TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: September 11, 2024
SUBJECT: APPROVAL TO PROCURE AND INSTALL IRRIGATION
CONTROLLERS AND OUTPUT BOARDS FOR CITY-OWNED
CENTER MEDIANS IN THE AMOUNT OF $63,693.13
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure
BACKGROUND
On May 31, 2024, the City Council approved the Fiscal Year 2024-25 Operating and Capital Improvement Program (CIP) budgets. As part of the CIP budget, the City Council approved the appropriation of $75,000 for Citywide Irrigation Upgrades. This represents a continuation of the program that began in FY 2023-24 with the replacement of irrigation controllers at Lacy Park. The upgrades for FY 2024-25 are solely focused on upgrading the irrigation controllers for the City-owned landscaped center medians along Huntington Drive, Sierra Madre Boulevard, and Old Mill Road, which will improve the efficiency of the median irrigation system and save money.
DISCUSSION
The City is responsible for irrigating approximately 25 acres of landscaping across all the center medians. The existing irrigation systems on some of the medians are several decades old, and therefore outdated and inefficient. To remedy this issue, staff recommends replacement of three irrigation controllers in the center medians with new smart controllers, as well as ten upgraded output boards and appurtenant devices at five locations in the landscaped center medians located at:
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
· Sierra Madre Blvd between Lombardy Road and Canterbury Road · Huntington Drive (in front of Crowell Public Library) · Huntington Drive between Bedford Road and Westhaven Road · Huntington Drive (in front of City Hall)
· Old Mill Road between Huntington Drive and Monterey Road The five locations were selected based on the age and functionality of the existing irrigation system. The purchase and installation of the new Toro Sentinel DXI Controllers along with the upgraded output boards will expand the coverage area with more water-efficient irrigation while still keeping the medians well-maintained. The newer Toro smart controllers and output boards are compatible with the City’s existing Toro irrigation system, and will improve the efficiency of the system to save staff time, water and money.
The Parks and Public Works Department received one quote from Imperial Sprinkler Supply for the procurement and installation of three Toro irrigation controllers, ten upgraded output boards and appurtenant devices at the above five locations in the total amount of $63,693.13 (includes procurement and installation). Toro is part of Sourcewell, a cooperative purchasing alliance that manages the solicitation process and awards contracts on behalf of government and non-profit agencies. Agencies that purchase supplies and equipment through Sourcewell benefit from lower costs by combining the purchasing power of more than 50,000 government, education, and non-profit organizations. As such, the purchase would be in compliance with the City’s procurement policy per SMMC 2.06.05.B.6 and bidding requirements may be waived.
Based on the quote and the fact that Toro is a participant in the Sourcewell cooperative purchasing alliance, staff recommends the three irrigation controllers, ten upgraded output boards and appurtenant devices be procured from Toro and installed by Imperial Sprinkler Supply in the amount of $63,693.13.
It is important to note that this is the first phase of irrigation upgrades needed in the center medians. This phase does not address the irrigation lines themselves that are also several decades old, and require frequent repairs.
The second phase of this project to replace the irrigation lines will be addressed in a future capital improvement project.
FISCAL IMPACT & PROCUREMENT REVIEW
The City’s adopted FY 2024-25 budget includes an appropriation of $75,000 in Account #394-50-4600-7041 for Citywide Irrigation Upgrades in the Capital Improvement Program budget. The quote from Imperial Sprinkler Supply for the purchase and installation of Toro smart irrigation controllers and output boards is $63,913.13. Therefore, a sufficient amount is available for the cost of this purchase.
This purchase is in compliance with the City’s procurement policy, as the Department will be using a cooperative purchasing alliance in accordance with SMCC 2.06.05.B.6.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve the procurement and installation of new Toro smart irrigation controllers, output boards and appurtenant devices from Imperial Sprinkler Supply in the amount of $63,693.13. “I move to approve the procurement and installation of new Toro smart irrigation controllers, output boards and appurtenant devices for the City’s landscaped center medians from Imperial Sprinkler Supply in the amount of $63,693.13.”
ATTACHMENTS
1. Imperial Sprinkler Supply Irrigation Controller Quote
2. Citywide Irrigation Upgrades CIP Form