HomeMy WebLinkAboutPurchase - Irrigation Supplies STAFF REPORT
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
MEETING DATE: April 12, 2018
PREPARED BY: Randy Chavei Landscape Supervisor
REQUEST: Award the purchase of Civic Center CalSense Irrigation Supplies to
SiteOne Landscape Supply of Palm Desert, California, in the
amount of $35,737.66.
Recommendation
By Minute Motion:
1. Waive bid irregularity; and
2. Award the purchase of Civic Center CalSense Irrigation Supplies to
SiteOne Landscape Supply of Palm Desert, California, in the amount
of $35,737.66.
Funds are available in Account No. 4004388-4400100, Capital Project Reserve.
Strategic Plan
This project supports Priority 1 of the Energy and Sustainability goal. These Web based
Smart Controllers will allow staff to manage water more efficiently. Staff will also be able
to respond much quicker to mitigate irregular water output alarms.
Background Analysis
There are 11 CalSense smart controllers that irrigate the Civic Center campus. The
existing controllers and hubs are no longer being repaired and cannot be upgraded. The
installation of these controllers and hubs will substantially improve staff's ability to view
and respond to the information generated by the controllers.
The new version of controllers and hubs are Web based and are designed to be
compatible with the Internet of Things. These controllers will give City personnel and
any authorized user greater flexibility to manage the City's resources. Instead of a
solitary command center, with the addition of the new hubs, water can be managed
from any device connected to the Internet. Controllers will be programmed and water
can be turned off and on from any smartphone, thus saving staff time and water. Staff
will gradually phase out all of the outdated controllers citywide and replace them with
this controller in an effort to maintain industry standards.
April 12, 2018 - Staff Report
Award Civic Center CalSense Irrigation Supplies
Page 2 of 2
On February 28, 2018, the City Clerk called for bids for the purchase of Civic Center
CalSense Irrigation Supplies. Sealed bids were opened and read out loud on Tuesday,
March 13, 2018, at 10:30 a.m. with the following results:
Contractor Location Price
1 SiteOne Landscape Supply Palm Desert, CA $35,737.66
In reviewing the sole bid from SiteOne Irrigation Supply, it was noted that sales tax was
incorrectly calculated. Bidder calculated the sales tax at 8.00%, and Palm Desert sales
tax is currently at 7.75%. This miscalculation reduces the bid amount by $82.92, which
brings the total of the purchase to $35,737.66. The City Attorney has indicated that this
minor irregularity can be waived.
Fiscal Analysis
This is a one-time purchase with no fiscal impact beyond the purchase amount.
LEGAL REVIEW DEPT. REVIEW FINANCIAL CITY MANAGER
REVIEW
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N/A •
.
Robert W. Hargreays��snothy R ongd...0144.44.0'...,}‘
on, P.E. oore ` Lauri Aylaian
City Attorney Independent In Director of Finance City Manager
Director of Public Works
APPLICANT: SiteOne Landscape Supply
77868 Wildcat Drive
Palm Desert, California 92211
ATTACHMENTS: Bid—SiteOne
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City of Palm Desert
Riverside County, California
Specifications and Bid Document .
For
PURCHASE OF CIVIC CENTER
CALSENSE IRRIGATION SUPPLIES
PROJECT NO. 940-19
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T' othy R. na 9ictd
, P.E. Date
'-independe Interin Director of
Public Works
Page I orlo
• CITY OF PALM DESERT
NOTICE INVITING BIDS
PURCHASE OF CIVIC CENTER CALSENSE IRRIGATION SUPPLIES
PROJECT 940-19
PUBLIC NOTICE IS HEREBY GIVEN that City of Palm Desert invites sealed bids for
the above stated project and will receive such bids in the offices of the City Clerk
Department up to the hour of 10:30 a.m. on Tuesday, March 13, 2018, at which time,
they will be opened and read out loud.
