Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: December 12, 2023
SUBJECT: LANDSCAPE MAINTENANCE DISTRICT IRRIGATION
CONTROLLER REPLACEMENTS
DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Approve a contract with Wildscape Restoration, Inc., DBA Urban Greening, to remove and replace irrigation equipment supporting Landscape Maintenance District Zone T67 - Miramontes and T69 - West Hills, for a base amount of $64,329 with a 15 percent contingency in the amount of $9,650 for a total amount not to exceed $73,979.
2. Approve purchase of 21 WeatherTRAK controllers from Site One Landscape Supply in an amount not to exceed $113,187.
3. Appropriate funds in the amount of $187,166 from the Landscape Maintenance District Fund Balance (357) to expenditure accounts 3572457-516113 for $8,777 and 3572462-516113 for $178,389.
4. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
In 2009, following a request for proposal process, staff initiated the project of replacing the City of Santa Clarita (City) Landscape Maintenance District's (LMD) existing irrigation controllers with a state-of-the-art irrigation controller, known as WeatherTRAK from HydroPoint Data Systems (HydroPoint). As a result, HydroPoint became the City's certified distributor, and Site One Landscape Supply was recognized by Purchasing staff as the City's single-source supplier for irrigation controllers. Since 2009, the City, through various bid processes and multiple annexations, has accumulated over 700 WeatherTRAK irrigation controllers.
After integrating WeatherTRAK controllers into the LMD operations, the City has saved over two billion gallons of water. Currently, the City maintains the largest single deployment of WeatherTRAK controllers in the United States and is a leader in water conservation best management practices.
The City's supplier, Site One Landscape Supply, has provided pricing for 20 WeatherTRAK controllers to replace outdated controllers in LMD Zone T69 - West Hills. All areas within Zone T69 became City jurisdiction effective November 2018 following annexation from Los Angeles County. As a result of the annexation, the City inherited an irrigation system that was not congruent with the WeatherTRAK system and is now at the end of its useful life. Additionally, the City received pricing to replace one outdated controller in LMD Zone T67 - Miramontes.
Accordingly, staff recommends awarding the purchase of 21 controllers from Site One Landscape Supply at a total sale price of $113,187, which includes a performance management subscription through 2025, consistent with the City’s existing subscription.
To secure pricing for the installation of the 21 controllers, an informal Invitation to Bid, Number LMD-23-24-01, was published and circulated on the City's e-procurement platform, BidNet, in July 2023. Twenty-five vendors downloaded the bid specifications, with three bids submitted to the City and reviewed by staff in August 2023. The results are as follows:
Company Location Bid Amount
1 Wildscape Restoration, Inc., DBA Urban Greening Ventura, CA $64,329 2 JAS Landscape, Inc. Oxnard, CA $69,880
3 Stay Green, Inc. Santa Clarita, CA $90,560
Following the opening of bids, staff identified Wildscape Restoration, Inc., DBA Urban Greening (Wildscape), as the lowest responsive and responsible bidder. Wildscape possesses a valid State Contractor’s License and is in good standing with the Contractor State License Board.
Moreover, staff reviewed their bid for accuracy and conformance to the contract documents and found it complete. Therefore, staff recommends awarding the installation contract to Wildscape.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
This action requires a one-time appropriation from the Landscape Maintenance District Fund Balance (357) to expenditure account 3572457-516113 in the amount of $8,777 and to expenditure account 3572462-516113 in the amount of $178,389.
ATTACHMENTS
Site One Quote #6391903
BID # LMD-23-24-01 (available in the City Clerk's Reading File)
LMD-23-24-01 Response File (available in the City Clerk's Reading File)