AGENDA REPORT
Meeting Date: April 18, 2023
Item Number:
To:
From:
E-12
Honorable Mayor & City Council
Michael Hensley, Deputy Director of Public Works, Operations David Garrard, Parks Superintendent
Judi Tamasi, Senior Management Analyst
Subject: APPROVAL OF A PURCHASE ORDER TO EWING IRRIGATION PRODUCTS INC. IN THE NOT-TO-EXCEED AMOUNT OF
$245,110 FOR THE PURCHASE OF REPLACEMENT
IRRIGATION CONTROLLERS
Attachments: None
RECOMMENDATION
Staff recommends City Council move to waive bidding requirements and approve a purchase order to Ewing Irrigation Products Inc. in the not-to-exceed amount of $245,110 for the purchase of replacement irrigation controllers.
INTRODUCTION
The Parks Maintenance Bureau of the Public Works Department maintains more than 100 acres of greenspace at all City parks, medians and landscaped areas, including Beverly Gardens Park, Coldwater Canyon Park, Greystone Mansion and Gardens, La Cienega Park, Roxbury Park, Will Rogers Park, Community Dog Park, the downtown business triangle area, City-owned reservoir sites, and mini-parks.
To maintain these areas, Parks Maintenance staff use an irrigation control system, irrigation controllers, lines, valves, and heads to provide water to plant material and turf.
The current irrigation controllers were only designed to communicate with the central system using a 3G connectivity. Carriers no longer support 3G connectivity, so the central system and controllers no longer communicate. The proposed replacement irrigation controllers will support 4G/ 5G connectivity and City Wi-Fi. This connectivity allows for full use of the central irrigation system and facilitates the efficient use of water.
Meeting Date: April 18, 2023
DISCUSSION
The City’s existing central irrigation control system was installed in 2015/2016 to manage and monitor irrigation infrastructure at City parks and other landscaped areas. The system monitors local weather daily and automatically adjusts irrigation schedules based on precipitation amounts, plant watering needs and the evapotranspiration (ET) rate. The system also provides real-time leak detection, with the option to turn off the main water line, if necessary.
The current system used Hunter Industries controllers with 3G connectivity. Due to the recent shut-down by wireless carriers of 3G connectivity, communication between the central irrigation control system and the 103 irrigation controllers has been lost. The proposed replacement controllers are Rainbird brand and will provide all the functionality listed above plus 4G/5G and Wi-Fi connectivity. The proposed replacement controllers will reinstate communication between the central system and controllers, which allows staff to maintain irrigation equipment, monitor water use, and preserve the aesthetics at the City’s parks and landscaped areas more efficiently. The proposed replacement controllers will help keep plant material and turf healthy and safe for public use, allow staff to reallocate their time to maintaining the irrigation infrastructure, and optimize watering schedules to save water, whenever possible. Employing water efficiency measures is consistent with the City Council priority to implement a robust Water Conservation Program and supports the City’s sustainability efforts.
Staff inquired and it is not possible to address the loss of 3G connectivity by upgrading the current irrigation controllers and replacement is necessary. Parks maintenance staff has worked closely with the City’s Information Technology (IT) Department to ensure that the replacement controllers will be supported by the City’s network. Once the proposed irrigation controllers are installed, it is estimated that approximately 80 percent would use Wi-Fi connectivity and approximately 20 percent would use 4G/5G and/or Wi-Fi. Using the City’s Wi-Fi network reduces the monthly data plan costs for 4G/5G connectivity.
Staff recommends City Council move to waive the bidding requirements pursuant to Beverly Hills Municipal Code 3-3-204(D). This code states in part: “Upon determining that conformance with the procedures set forth in this article would be contrary to the best interests of the City or upon determining that compliance with the procedures would be impractical, the city council may waive, by motion or resolution, any or all of the requirements of this section. ”
It is in the best interest of the City to purchase the replacement Rainbird irrigation controllers through Ewing Irrigation Products Inc. for several reasons:
• Ewing can deliver the irrigation controllers in a short timeframe. The vendor stated they have inventory in stock and can deliver within 30 days of issuance of the purchase order. It is important to complete the installation of the replacement irrigation controllers before or near the start of the summer season to take advantage of water efficiency measures in the hot weather. This is time-sensitive because once the City receives the controllers, it will take some time to finalize any contract with an installer and install them. Another vendor indicated they have challenges provided a much longer estimated timeframe for delivery, which was not practical for the City’s needs.
• Using Ewing for the purchase can avoid potential supply chain uncertainties and issues.
Meeting Date: April 18, 2023
• The pricing provided by Ewing was lower than the pricing offered by the current irrigation controller vendor.
• Several other municipalities use the Rainbird system including cities of Rancho Mirage, Indian Wells, Bakersfield, and Glendora.
• Rainbird provides technical support for all central irrigation communication and will work with the City’s IT Department to ensure proper Citywide coverage.
Once the new controllers are received, staff will install them using the most expeditious and cost-effective method possible.
FISCAL IMPACT
Funding for the proposed purchase order would come from Capital Improvement Project (CIP) 00315-Parks Facilities Maintenance and Improvements, CIP 00442-Greystone Park Improvements, CIP 00230-Water Conservation Program, and the Equipment Replacement Fund. No appropriation is needed.
Shana Epstein,
Director of Public Works
Approved By