Printed copies of said documents may be obtained at the Public Works Department
located at 73-510 Fred Waring Drive, Palm Desert, California, or requested via email by
calling the Public Works Department at 760-776-6450.
Bids must be prepared on the approved forms and submitted in a sealed envelope
plainly marked on the outside "SEALED BID FOR PURCHASE OF CIVIC CENTER
CALSENSE IRRIGATION SUPPLIES (PROJECT NO. 940-19) - DO NOT OPEN WITH
REGULAR MAIL."
By submitting a bid, bidder agrees that in carrying out its responsibilities under the
Contract/ Agreement, and in particular with regard to the employment of persons and
subcontractors working on the project, it will not discriminate on the basis of race, color,
creed, national origin, religion, sex, age, or disability. In the event any of the work
performed by consultant hereunder is subcontracted to another person or firm (if
authorized), the subcontract shall contain a similar provision.
The City reserves the right to reject any or all bids, to waive any irregularities, to accept
any bid or portion thereof, and to take all bids under advisement for a period of sixty
(60) days.
BY ORDER OF the City Council of the City of Palm Desert.
Dated this day of February 2018.
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT
73-510 Fred Waring Drive
Palm Desert, CA 92260
(760) 346-0611
Page 2 of 10
•
• CITY OF PALM DESERT
PURCHASE OF CIVIC CENTER CALSENSE IRRIGATION SUPPLIES
TERMS AND CONDITIONS
REQUIREMENT TO MEET ALL BID PROVISIONS
Each bidder shall meet all of the specifications and bid terms and conditions. Non-substantial deviations
may be considered provided that the bidder submits a full description and explanation of, and justification
for, the proposed deviations. Final determination of any proposed deviation will be made by the City of
Palm Desert.
RETENTION AND AWARD
The City reserves the right to retain all bids for a period of thirty days (30) for examination and comparison.
The City also reserves the right to waive non-substantial irregularities in any bid, to reject any or all
proposals, to reject or delete one part of a proposal and accept the other, except to the extent that the bids
are qualified by specific limitations, and to make award to the lowest responsible, responsive bidder as the
interest of the City may require.
WITHDRAWAL
Bidder may withdraw their quote, without prejudice, prior to the time specified for the bid opening, by
submitting a written request to the City Clerk for its withdrawal, in which event the proposal will be returned
to the bidder unopened. No proposal received after the time specified or at any place other than the place
stated in the "Notice Inviting Bids" will be considered. All quotes will be opened and declared publicly.
Vendors, or their representative, are invited to be present at the opening of the bids.
SUBMISSION OF ONE BID ONLY
No individual, or business entity of any kind, shall be allowed to make or file, or to be interested in more
than one bid.
COMMUNICATION REGARDING BID
All timely requests for information submitted in writing will receive a written response from the City.
Telephone communication with City staff are not encouraged, but will be permitted; however, any such oral
communication to the City Staff shall not be binding on the City.
PAYMENT
The City's payment terms are sixty (60) days from the receipt of an original invoice referencing the a city's
project number and acceptance of the materials, supplies, equipment, or service (Net 60).
DELIVERY LOCATION:
Irrigation supplies shall be delivered to the City of Palm Desert Corporation Yard that is located at 74-705
42nd Avenue in Palm Desert, California 92260.
BID SUBMISSION
Bids must be prepared on the approved forms, signed, notarized and submitted in a sealed envelope
plainly marked on the outside "SEALED BID PURCHASE OF CIVIC CENTER CALSENSE IRRIGATION
SUPPLIES -DO NOT OPEN WITH REGULAR MAIL."
Completed sealed bids will be accepted by the City Clerk, City of Palm Desert, 73-510 Fred Waring Drive,
Palm Desert, California, until 10:30 a.m. on Tuesday, March 13, 2018.
