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Home My WebLink About11 Approve DWGR Sole Source Irrigation SuppliesMEETING DATE: PREPARED BY: REQUEST: Recommendation STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT June 10, 2021 Randy Chavez, Landscape Supervisor Bertha A. Gonzalez, Accounting Specialist Authorize the purchase of golf course irrigation supplies from High Tech Irrigation, Inc., of Indio, California, for the Desert Willow Golf Resort (DWGR) during Fiscal Year 2021-22, in an amount not to exceed $60,000. By Minute Motion: 1. Grant an exception to the bidding requirements, as provided for by Section 3.30.160(J) of the Municipal Code; and, 2. Authorize the purchase of Rain Bird golf course irrigation supplies from High Tech Irrigation, Inc., of Indio, California, during Fiscal Year 2021-22, in the amount not to exceed $60,000. Funds are available in Course and Grounds Expenses, Account No. 5204195-4803100. Strategic Plan On -going maintenance of the Desert Willow golf courses sustains one of the City's premier recreational facilities. By preserving and enhancing this facility, the City furthers its goals of continuing the high quality of life that our residents and visitors expect, and providing recreational and exercise opportunities in all public spaces. Background Analysis The Desert Willow Golf Resort has a Rain Bird irrigation system on both golf courses that requires Rain Bird irrigation supplies. These products provide everyday function of the system and productivity of the courses. Rain Bird Corporation has informed staff through the attached letter that High Tech Irrigation is the only authorized local distributor of Rain Bird Products. Due to an exclusive agreement with Rain Bird Corporation, on January 12, 2012, the City Council approved High Tech Irrigation, Inc., as the sole provider of Rain Bird golf course irrigation products in this region. June 10, 2021 - Staff Report Approval of Golf Course Irrigation Supplies for Desert Willow Golf Resort Page 2 of 2 The Desert Willow golf course superintendent is responsible for the determination of the need and use of the irrigation supplies. The actual quantities of golf course irrigation supplies purchased will be on an as -needed basis and dependent on the irrigation system's performance. DWGR staff has projected the cost for these supplies to be approximately $60,000 from July 1, 2021, through June 30, 2022. Fiscal Analysis This is an ongoing purchasing activity with no fiscal impact beyond the annual cost of the supplies, which has been included in the FY 2021-22 operating budget for Desert Willow Golf Resort. Fiscal Year Expenditures 18-19 19-20 20-21 Projected 21-22 Budget LEGAL REVIEW N/A $ 65,082.00 $ 48,656.00 k $ 55,000.00 $ 60,000.00 DEPT. REVIEW Andy firestine 2awft'`%% 1 FINANCIAL REVIEW Robert W. Hargreaves Andy Firestine City Attorney Assistant CityManagerJanet M. Moore Director of Finance City Manager, L. Todd Hileman: L. Todd H-116400, CONTRACTOR: High Tech Irrigation, Inc 80975 Indio Boulevard, Building A Indio, California 92201 ASSISTANT CITY MANAGER .Andy firestine Andy Firestine Assistant City Manager CONTENTS: ASR January 12, 2012 Sole Source Distribution Letter from Rain Bird Corporation High Tech Material Quote CITY COUNCIL A9 TION APPROVED V . DENIED RECEIVED OTHER MEETING DATE CO Ir.) • AYES:fI(,iY iL �YCl rI.NP,C�lirtie, r1afi \p ,H Ih 1--LL y NOES: �r ABSENT: N)ne ABSTAIN• 1� VERIFIED BY• NA iSI SYS Original on File with City Clerk's Office REQUEST: SUBMITTED BY: APPLICANT: DATE: CONTENTS: Recommendation CITY OF PALM DESERT STAFF REPORT AUTHORIZATION TO NEGOTIATE WITH HIGH TECH IRRIGATION, INC. (INDIO, CA) FOR THE PURCHASE OF GOLF COURSE IRRIGATION SUPPLIES FOR THE DESERT WILLOW GOLF RESORT FOR FISCAL YEAR ENDING (FYE) 2012 Heather Buck, Project Coordinator High Tech Irrigation Corporation 80975 Indio Blvd Indio, CA 92201 January 12, 2012 Sole Source Distribution Letter from Rain Bird Corporation By Minute Motion: 1. Authorize staff and the Desert Willow Golf Resort to negotiate with High Tech Irrigation for the purchase of golf course irrigation supplies for FYE 2012 in an amount not to exceed the approved budget; (Contract