SR 03-22-2016 3H
City Council
Report
City Council Meeting: March 22, 2016
Agenda Item: 3.H
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Public Landscape
Subject: Award Bid for the Purchase of Calsense Smart Irrigation Controllers
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4236 to Smith Pipe & Supply, Inc., a California-based company for
the purchase of 39 Calsense smart irrigation controllers, including component
parts;
2. Authorize the Purchasing Services Manager to issue a purchase order with Smith
Pipe & Supply, Inc. in an amount not to exceed $328,726 (includes a 10%
contingency), with future year funding contingent on Council budget approval.
Executive Summary
In accordance with statewide drought efforts, the City is engaging in efforts to reduce its
water consumption. In 2015, C
water usage. The purchase of Calsense smart irrigation controllers would replace old
irrigation technology at various park and landscape locations citywide. In January 2016,
the City solicited bids to purchase 39 Calsense smart irrigation controllers, including
to monitor irrigation performance, make adjustments remotely and create real time
reports related to water use. Staff recommends Smith Pipe & Supply, Inc. as the best
bidder for this project for a total cost of $328,726 (includes a 10% contingency).
Background
On January 13, 2015 (Attachment A), Council adopted the update to the Water
Shortage Response Plan (WSRP), re-declared a Stage 2 Water Supply Shortage,
established a citywide 20% reduction target from 2013 water usage by December 31,
2016, and approved the implementation of water use allowances for all water customers
(except non-potable accounts) and penalties for exceedances of the allowance.
On April 1, 2015, California Governor Brown issued an Executive Order directing the
State Water Resources Control Board to impose mandatory restrictions to achieve an
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aggregate statewide 25% reduction in potable urban water use by February 2016. To
controllers, the devices that operate automatic irrigation systems, used throughout the
operty.
Discussion
The Public Landscape Division of the Public Works Department maintains 28 parks
(130 acres) and 282 landscaped sites (92 acres) such as medians, parkways and curb
bump-outs in the public right-of-way. Public Landscape Division staff responsibilities
include the management of active turf for sports fields and lawn bowling, passive turf
areas (low intensity use) such as the Civic Center and in front of City Hall, plant material
and public trees. Additionally, staff oversees six water features and landscaping at 34
City facilities such as Woodlawn Cemetery and the Big Blue Bus site.
Staff inventoried the existing irrigation infrastructure of the above mentioned areas and
recommends replacement of the current irrigation technology that is over 15 years old.
To help determine the capabilities and effectiveness of new irrigation technology, staff
has been piloting Calsense irrigation controllers at two parks for nearly a year. During
this time, staff has discovered faster and more relatable communication between the
after business hours. Given the knowledge and experience with the pilot project,
Calsense smart irrigation controllers appear to be the most technologically advanced.
The table below provides a brief comparison of the current and new technology.
Current New
Utilizes modem to modem and Wireless communication capability
radio to radio communication enables the use of smart phones
which is outdated and makes and tablets to make irrigation
communication difficult with field adjustments remotely
controllers
Easy and comprehensive data
Cumbersome and limited data gathering, analysis, and reporting
gathering, analysis and reporting
10-year warranty
No longer under warranty and
Automatic irrigation schedule
requires expensive component
programming based on climate
replacement parts to keep
and landscape type
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operational
Manual irrigation schedule
programming
In 2015, water use at parks and landscape sites decreased by 34% compared to water
use in 2013 due to operational adjustments such as shutting off irrigation for street
medians and implementing more strict irrigation schedules. With the aforementioned
technological advancements, staff anticipates that further water reduction can be
achieved but will not know to what extend until full implementation. Installation of all
controllers would be performed by staff by the end of June 2016.
Vendor/Consultant Selection
On January 4, 2016, the City published Notices Inviting Bids to purchase 39 Calsense
smart irrigation controllers, including component parts for use at locations citywide as
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bidding site, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. A total of 503 vendors
were notified and 27 vendors downloaded the bid. One bid below was received and
publicly opened on January 20, 2016.
Bidder Bid Amount
Smith Pipe & Supply, Inc. $298,842
Procurement conducted additional outreach to vendors who downloaded the bid to see
wo firms (Stay Green,
Inc. and Master Landscape & Maintenance, Inc.). Stay Green, Inc. stated that they were
not interested in the scope of work and Master Landscape & Maintenance, Inc. stated
that they would only be interested in landscape maintenance bids. In addition, Ewing
Irrigation and Landscape Supply, the largest family-owned supplier of landscape water
management products in the country, likely did not bid because it is headquartered in
Arizona and the city requires that all vendors complete and submit the State of Arizona
Disclosure form with their bid responses.
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The bid was evaluated based on the criteria in SMMC 2.24.072, including price,
previous experience, capacity and skill, ability to deliver, quality of product, and
compliance with City specifications and scope of work. Based on these criteria, Smith
Pipe & Supply, Inc. is recommended as the best bidder to deliver and provide 39
Calsense smart irrigation controllers, including component parts for use at locations
citywide in accordance with City specifications.
Financial Impacts and Budget Actions
The purchase order to be awarded to Smith Pipe & Supply, Inc. is for an amount not to
exceed $328,726 (includes a 10% contingency). Funds are available in the FY 2015 -16
Capital Improvement Program budget in account C259131.589000.
Prepared By:
Carlos Collard, Senior Administrative Analyst
Approved Forwarded to Council
Attachments:
A. January 13, 2015 Staff Report (Web Link)
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