Page 3 of 10
•
CITY OF PALM DESERT
PURCHASE OF CIVIC CENTER CALSENSE IRRIGATION SUPPLIES
APPENDIX A: CALSENSE (or approved equal)
LOCATIONS AND SPECIFICATIONS
Location Product Description Qty
Upgrade existing Calsense controller to an 8-station base model
Ball Fields B 'CS3-8-WM-UPGRADE CS3000 irrigation controller with stainless-steel wall-mount 1
•
enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
conventionally wired stations with additional 8-station kits(model
CS3-8-STA-KIT).MUST include original controller serial number at
time of order.
CS3000 station add-on card and terminal board to add up to 8
CS3-8STA=KIT conventionally wired stations to an existing controller.A single 4
• , CS3000 supports up to 6 of these kits for a total of 48-stations.
Interface hardware to add existing Spread Spectrum Radio to a -
CS3-SR=UPGRADE CS3-8-UPGRADE or CS3-2W-UPGRADE.Requires existing Spread 1,,
Spectrum Radio and antenna(not included).
CS3000 FLOWSENSEo option.Allows sharing of cloud
CS3-FL , communication option,programming,flow,and weather data 1
among multiple controllers.Each controller requires a
FLOWSENSE-compatible communication option such as hardwire
(models C53-M-KIT and CS3-MSSE-KIT)or spread-spectrum radio
- • • (model CS3-SR).
• Upgrade existing Calsense controller to an 8-station base model
City Hall A CS3-8-WM-UPGRADE CS3000 irrigation controller with stainless-steel wall-mount 1,
enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
conventionally wired stations with additional 8-station kits(model -
CS3-8-STA-KIT).MUST include original controller serial number at
- time of order.
CS3000 station add-on card and terminal board to add up to 8
CS3-8STA-KIT conventionally wired stations to an existing controller.A single 1
•
CS3000 supports up to 6 of these kits for a total of 48-stations. ' '
Ethernet device for CS3000 to provide communication with cloud- . .
CS3-EN' based Command Center Online using a customer's existing ?
Ethernet network
Interface hardware to add existing Spread Spectrum Radio to a
CS3-SR-UPGRADE CS3-8-UPGRADE or CS3-2W-UPGRADE.Requires existing Spread ; '1
•
Spectrum Radio and antenna(not included).
CS3000 FLOWSENSE®option.Allows sharing of cloud
C53;FL communication option,programming,flow,and weather data 1
among multiple controllers.Each controller requires a
•
FLOWSENSE-compatible communication option such as hardwire
' (models C53-M-KIT and C53-MSSE-KIT)or spread-spectrum radio
(model CS3-SR).
Page 4 of 10
Location Product Description Qty
Upgrade existing Calsense controller to an 8-station base model
City Hall North Wing CS3-8-WM-UPGRADE CS3O00 irrigation controller with stainless-steel wall-mount 1
enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
conventionally wired stations with additional 8-station kits(model
CS3-8-STA-KIT).MUST include original controller serial number at
time of order.
Interface hardware to add existing Spread Spectrum Radio to a
CS3-SR-UPGRADE CS3-8-UPGRADE or CS3-2W-UPGRADE.Requires existing Spread 1
,Spectrum Radio and antenna(not included).
CS3000 FLOWSENSEO option.Allows sharing of cloud
CS3-FL communication option,programming,flow,and weather data 1
among multiple controllers,Each•controller requires a
FLOWSENSE-compatible communication option such as hardwire
(models CS3-M-KIT and CS3-MSSE-KIT)or spread-spectrum radio
(model CS3-SR).
Upgrade existing Calsense controller in heavy-duty stainless-steel
Dog Park CS3-8-S-UPGRADE enclosure to an 8-station base model CS3000 irrigation controller. 1`
includes new SSE back plate.Does not include communications or
other options.Supports up to 48 conventionally wired stations'
with additional 8-station kits(model CS3-8-STA-KIT).MUST
include original controller serial number at time of order.
CS3000 station add-on card and terminal board to add up to 8
CS3-8STA-KIT conventionally wired stations to an existing controller.A single 1
CS3000 supports up to 6 of these kits for a total of 48-stations.
