HomeMy WebLinkAbout2010-12-14 - AGENDA REPORTS - LMD IRRIGATION CONTROLLER PGM (2)Agenda Item:
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by: Kevin Tonoian
DATE: December 14, 2010
SUBJECT: LMD IRRIGATION CONTROLLER REPLACEMENT PROGRAM
PHASE II (PROJECT R0007) - AWARD PROCUREMENT AND
CONSTRUCTION
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
1. Approve plans and specifications for Phase II of the Landscape Water Management
Program (Project R0007). Award construction contract to Valley Crest Landscape
Maintenance for $1,343,181, and authorize a 15 percent contingency in the amount of
$201,477, for a total amount not to exceed $1,544,658.
2. Transfer $20,000 in project savings from R0006357-5161.001 Landscape Water Management
Phase IA to R0007357-5161.001 Landscape Water Management Phase II for non -contract
related miscellaneous irrigation equipment.
3. Authorize the City Manager or designee to modify the award in the event that issues of
impossibility of performance arise, subject to City Attorney approval.
BACKGROUND
The City's Landscape Maintenance Districts (LMD) manages 720 acres of landscaping located
within approximately 40 independent LMD zones. Over 500 irrigation controllers are used to
apply and regulate the amount of water used on the landscaping. Therefore, managing the
LMD's water use has been and remains a top priority. The irrigation controller replacement
program Iwas created to replace controllers which have exceeded their useful life or are obsolete
due to improved technology. When fully phased -in over the next calendar year, staff anticipates
the new smart controllers will reduce LMD's water use by 20 to 40 percent, which equates to an
annual water savings of approximately 200 to 350 million gallons.
A'PRiV D
In 2009, staff initiated a process to identify a state-of-the-art irrigation controller that meets the
City's high standards. The irrigation controller ultimately selected by the City and installed as
part of the Phase 1 and I of this project can automatically manage irrigation programming
based on real-time weather conditions, including immediate program shutdown in the event of
precipitation that exceeds a preset minimum value.
In addition, the selected controller can also be programmed to know the plant type being
watered, soil conditions, and sun orientation. All controller settings, programming, operations,
system warnings, and consumption reporting is sent and received via wireless technology to as
many or as few recipients as deemed necessary by staff.
The final phase of this multi -phased irrigation replacement program was approved as part the
Fiscal Year (FY) 2010-11 Capital Improvement Program (CIP) budget. This phase will replace
336 irrigation controllers in 21 LMD zones.
An invitation to bid for the procurement and installation of LMD irrigation controllers was
published October 20, 2010, forwarded to the appropriate trade journals, VIA, and Chamber of
Commerce, provided to 22 suppliers on file, and posted on the City website. The bid
specifications requested that contractors provide a bid to purchase and install 336 irrigation
controllers in locations selected by the City. As this is a public works project procured under the
State's Public Works Code, the use of the City's local preference ordinance is precluded by law,
and the bid will be awarded to the lowest qualified bidder.
The bid process was highly competitive; seven companies submitted bids which were opened
November 22, 2010. The bid prices ranged from the the low of $1,343,181 to the high of
$1,664,712.
The results follow:
Company
Valley Crest Landscape
Rock Bottom Inc.
American Landscape
Marina Landscape
O&J Landscape
ISS Grounds Control
Green Horizons Landscape
Location Bid Amount
Calabasas, CA
$1,343,181.03
Bakersfield, CA
$1,367,386.00
Canoga Park, CA
$1,440,745.00
Anaheim, CA
$1,496,505.00
Moreno Valley, CA
$1,505,102.71
Santa Clarita, CA
$1,622,582.54
Escondido, CA
$1,664,712.50
A review of the bids was conducted for accuracy and completeness. Staff recommends the
project be awarded to Valley Crest Landscape Maintenance, the lowest responsive bidder, for
$1,343,181, and authorize a 15 percent contingency of $201,477, for a total amount not to exceed
$1,544,658. Valley Crest possesses a State Contractor's License and, is in good standing with the
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State Contractor's License Board. Reference checks indicate the contractor has satisfactorily
completed similar work for other public agencies.
Over the last several years, the City has consistently implemented projects and programs to
reduce water use while maintaining landscape at the City's high standards. (Attachment A
highlights the programs and projects.) Additionally, the City's controller replacement program
was recognized in July 2010 by Water Efficiency magazine, the journal for. water resource
management, as "The World's Largest Smart Water Implementation."
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL` IMPACT
There is no impact to the General Fund, and sufficient funds were approved in the FY 2010-11
CIP Budget.
ATTACHMENTS
LMD Irrigation Accomplishments
Attachment A
City of Santa Clarita, Landscape Maintenance Districts
Water Management Accomplishments
o Completed Phase I and IA of the Irrigation Controller Replacement Program,
resulting in the successful replacement of 166 dated irrigation controllers.
o Increased use of mulch to keep soil cooler and reduce surface moisture
evaporation.
o Replaced three miles of turf medians with shrubs and other water -efficient plant
material saving an estimated one million gallons of water annually.
o Completed median improvement project for Wiley Canyon Road, saving an
additional one million gallons of water annually with the replacement of turf with
shrubs and update of the 30 -year-old irrigation system.
o Installed synthetic turf on Magic Mountain Parkway median. The use of synthetic
turf is projected to save more than 75,000 gallons of water each year.
o Use self-monitoring irrigation controllers and flow meters which detect problems
and automatically shut off City irrigation systems in the event of a main line
failure.
o Valencia Summit Park - The previous inefficient controller was replaced with a
"SMART" controller in August 2009. Comparing the period August 2009
through April 2010 to the previous period, we reduced our consumption by over
one million gallons. In fact, this period saw our lowest use in Summit Park in the
last 11 years!
o During the last year, staff completed a comprehensive irrigation assessment of
one of the City's most water -intense landscape maintenance zones. Through the
replacement of pressure regulators, irrigation valves and hardware, and irrigation
programming adjustments, staff reduced water consumption for this zone by
5,177,068 gallons compared to the previous year.