DATE: JUNE 18, 2024
DEPARTMENT: LIBRARY AND COMMUNITY SERVICES
FROM: KRISTAN LUNDQUIST, DIRECTOR
BY: ANA AMBRIZ, REC-PARK SUPERINTENDENT
TITLE: PURCHASE OF SMART IRRIGATION CONTROLLERS
RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the Purchasing Agent to complete the purchase of 48 SMART irrigation controllers from Martin's Irrigation Supply, Inc. for the amount of $184,177.98, plus a 10% contingency, for a total amount not to exceed $202,596.
EXECUTIVE SUMMARY:
Staff conducted a system-wide assessment of park irrigation systems in late 2022. One of the assessment recommendations was to transition from manual to SMART controllers. Staff is seeking authorization to purchase 48 controllers from Martin’s Irrigation Supply, Inc., a local vendor and allow for a 10% contingency for potential price increases in an amount not to exceed $202,594. The purchase and transition to SMART irrigation controllers will better assist parks staff with water flow management in the irrigation of its parks and facilities.
BACKGROUND:
On March 11, 2021, President Biden signed the American Rescue Plan Act (ARPA), which provided the City of Salinas with $51,567,313 in relief funds. In September 2021, the City Council allocated ARPA funds for several government service projects, including $5 million dollars for irrigation improvements systemwide.
In August of 2022, the City released a Request for Proposals for a comprehensive assessment of the existing irrigation systems, equipment and components at City Parks. The assessments requested a set of written, actionable, and prioritized recommendations to meet project goals of improving water use efficiencies; reducing maintenance needs; effectively and efficiently managing the current irrigation systems and steps to standardize irrigation systems across the park system.
The City received one bid and awarded a contract to K&D Landscaping in November of 2022. K&D Landscaping completed the assessment in May of 2023. The assessment noted that the existing controllers were “not online, not able to be controlled remotely or access local weather data and should be replaced.” The Park Operations Manager evaluated several commercial irrigation controllers from irrigation industry leaders and after careful evaluation of Division’s needs, familiarity, and goal of improving water use efficiencies, selected Rain Bird controllers from Martin’s Irrigation Supply, Inc. Rain Bird sells their products through certified distributors. Staff requested bids from the three nearest distributors: Ewing Irrigation in Monterey, Martin’s Irrigation Supply Inc. in Seaside, and SiteOne Landscape Supply in Gilroy.
Vendor
Bid
Ewing Irrigation
$255,549.48
Martin’s Irrigation Supply Inc.
$184,177.98
SiteOne Landscape Supply
$183,551.26
Although Martin’s Irrigation Supply Inc’s, bid is $626.72 more than the lowest bid, the City Council can approve this purchase pursuant to Salinas Municipal Code 12-27 (exception to low-bid based competition). Martin’s Irrigation Supply’s responsiveness, and proximity yield best value to the City. The approval of this purchase will better assist parks staff in water flow management in the irrigation of its parks and facilities. The new controllers will enable remote irrigation management through additional features beyond the current controllers. They are more efficient and will save staff time with a better user interface and ease of programming for multiple sites in addition to potential savings of water costs. As noted in the attached quote, in addition to the controller, the bid includes five years of data plans for each controller as well as other components.
Consistent with Purchasing Policies and ordinance (2576) the purchase of equipment in the amount of more than $30,000 with one vendor requires City Council authorization.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).
STRATEGIC PLAN INITIATIVE:
Transitioning to SMART irrigation controllers meet the City Council Goals of:
Infrastructure and Environmental Sustainability
Public Safety
Youth & Seniors
FISCAL AND SUSTAINABILITY IMPACT:
Funds are appropriated and available in account 3911.55.8191.
ATTACHMENTS:
Resolution
Quote
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