Interface hardware to add existing Local Radio to a CS3-8-
CS3-LR-UPGRADE ' UPGRADE or CS3-2W-UPGRADE.Requires existing Local Radio and 1
antenna(not included).
Upgrade existing Calsense controller to an 8-station base model
Office Complex CS3-8-WM-UPGRADE CS3000 irrigation controller with stainless-steel wall-mount 1
enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
conventionally wired stations with additional 8-station kits(model
CS3-8-STA-KIT).MUST include original controller serial number at
time of order.
CS3000 station add-on card and terminal board to add up to 8
CS3-8STA=KIT conventionally wired stations to an existing controller.A single 1
CS3000 supports up to 6 of these kits for a total of 48-stations.
Interface hardware to add existing Spread Spectrum Radio to a ,
CS3-SR-UPGRADE CS3-8-UPGRADE or CS3-2W-UPGRADE.Requires existing Spread 1
Spectrum Radio and antenna(not included).
Page 5 of 10
Location r Product 'Descri'tion Qty
CS3000 FLOWSENSE°option.Allows sharing of cloud -
CS3-FL- - communication option,programming,flow,and weather data 1"
. among multiple controllers.Each controller requires a
FLOWSENSE-compatible communication option such as hardwire
(models CS3-M-KIT and CS3-MSSE-KIT)or spread-spectrum radio
• (model CS3-SR).
•
Upgrade existing Calsense controller to an 8-station base model
Pump CS3-8-WM-UPGRADE CS3000 irrigation controller with stainless-steel wall-mount 1
enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
conventionally wired stations with additional 8-station kits(model
CS3-8-STA-K1T).MUST include original controller serial number at
•
time of order.
Interface hardware to add existing Spread Spectrum Radio to a
CS3-SR-UPGRADE CS3-8-UPGRADE or CS3-2W-UPGRADE.Requires existing Spread 1
Spectrum Radio and antenna(not included).
CS3000 FLOWSENSE°option.Allows sharing of cloud f�
CS3-FL . communication option,programming,flow,and weather data 1
among multiple controllers. Each controller requires a
FLOWSENSE-compatible communication option such as hardwire
(models CS3-M-KIT and CS3-MSSE-KIT)or spread-spectrum radio
(model CS3-SR).
Upgrade existing Calsense controller to an 8-station base model
Restroom A-1 'C53-8-WNM-UPGRADE CS3000 irrigation controller with stainless-steel wall-mount 1
enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
conventionally wired stations with additional 8-station kits(model
CS3-8-STA-KIT).MUST include original controller serial number at
time of order.
CS3000 station add-on card and terminal board to add up to 8
•
CS3-85TA=KIT conventionally wired stations to an existing controller.A single , 3,
CS3000 supports up to 6 of these kits for a total of 48-stations.
Interface hardware to add existing Spread Spectrum Radio to a
CS3-SR=UPGRADE C53-8-UPGRADE or CS3-2W-UPGRADE.Requires existing Spread 1
Spectrum Radio and antenna(not included).
Hardwire communication card and terminal board to provide
CS3-M-KIT communication between CS3000 controllers using Paige P7171D 1
communication cable.For controllers in wall-mount enclosures
• (models C53-WM,CS3-WM1,and CS3-WM2).
CS3000 FLOWSENSE°option.Allows sharing of cloud
C53-FL, ' communication option,programming,flow,and weather data 1
among multiple controllers.Each controller requires a
FLOWSENSE-compatible communication option such as hardwire
(models CS3-M-KIT and CS3-MSSE-KlT)or spread-spectrum radio
(model CS3-SR).
Page 6 of 10
•
Location Product Description Qty
• Upgrade existing Calsense controller to an 8-station base model
Restroom A-2 CS3-8-WM-UPGRADE CS3000 irrigation controller with stainless-steel wall-mount '1'
enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
conventionally wired stations with additional 8-station kits(model
CS3-8-STA-KIT).MUST include original controller serial number at
time of order.
