SR 08-08-2017 3C
City Council Report
City Council Meeting: August 8, 2017
Agenda Item: 3.C
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To: Mayor and City Council
From: Susan Cline, 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 #4277 to SiteOne Landscape Supply, a Georgia-based company for
the purchase of 24 Calsense smart irrigation controllers, including component
parts;
2. Authorize the Purchasing Services Manager to issue a purchase order with
SiteOne Landscape Supply for the purchase of 24 Calsense smart irrigation
controllers in the amount not to exceed $193,163 (including a 10% contingency)
for one year, with two additional one-year renewal options for the purchase of
additional controllers for a total amount not to exceed $493,197, with future year
funding contingent on Council budget approval.
Executive Summary
The City continues to implement water efficiency measures in response to the statewide
drought and the goal to attain water self-sufficiency by 2020. Implementation of
Calsense smart irrigation controllers have resulted in approximately 23% water savings
over 2013 levels where they have been installed. Staff now seeks authorization to
purchase additional smart controllers to outfit the remainder of the City. Following a
competitive process, staff recommends SiteOne Landscape Supply as the best and
lowest bidder for a total cost of $193,163 (including 10% contingency). Staff expects to
complete installation of the controllers by December 2017.
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
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(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
aggregate statewide 25% reduction in potable urban water use by February 2016.
In accordance with statewide drought efforts, the City is engaging in efforts to reduce its
water consumption. In addition, the City created the Sustainable Water Master Plan to
reduce water use by 20% and be 100% water self-sufficient by 2020. According to the
City’s Water Resources Division, in 2016, City landscaping accounted for 57% of the
City government’s total water usage.
On March 22, 2016 (Attachment B), Council awarded the purchase of 39 Calsense
smart irrigation controllers, including component parts, to Smith Pipe & Supply, Inc. in
an amount not to exceed $328,726.
Although Santa Monica is meeting its local water conservation goal of 20% below 2013
usage levels, it must continue to meet this target for long-term resiliency and water self-
sufficiency. Santa Monica’s groundwater, the City’s major supply of water, has been
impacted by the long-term effects of the drought and can take years to rebound.
Continuing conservation efforts will help the City achieve its water self-sufficiency goal,
ending the need to rely on imported water to meet the demands of the community.
The City is maintaining its current drought restrictions including water use allowances
and penalties for exceeding allowances. In a continuing effort to support the City’s
drought response, Public Landscape Division staff sought to continue the replacement
of current irrigation controllers, the devices that operate automatic irrigation systems,
used throughout the City’s parks, landscape sites and other City property. Calsense
smart irrigation controllers conserve water by automatically adjusting to climate and
environmental changes, such as rain and cooling periods, by collecting daily real-time
data specific to this region from the California Irrigation Management Information
System (CIMIS) station located in Santa Monica. Further, smart controllers detect
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mainline and sprinkler line breaks with the use of flow meters and master valves.
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,
out of warranty and in some instances in disrepair. To help determine the capabilities
and effectiveness of new irrigation technology, staff piloted Calsense irrigation
controllers at two parks in 2015. Staff also replaced 39 controllers with Calsense smart
controllers at various locations citywide in 2016 and is actively monitoring the
controllers. Since the Calsense controllers were installed, staff has observed faster and
more reliable and relatable communication between the controller and irrigation
technician’s smartphone and the ability to make irrigation adjustments remotely both
during and after business hours. Worth noting is the fact that irrigation main line and
lateral line breaks or failures are identified, and automatic notices are sent to staff in real
time. The table below provides a brief comparison of the current and new technology.
