SUBJECT/RECOMMENDATION:
Title
Approve an agreement between Hadronex Inc. dba SmartCover Systems, of Escondido, California, and the City of Clearwater Public Utilities Department for the use of SmartCover software for online mapping and monitoring service, continued hardware and extended warranties for all existing wastewater system units; participation in the SmartCare maintenance program, including system troubleshooting, routine proactive maintenance , parts and labor, for the term February 01, 2026 through January 31, 2028, in the amount of $438,398.64 pursuant to City Code 2.563(1)(d) Non-competitive purchase (impractical), and authorize the appropriate official to execute same. (consent)
Body
SUMMARY:
The SmartCover system renewal contract will continue to provide online mapping and monitoring services with real-time notifications of conditions and events detected within the gravity sewer system, including alerts intended to help prevent sanitary sewer overflows. The renewal also allows for continued data collection and reporting from existing SmartCover units, as well as integration of rainfall sensor data within the system.
This contract includes coverage for sensors, batteries, materials, devices, and hardware, along with continued extended warranties for all SmartCover units in currently installed within the City’s gravity system. Additionally, renewal of the SmartCare program provides ongoing system troubleshooting, routine maintenance, and the installation or replacement of parts and batteries as needed, including the potential purchase of up to 30 new SmartCover units.
SmartCover is considered impractical to competitively bid because it is a proprietary, integrated monitoring system already installed throughout the City’s gravity sewer system. Only the manufacturer can provide compatible software, data access, warranties, maintenance, and support for the existing units. Replacing the system would require removal of installed equipment, disrupt operations, increase regulatory risk, and result in significantly higher costs, making renewal the most practical and cost-effective option.
APPROPRIATION CODE AND AMOUNT:
3277327-546900-96212 $192,270.00
4211346-530300 $246,128.64
Funds are available in capital improvement project 96212 - Sanitary Sewer Upgrades/Improvements and in Public Utilities operating budget in cost code 530300 - Contractual Services. These purchases are funded by revenues from the Water and Sewer Utility Enterprise Fund. Future year funding will be requested as part of the annual budget process.
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.