CS3000 station add-on card and terminal board to add up to 8
CS3-8STA-KIT conventionally wired stations to an existing controller.A single 3
CS3000 supports up to 6 of these'kits for a total of 48-stations.
Hardwire communication card and terminal board to provide
tC53-M-KIT ' communication between CS3000 controllers using Paige P7171D 2,
• communication cable.For controllers in wall-mount enclosures ,
(models CS3-WM,CS3-WM1,and CS3-WM2).
CS3000 FLOWSENSE'option.Allows sharing of cloud
CS3-FL communication option,programming,flow,and weather data 1
among multiple controllers.Each controller requires a
FLOWSENSE-compatible communication option such as hardwire •
' (models CS3-M-KIT and CS3-MSSE-KIT)or spread-spectrum radio
' (model CS3-SR).
• Upgrade existing Calsense:controller to an 8-station,base model •
Restroom B CS3-8-WM-UPGRADE CS3000 Irrigation controller with stainless-steel wall-mount 1 A
enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
conventionally wired stations with additional 8-station kits(model
CS3-8-STA-KlT).MUST Include original controller serial number at ,
time of order.
•
• CS3000 station add-on card and terminal board to add up to 8
CS3-8STA=KIT conventionally wired stations to an existing controller.A single .3
CS3000 supports up to 6 of these kits for a total of 48-stations.
Interface hardware to add existing Spread Spectrum Radio to a
CS3-SR-UPGRADE. CS3-8-UPGRADE or CS3-2W-UPGRADE.Requires existing Spread • 1
Spectrum Radio and antenna(not included).
CS3000 FLOWSENSE®option.Allows sharing of cloud
CS3-F.L communication option,programming,flow,and weather data 1
among multiple controllers.Each controller requires a
FLOWSENSE-compatible communication option such as hardwire
(models CS3-M-KIT and CS3-MSSE-KIT)or spread-spectrum radio
(model CS3-SR). •
Upgrade existing Calsense controller to an 8-station base model
Sheriff Station CS3-8-WM-UPGRADE _ CS3000 irrigation controller with stainless-steel wall-mount
enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
conventionally wired stations with additional 8-station kits(model
CS3-8-STA-KIT).MUST include original controller serial number at
time of order.
Page 7 of 10
Location Product Description Qty
Interface hardware to add existing Local Radio to a CS3-8-
CS3-LR-UPGRADE UPGRADE or CS3-2W-UPGRADE.Requires existing Local Radio and 1
antenna(not included).
Upgrade existing Calsense controller in heavy-duty stainless-steel
Skate Park CS3-8=S-UPGRADE enclosure to an 8-station base model CS3000 irrigation controller. 1
Includes new SSE back plate.Does not include communications or
other options.Supports up to 48 conventionally wired stations
with additional 8-station kits(model CS3-8-STA-KIT).MUST
include original controller serial number at time of order.
CS3000 station add-on card and terminal board to add up to 8
CS3-8STA-KIT conventionally wired stations to an existing controller.A single 2
CS3000 supports up to 6 of these kits for a total of 48-stations.
Interface hardware to add existing Local Radio to a CS3-8-
CS3-LR-UPGRADE UPGRADE or CS3-2W-UPGRADE.Requires existing Local Radio and 1
antenna(not included).
•
Upgrade existing Calsense controller to an 8-station base model
YMCA C CS3-8=WM-UPGRADE, CS3000 irrigation controller with stainless-steel wall-mount
• enclosure.Includes new wall-mount enclosure.Does not include
communications or other options.Supports up to 48
• conventionally wired stations with additional 8-station kits(model ,
CS3-8-STA-KIT).MUST include original controller serial number at . '
: time of order.
'• CS3000 station add-on card and terminal board to add up to 8
CS3-8STA-KIT ' conventionally wired stations to an existing controller.A single 2
CS3000 supports up to 6 of these kits for a total of 48-stations.