Current New
Utilizes modem to modem and radio
to radio communication which is
outdated and makes
communication difficult with field
controllers
Wireless communication capability
enables the use of smart phones
and tablets to make irrigation
adjustments remotely
Cumbersome and limited data Easy and comprehensive data
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gathering, analysis and reporting
No longer under warranty and
requires expensive component
replacement parts to keep
operational
10-year warranty
Manual irrigation schedule
programming
Automatic irrigation schedule
programming based on climate and
landscape type
In 2016, water use at parks and landscape sites decreased by 21% 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 extent until full implementation. The controllers
piloted at two parks starting in late 2015 have reduced water use 23% compared to
2013. Water savings related to the 39 controllers installed in September 2016 is
currently being monitored. In order to accurately evaluate water savings, data must be
collected over one year of operation; however, staff anticipates that the savings from
these controllers will be in the range of the two pilot installations. Installation of the 24
new controllers would be performed by staff by December 2017. Out of all sites
identified, 39 sites remain in order to fully update our current irrigation control system.
With the two additional one-year renewal options, staff would replace all 39 remaining
controllers for a total of $300,034, per Attachment C, contingent on Council budget
approval.
Vendor Selection
On May 15, 2017, the City published Notices Inviting Bids to furnish and deliver 24
Calsense smart irrigation controllers, including component parts for use at locations
citywide in accordance with City specifications. The bid was posted on the City's on-line
bidding site, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. 21 vendors downloaded
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the bid. Three bids were received and publicly opened on June 1, 2017.
Bidder Bid Amount
SiteOne Landscape Supply $175,602
Ewing Irrigation Products $177,800
Smith Pipe & Supply, Inc. $182,393
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, ability to deliver, quality of product, and compliance with City specifications.
Based on these criteria, SiteOne Landscape Supply, the lowest bidder, is recommended
as the best bidder.
Financial Impacts and Budget Actions
The purchase order to be awarded to SiteOne Landscape Supply is for an amount not
to exceed $493,197. Funds of $193,163 are available in the FY 2017-18 Capital
Improvement Program budget in account C259131.589000. Future year funding is
contingent on Council budget approval.
Prepared By: Amber Carranza, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. January 13, 2015 Staff Report (web link)
B. March 22, 2016 Staff Report (web link)
C. 39 Remaining Controllers
D. Oaks Initiative Form
Amount
(Based on Manufacturer's
Suggested Retail Price)
1 Borderline 6,453.93$
2 Bicknell Ave 5,304.18$
3 Franklin Reservoir 7,735.08$
4 Transit Mall Broadway 5,304.18$
5 Transit Mall 2 Santa Monica 5,879.06$
6 Fire Station 2 6,519.63$
7 Charnock 6,519.63$
8 26th-Washington 5,304.18$
9 N Airport C 7,094.51$
10 Airport Admin 1 7,094.51$
11 Airport Admin 2 7,094.51$
12 Fairview Library 6,519.63$
13 Montana Library 7,094.51$
14 Expo 6th 6,011.55$
15 Expo 11th 7,161.30$
16 Expo 17th 8,311.05$
17 Expo 20th 6,011.55$
18 Expo 26th 6,011.55$
19 Expo Clover E 6,586.43$
20 Expo Clover W 6,586.43$
21 Olympic 12th 8,786.28$
22 Olympic 16th 8,786.28$
23 Olympic 19th 8,786.28$
24 Olympic 21st 8,786.28$
25 Olympic 26th 8,786.28$
26 4th Gerogina 10,067.43$
27 4th Palisades 10,067.43$
28 Olympic Stewart 8,786.28$
29 San Vicente 7th 8,786.28$
30 San Vicente 9th 8,786.28$
31 San Vicente 16th 8,786.28$
32 San Vicente 18th 8,786.28$
33 San Vicente 21st 8,786.28$
34 San Vicente 24th 8,786.28$
35 San Vicente Espart 8,786.28$
36 San Vicente Ocean 8,145.71$
37 N Airport A 8,786.28$
38 N Airport B 9,361.16$
39 Ashland Park 8,786.28$
TOTAL 300,033.33$
Attachment D - 39 Remaining Controllers
Site Description#
REFERENCE:
A COPY OF THIS STAFF REPORT
IS ALSO IN LEGISLATIVE FILE
NUMBER 502‐001‐04 – THE
STAFF REPORT WITH THE
ATTACHMENTS ARE IN 205‐003