HomeMy WebLinkAbout2010-06-22 - AGENDA REPORTS - LMD IRRIGATION CONTROLLER PGM (3)Agenda Item:
CITY OF SANTA CLARITA
. AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by:
DATE: June 22, 2010
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V I IV
Kevin Tonoian
SUBJECT: LMD IRRIGATION CONTROLLER REPLACEMENT PROGRAM
PHASE 1 A (PROJECT R0006) - AWARD PROCUREMENT AND
CONSTRUCTION
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
1. Award construction contract to Rock Bottom Inc. in the amount of $235,431, and authorize a
20 percent contingency in the amount of $47,086, for a total amount not to exceed $282,517.
2. Transfer funds in the amount of $282,517 from R0004351-5161.001, Landscape Water
Management Program, to R0006357-5161.001, LMD Irrigation Controller Replacement
Program Phase IA.
3. Authorize the City Manager or designee to modify the award in the event that issues of
impossibility of performance arise, and execute all documents, subject to City Attorney
approval.
BACKGROUND
The Landscape Maintenance District (LMD) Irrigation Controller Replacement Program was
created to replace controllers which have exceeded their useful life with "smart controller"
technology to oversee LIVID irrigation management. Smart controller technology makes it
possible to automate irrigation management needs based upon the type of plant material being
watered and existing soil conditions. Moreover, these types of controllers allow watering cycles
to be set based upon real-time weather conditions and will automatically shut down irrigation if it
is raining.
A'F
An invitation to bid for the procurement and installation of irrigation controllers associated with
Phase I was published on April 14, 2010. City staff provided notification of this bid process to
the Santa Clarita Chamber of Commerce, the Valencia Industry Association (VIA), 22 other
known suppliers on file, and posted bid information on the City's website. Phase IA bid
specifications originally called for the purchase and installation of 40 irrigation controllers.
Through the competitive bid process the actual per-unit cost for each controller came in at
$3,737. Based on the per-unit bid cost of $3,737 per controller, the total successful bid amount
for 40 controllers is $149,500. Staff recommends increasing the number of irrigation controllers
purchased as part of Phase lA by 23, for a total of 63 units. The availability of project savings
allows the City Council to advance the purchase of future irrigation controllers. The purchase of
63 irrigation controllers at the base unit price of $3,737 would result in a contract amount of
$235,431.
This project was identified as a public works project and procured under the State's Public
Works Code. The State Public Works Code precludes by law application of the City's local,
preference ordinance and requires this project be awarded to the lowest qualified bidder. The bid
process was highly competitive, with specification packages downloaded by approximately 70
vendors and 8 companies submitting bids, which were opened May 17, 2010.
Bid prices ranged from the low of $149,500 to the high of $233,129. The results follow:
Company Location Bid Amount Unit Cost
Rock Bottom Inc.
Bakersfield, CA
$149,500
$3,737
Stay Green
Santa Clarita, CA
$149,977
$3,749
Valley Crest
Calabasas, CA
$171,646
$4,291
American Landscape
Canoga Park'
$172,062
$4,301
Con Sery
Murietta, CA
$182,766
$4,569
ISS Grounds Control
Santa Clarita, CA
$191,661
$4,792
Mariposa Landscapes
Irwindale, CA
$196,680
$4,917
Tropical Creations
Van Nuys, CA
$233,129
$5,828
A review of the bids was conducted for accuracy and completeness. Staff recommends City
Council award the project to Rock Bottom Inc., the lowest responsive bidder, in the amount of
$235,431, and authorizes a 20 percent contingency in the amount of $47,086, for a total amount
not to exceed $282,517. Following completion of this phase, 166 or 38% of the all LMD
controllers will have been replaced.
Rock Bottom Inc. possesses a State Contractor's License and is in good standing with the State
Contractor's License Board. Reference checks indicate the contractor has satisfactorily
completed similar work for other public agencies.
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As the City Council is aware, the effective management of water usage is a top priority for the
City and our local water purveyor and retail partners. The City's Landscape Maintenance
District (LMD) manages 720 acres of landscaping located within approximately 40 independent
LMD zones. LMD is responsible for operating more than 400 irrigation controllers to maintain
landscaping throughout the community.
Smart controller devices are the foundation of the City's LMD water management program, and
when fully phased in are expected to reduce the City's irrigation water usage by approximately
100 to 140 million gallons each year. In August 2009, staff selected Valencia Summit Park as a
proof -of -concept test site to evaluate the effectiveness of smart controller devices. The test site
achieved a 21 percent reduction in water use, equating to over one million gallons of water saved
over an eight-month testing period, as compared to the same eight-month period. (See
attachment.)
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Transfer funds in the amount of $282,517 from R0004357-5161.001, Landscape Water
Management Program, to R0006357-5161.001, LMD Irrigation Controller Replacement Program
Phase IA. There is no impact to the General Fund.
ATTACHMENTS
Valencia Summit Park Consumption Comparison
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