No. C31470) 2. Determine the golf course irrigation supplies must be sole sourced; and 3. Authorize the City Manager to execute the contract. Funds are available in Desert Willow Fund 520. Background The Desert Willow Golf Resort has an existing Rain Bird irrigation system on both golf courses. High Tech Irrigation, Inc. is the sole provider of Rain Bird golf course irrigation products in this region due to an exclusive agreement with Rain Bird Corporation (see attached letter). The irrigation supplies are required to service the existing irrigation system at the Desert Willow Golf Resort, and provide for the everyday functionality of the system and productivity of the courses. Staff Report Authorization to negotiate for Golf Course Irrigation Supplies at Desert Willow January 12, 2012 Page 2 of 2 Staff has reviewed the attached letter with the City Attorney; therefore, requests authorization to negotiate with High Tech Irrigation, Inc. for golf course irrigation products for FYE 2012 for the Desert Willow Golf Resort. Fiscal Analysis The actual quantities of golf course irrigation supplies purchased for FYE 2012 will be on an as -needed basis dependent on many factors directly related to the current irrigation system performance at the Desert Willow Golf Resort. The projected cost for these supplies is $33,000.00. The Desert Willow golf course superintendent is responsible for the determination of the application and use of the irrigation supplies. No appropriation is required; funding is available in the current Desert Willow 2011/2012 budget. Submitted By: Heather Buck, Project Coordinator Department Head: McCarthy, Redevelopment Approval: n M. Wohlmuth, City Manager Martin Alvarez, Redevelopment Mgr. Paul S. Gibson, Director of Finance CITY COUNCILION APPROVED V DENIED RECEIVED OTHER MEETING DATE / - i'") o l � AYFS•IYAscni rtnerfy( Par' frocncoi �oieje( NOES: M ABSENT: None. ABSTAIN: VERIFIED BY? nib I � Original on File with City Clerk's -Office GAM/Waatfer Buc \Desert WiNowAAnnual RFPAImgation Suppiies'.StfRpt\Stf SoleSource for Irrigation Supplies.00c ftA,NkB,Ri., May 18th, 2021 Jared Burns City of Palm Desert Palm Desert, CA. Dear Mr. Burns: Thank you for your interest in Rain Bird Irrigation products. Rain Bird Golf products are distributed through local independent distributors equipped to assess your requirements, develop specifications, and provide necessary service and support. Rain Bird Golf distributors sell and service Rain Bird Golf products in specific regions. The only current Rain Bird Golf irrigation distributor in Southern California is High Tech Irrigation. Rain Bird reserves the right, without notice, to expand or change its local distributors as marketing and business conditions warrant. If you have any questions or concerns, please do not hesitate to call me at (858) 864-3915. Thank you, iwkoPee4444, John Pollok Southwest District Sales Manager Rain Bird Corporation Golf Division 6991 E. Southpoint Road Tucson, AZ 85756 (858) 864-3915 mobile www.rainbird.com Rain Bird Corp. — Golf Division 6991 E. Southpoint Rd, Tucson, AZ 85706 Phone: (620) 741-6100 [This page has intentionally been left blank.] Page : 1 Quote Date 05/13/21 Quote No. 200153 PRICE QUOTATION HIGH TECH IRRIGATION, INC DESERT BRANCH 80-975 INDIO BLVD BT,DG A INDIO CA 92201 Printed At : 10:55:52 Quote Expiration Date Writer Slsm 06/12/21 JR 8 Quoted To:DESEWILGOL-0001 DESERT WILLOW GOLF RESORT NGCOA PERMIT #33-15-3305310 38-995 DESERT WILLOW DR PALM DESERT CA 92260 Quotation Note: Ln 1 2 3 4 5 6 7 8 Order Quant 1 1 1 1 1 1 1 1 Ship To:DESEWILGOL-0001 GOLF MAINT 38-400 PORTOLA AVE PALM DESERT CA 92260 EDP Code / Description 21570236 702 F.C. INTERNAL ASSY #36 21575236 752 PC/FC INTERNAL ASSY #36 211468 EAGLE 700/750 VALVE ASSY ELEC GRC162736 752E PC/FC ELEC #36 70PSI ACME GRC06273605 702 F.C. ELEC #36 70 BLK/RED MSC+RPR RB MSC+ BASIC BOARD REPAIR DCHIP RAIN BIRD DS1243Y CHIP X68051 2 GPH EMITTER THREADED (RED) 13 MAY 2021 WH Net Price UM 1 Ext Price 106.160 EA 106.16 123.995 EA 124.00 68.791 EA 68.79 295.074 EA 295.07 259.212 EA 259.21 285.000 EA 285.00 159.960 EA 159.96 0.402 EA 0.40 Sub -Total Tax Quotation Total: $1,298.59 $100.64 $1,399.23