SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order to Hadronex Inc. DBA SmartCover of Escondido, California, for renewal of the SmartCare program which provides maintenance and service of the City’s SmartCover sewer level monitoring system for term December 1,2024 through January 01, 2026, in the not-to-exceed amount of $50,000.00 pursuant to Clearwater Code of Ordinances Section 2.563(1)(d), non-competitive purchase, and authorize the appropriate official to execute same. (consent)
Body
SUMMARY:
The City’s SmartCover system enables remote monitoring of sewer water levels at critical locations citywide, allowing Public Utilities to proactively address problem areas and prevent sewer overflows. Most SmartCovers were installed to satisfy settlement conditions with the Florida Department of Environmental Protection (FDEP) for sanitary sewer overflows. This standardized product enhances integration and efficiency within the City’s system.
The SmartCare labor warranty program provides routine maintenance, part disposal, system troubleshooting, remote monitoring, training, and labor to ensure consistent uptime for the City’s fifty-two (52) SmartCovers.
Public Utilities is seeking approval to renew the SmartCare labor warranty for all installed SmartCovers across the City and to extend the warranty on the future purchase of 30 new SmartCover units authorized by Council on July 15, 2024.
Looking ahead, Public Utilities plans to consolidate purchases and services upon contract expirations in January 2026 to streamline procurement processes.
Notes: This item is being presented to Council because the accumulative amount from multiple purchase contracts with Hardronex Inc. DBA SmartCover exceeds $100,000, as indicated below:
- Contract #902152 for the purchase of new units expires on July 31, 2026, in the NTE amount of $208,695.00
- Contract #902056 for Smartcover warranties for existing units expires January 31, 2026, in the NTE amount of $74,236.65
- PO24000312 Smartcare not authorized by council because under $50,000 in the NTE amount of $39,800.00
APPROPRIATION CODE AND AMOUNT:
Funding for the current year is available in Public Utilities cost code 4211346-530300, contractual services, to fund this contract. Future year funding will be requested as part of the annual budget process. The Public Utilities department is funded by Water and Sewer Utility Enterprise Fund revenues.
STRATEGIC PRIORITY:
In furtherance of the Council’s Strategic Plan to achieve High Performing Government by maintaining public infrastructure through systematic management efforts, approval for an agreement is requested.