Interface hardware to add existing Spread Spectrum Radio to a
CS3-SR-UPGRADE CS3-8-UPGRADE or CS3-2W-UPGRADE.Requires existing Spread „ 1
Spectrum Radio and antenna(not included). •
CS3000 FLOWSENSE®option.Allows sharing of cloud
CS3-FL communication option,programming,flow,and weather data '1
•
• among multiple controllers.Each controller requires a
FLOWSENSE-compatible communication option such as hardwire
(models CS3-M-KIT and CS3-MSSE-KIT)or spread-spectrum radio
(model CS3-SR).
Upgrade existing Calsense HUB to a new CS3000 hub with
Corporate Yard Hub CS3-HUB'-WM-UPGRADE stainless-steel wall-mount enclosure.Includes new all-mount
Upgrade enclosure with no antenna holes. Includes interface hardware to
add existing compatible communication devices(e.g.,
CS3-GR-UPGRADE and CS3-LR-UPGRADE).Does not include
stations,POC,communications or other options.MUST include
original controller serial number at time of order.
Ethernet device for CS3000 to provide communication with cloud-
053-EN based Command Center Online using a customer's existing 1
Ethernet network '
•
Page 8of10
CITY OF PALM DESERT
PURCHASE OF CIVIC CENTER CALSENSE IRRIGATION SUPPLIES
Project No. 940-19
BID DOCUMENT
TO: CITY OF PALM DESERT •
DATE: 3- B- is
VENDOR: SiteOne Landscape Suppty
CONTACT: l r+ men+
r r �
ADDRESS► . 13 5 } JLQXQ\ 0 —11868\NI IlOCaW iYiut
e leliP.Ori I4i1ILI o r h 'o\rYl fir*tCA qaa 11
PHONE: 010--0( - '7 5O FAX: 49 L 5A l ` 1433
EMAIL: bids@SiteOne.com
Refer to Appendix A for Locations and Specifications
PRODUCT(or appr`oved.equal) ='QUANTITY _LINIT.COST,: `_ ' ''EXTENDED COST '.
CS3-8-WM-UPGRADE 10 AD I,'Ob• t, +0000M
CS3-SSTA-KIT 20 1$ 46Od 00 q .a[4O4 00
CS3-SR-UPGRADE 8 3 aao 00 $ 1 `-1600 00
CS3-FL 9 Li 8`f °42 SGOC3°
CS3-LR-UPGRADE 3 R g" 1 moo 660eCaO
CS3-8-S-UPGRADE 2 it ILj5a 0 oo aCI7
`C i 000
CS3-EN 2 5O 00 ft) t 1 pi,�00 e 00
CS3-M-KIT 2 4 5a ‘B 1 i V i41 a ab
CS3-HUB-WM-UPGRADE 1 1( 1OQ.ea $ 1/1 V 00°4)
SUBTOTAL $ a- o
7.75% (-(9) B ,31cs SALES TAX.$ (0 J 3a 2,570.46
0
DELIVERY, IF APPLICABLE $ one,
Continued on next page...
Page 9 of 10
CITY OF PALM DESERT
PURCHASE OF CIVIC CENTER CALSENSE IRRIGATION SUPPLIES
Project No. 940-19
BID DOCUMENT
� $35,737.66
TOTAL AMOUNT BASE BID IN FIGURES$ `J i
TOTAL.AMOUNT BASE BID IN WORDS Tt -RA `WAna
hif\cif431, c\n\101'C5 na c1-c-4- -Q 1 ce
IN WITNESS WHEREOF VENDOR executed this proposal as of date set forth on Page C-1:
yanuu
„0 EnT, No . By: l
p`\\If�. nature-t a Notarized
�,-'-!� � =c Title: Kest McGinty I t'
% is�..,�� ,
,,� •: . i. , �`0 Attest by:
Title: 0
JESSICA ALPERT
Notary Public.State of Ohio
Recorded In Cuyahoga Co
My Commission ExpiresgOLO ithipiildrige70
Page 10 of 10