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October 11, 2022
ITEM TITLE
Purchase Agreement: Accept Bids and Award a Purchase Agreement with SiteOne Landscape Supply for Smart Irrigation Controllers and Associated Equipment and Services Report Number: 22-0260
Location: Citywide Parks and Facilities maintained by Parks and Recreation Department: Community Services – Parks and Recreation
Environmental Notice : The activity is not a "Project" as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt a resolution accepting bids and awarding a purchase agreement with SiteOne Landscape Supply for 157 irrigation controllers and associated equipment and services for $526,240.06.
SUMMARY
On 7/28/22, the City of Chula Vista issued a Request for Bid (RFB) for 157 Rainbird Smart Irrigation Controllers with associated equipment and services. As a result of the bid process, the City is recommending selecting SiteOne Landscape Supply.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is required.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
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DISCUSSION
Measure P funds were allocated to upgrade the Parks and Recreation irrigation platform to a smart centralized system. Parks and Recreation operates and maintains 65 parks and multiple service locations.
Currently, the department uses seven different types of irrigation controllers to control the irrigation in the City’s parks, medians, and facilities.
Parks and Recreation researched and tested multiple irrigation controllers, and found that the Rainbird irrigation controllers, specifically the ESPLX Smart irrigation controller, meets all the specifications the City is seeking.
Smart Controller: Irrigation can be automatically controlled by weather stations daily and can monitor multiple water meters on one controller.
Cloud Based: The system uses multiple platforms to communicate with the software: Cellular, wi -fi, ethernet, and smartphone.
Standard or 2-wire: The system can use both standard (conventional) wires and 2-wire paths. Data: Data can be exported into GIS (dashboard) to monitor daily water usag e (leaks and overwatering).
The controllers operate on a single, cloud-based platform, with encrypted logins, allowing for remote access, consolidation of irrigation oversight, and allows for distribution of permissions to all levels of the organization. Furthermore, the controllers can “daisy chain” communication via radio signal to additional controllers, allowing ethernet -connected controllers to communicate with other controllers via radio, thereby reducing ongoing costs to the City by eliminating many cellular connections for data transfer.
Rainbird products are used throughout the City, Rainbird has been extremely responsive, and the products are high quality. The city will upgrade 157 controllers throughout the parks, medians, and service locations.
On 7/28/22, the City of Chula Vista issued a Request for Bid (RFB) through PlanetBids for (157) Rainbird Smart Irrigation Controllers with associated equipment and services . As a result of the bid process, the bid platform identified 14 prospective bidd ers and received three responses. Of the three responses received City staff reviewed and determined SiteOne Landscape Supply as the lowest, responsive and responsible bidder. City staff is recommending award to SiteOne Landscape Supply.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
Approval of this resolution will allow Parks and Recreation to purchase (157) Smart Irrigation Controllers, along with associated equ ipment and service at a cost of $526,240.06. Funds have been allocated through Measure P therefore, there is no net fiscal impact to the General Fund.
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ONGOING FISCAL IMPACT
Staff is anticipating potential ongoing savings to the General Fund in utilities c ost, upon purchase, installation, and setup of the Smart Irrigation Controller system due to leak detection capabilities, irrigation programs adjusted to micro -climates throughout the City reducing water needs at certain locations, and reducing or eliminat ing cellular network communication charges in lieu of radio communication from ethernet-connected controllers.
ATTACHMENTS
Attachment 1. SiteOne Landscape Supply Quote 5814404
Staff Contact: Tim Farmer, Parks & Recreation Administrator Tracy Lamb, Director of Community Services