of information needed to inform the District's wet weather resiliency plan and implement RDI/l reduction efforts. The proposed contract could also be revised to eliminate the option to purchase up to an additional 50 units; however, this option was included to pre -establish a discounted purchase cost for additional units that may be needed and to provide flexibility to staff to adapt to RDI/I investigation project needs. FINANCIAL IMPACTS The total cost for this contract is estimated to be up to $840,000 over the next five years. The initial purchase of 35 SmartCovers, including two years of warranties, support, and data access is estimated to be $365,000. Current funds allocated to the Long Term Wet Weather Resiliency Project, DP 100071, are $200,000 with another $250,000 included in the Fiscal Year (FY) 2024-25 Capital Improvement Budget (CIB). Staff requests a transfer from Applied Research and Innovations, DP 7315, of $250,000 to cover staff time, potential temporary flow metering, consultant modeling support, and other related efforts. This will bring the project budget to $700,000. Subsequent Capital Improvement Budgets will be updated to include the optional purchase of up to an additional 50 SmartCover units estimated at $475,000, and to include other opportunities and work July 25, 2024 Special Board Meeting Agenda Packet - Page 28 of 188 Page 4 of 6 identified under the Long Term Wet Weather Resiliency Project. After coverage is completed under the SmartCover purchase contract, ongoing services for SmartCover units would be included under a separate service contract and included in subsequent Operations and Maintenance (O&M) budget updates. COMMITTEE RECOMMENDATION The Real Estate, Environmental and Planning Committee reviewed this matter at its meeting on July 16, 2024 and recommended approval. RECOMMENDED BOARD ACTION Staff recommends the following: 1. Authorize the General Manger to enter into a sole -source contract with Hadronex, Inc. dba SmartCover Systems to purchase 35 SmartCover units in the amount of $365,000 with the option to purchase an additional 50 units in the amount of $475,000, for a total amount of $840,000. 2. Authorize a budget transfer in the amount of $250,000 from DP 7315 to DP 100071. 3. Find that the project is exempt from CEQA. Strategic Plan Tie -In GOAL FIVE: Safety and Security Strategy 2 - Protect personnel and assets from threats and emergencies GOAL SIX: Infrastructure Reliability Strategy 1 - Manage assets optimally, Strategy 2 - Execute long-term capital renewal and replacement program GOAL SEVEN: Innovation and Agility Strategy 1 - Leverage data analytics to become a more efficient utility, Strategy 3 - Be adaptable, resilient, and responsive ATTACHMENTS: 1. Map and Table of High RDI I Sewersheds 2. Map and Table of Modeled Capacity Deficiencies July 25, 2024 Special Board Meeting Agenda Packet - Page 29 of 188 Page 5 of 6 Attachment 1 Legend Peak RDI/1 (gpd/ft) (10-Year Event) <10 10-20 - 20 - 30 - 30-40 _ > 40 —7 WC-5C/ MZ-3 0 ±V K I W,C-1y{4B f .{ _ C MR-3A- M 1k1� 0m IM PH MR-1A WC-2 MR-1 SR-2 Location Crinda Flow Meter Area OR-3 (gpolac.).) Peak RDIIIff58 In Monitoring Status SmaR-(vers tv be installed 28,E-1 Martinez MZ-2 35.336 SmmrtCovHm to he installed Pleasant Hill Pleasant HIII Walnut Creek PL-5A PL-SA7 WC-58 19.179 9,036 SmartCavers to be installed SmartCovers to be Installed To Be Determined — Lower Pdorily 8.803 Odnda OR-1 7,853 29 To Be Determined — Lower Priority arinda OR-4N4B MR-1A WC-48 18,526 5D 43 4D To Be Deterntned — Lower Priority To Be Determined — Lower Priority To Be Determined — Lower Priority Moraga Walnut Creek 6,90G 7,529 Moraga MR-4 7,123 40 To Be Determi nod — Lower Priority Walnut Creek Walnut Creek WC-3 WC-4A 8,887 39 43 To BeDeternlned— LowerPrldrtty To Be Determined — Lower Priority a,437 r OAreas included in initial investigation 0 1 2 4 Miles 1 I i I I Peak RDI/I per Foot of Pipe by Flow Meter Area Figure CS-12.2 CENTRAL CONTRA COSTA SANITARY DISTRICT COLLECTION SYSTEM MASTER PLAN WWTP CCCSD Wastewater . Treatment Plant ' NC-1 PH-4 l -2 SR-4 s LSR-4A SR-6 SIR — i U + U J( Ily 25, 2024 Special Board Meeting Agenda Packet - Page Page 6 of 6 Attachment 2 Legend CCCSD modeled sewers Preliminary capacity relief projects Pleasant Hill -Grayson Creek Trunk Sewer Project city Pro act APP.ximate Locations Ca ReLlef Status Orinda ORC-1 Ea sem em from El Camino Moraga to M-0 Vyey To Be Determ imed—Lower Priority Orintla ORD-2 Moraga Way from Allamont Dr to El SmartGover to be l.... fled Camino Momga Moraga MORA Camino Pablo from Hodges D,. Dickenson or SmartGover to be lns.l Moraga MOR-2 loges and Rimer Dr fmm Sarah Ln to SmartGovar to be lnsiafletl Brookfield Dr Dee;HRRdfmm BARTm Happy Valley ]Mayotte 11 Rd TO Be Determined—Lrnver Pdority Lafayette l Happy Valley Rtl north of Happy Valley SmartGovartobe Installed Mal Lafa tfe All More andfmm St Ma andmBmok Bt SmartCovermbe lnsiaLLed Lafayette LAFA Pleasam Hht Rtl hom Old Tu nnef Rtl to SmartGovermbe lnstaLLetl north of Tmmpas Creek Lafay— LAF-5 Pleas— Hitt Rd and Sprknghil7 Rd To Be Ell lned—Lower Pdwity Walnut Creek WCK-t Gaming VerdelGeary Rd hom Camino Verde to Bonne On SmartCover to be lns[aLLed Walnr WCK-2 Tice Greek ur from Dakmoni Dr to Tc Be Determ ined—Lower Priority Creek Goltlen Rakn Rd Walnut Creek WCN-3 Tice Valley Blvd/Meadow RdlC-lie Rd/Lancaster Rd to Orchard Ln SmartCover to be l nsraLLed Walnm wCi(-4 Palmer Rd from Hawthorne unto Syt-n Compleletl Creek Rd Wan. Walnut BIM fmm Van Cleave! m Creek wci 5 CammseR SmartGo to be lnst l pleasam H'dl PLH-1 Amith 1301(athleen Or, Reasant W Rd. Westover No Ma mean lLocil Ln Compteled Pleasam HRl PLH_2 Grayson a nd Pleasant l Rd from SmarbGbvei to be Installed Twimi mWeatrner Dr P4eaasm H'dl PLH-3 Virginia Hil1DretAmambm Ave TOBs Determined —Lower Priority P:easamHiil PLH� 2iAvenue S.hom Bhado dDrml- To Be Determined—L,eerPriority Martinez MAR Alhambra Ave at H St. F St to C St Com eled l MAR-2 Easement nosh of Embamade ro St SmanCovarm be Installed 0 1 2 4 Miles Preliminary Capacity Relief Projects Figure CS-20.5 CENTRAL CONTRA COSTA SANITARY DISTRICT COLLECTION SYSTEM MASTER PLAN OAreas included investigation a pedal boara Ivleetlnq