HomeMy WebLinkAboutFY18-19 Purchase - DWGR Irrigation Controllers STAFF REPORT
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
DATE: July 12, 2018
PREPARED BY: Randy Chavez, Landscape Supervisor
REQUEST: Authorize the Desert Willow Golf Resort to purchase irrigation
controllers from High Tech Irrigation of Indio, California during
Fiscal Year 2018-19, in the amount of $ 178,937.53 (Project No.
841-19)
Recommendation
By Minute Motion, authorize the Desert Willow Golf Resort to purchase
irrigation controllers from High Tech Irrigation of Indio, California during FY
2018-19, in the amount of $178,937.53.
Funds are available in Account No. 5204195-4803100, Course and Grounds
Expenses
Strategic Plan Objective
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
As part of the Fiscal Year 2018-19 budget, Desert Willow included the anticipated costs
for irrigation controllers in their Course and Grounds budget.
On June 20 and June 27, 2018, a Notice Inviting Sealed Bids for the purchase of
irrigation controllers for the Desert Willow Golf Resort was published in The Desert Sun.
Sealed bids were opened and read out loud on Monday, July 2, 2018, at 9:00 a.m. with
the following results:
Contractor Location Price
1 High Tech Irrigation Indio, California $178,937.53
July 12, 2018 - Staff Report
Authorize Purchase of Irrigation Controllers from High Tech Irrigation
Page 2 of 2
The Desert Willow golf course superintendent has reviewed the bid documents of the
lowest bidder and its product data sheets, and determined that they meet the
requirements as specified.
Fiscal Analysis
The activity is included within the proposed FY 18/19 operating budget; therefore, there
is no anticipated fiscal impact beyond the contract amount.
LEGAL REVIEW DEPT. REVIEW FINANCIAL CITY MANAGER
REVIEW
N/A Z 'e Cam'
Robert W. Hargreave imothy R:�on on, P.E. Janet Moore Lauri Aylaian
City Attorney Independent Interim Director of Finance City Manager
Director of Public Works
VENDOR:
ATTACHMENTS: Bid — High Tech Irrigation
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CITY OF PALM DESERT
DESERT WILLOW GOLF RESORT
BID DOCUMENTS AND SPECIFICATIONS
FOR
GOLF COURSE IRRIGATION CONTROLLERS
PROJECT NO. 841-19
•
T' othy R n on, P.E. Date
Independent In rim Director of
Public Works
CITY OF PALM DESERT
NOTICE INVITING SEALED BIDS
GOLF COURSE IRRIGATION CONTROLLERS FOR
DESERT WILLOW GOLF RESORT
PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert on behalf of the
Desert Willow Golf Resort (DWGR) will receive sealed bids for the supply of irrigation
controllers for the Desert Willow Golf Resort. The City will receive the bids in the office
of the City Clerk up to the hour of 9:00 a.m. on July 2, 2018, at which time they will be
publicly opened, and read out loud.
Specifications may be obtained free of charge at the Public Works Department located
at 73-510 Fred Waring Drive, Palm Desert, California. All forms must be fully completed
and submitted in order for the bid to be considered responsive. It is the responsibility of
the bidder to see that any bids sent through the mail have sufficient time to be in the
hands of the City Clerk prior to bid opening time. The receiving time at the City Hall will
be the governing factor on acceptability of bids. Electronic or telephone bids will not be
accepted.
Bids must be prepared on the approved forms provided in the specifications and
submitted in a sealed envelope plainly marked on the outside "SEALED BID FOR
DWGR IRRIGATION CONTROLLERS (PROJECT NO. 841-19) — DO NOT OPEN
WITH REGULAR MAIL." Bids must be addressed to Office of the City Clerk, City of
Palm Desert, 73-510 Fred Waring Drive, Palm Desert, California 92260.
Palm Desert is committed to inclusion and diversity and welcomes proposals and bids
from contractors, consultants, and vendors of all faiths, creeds, ancestries, and
ethnicities without regard to disability, gender identity, sexual orientation, or immigration
status. The City condemns and will not tolerate prejudice, racism, bigotry, hatred,
bullying, or violence towards any group within or outside of our community.
The City reserves the right to reject any or all bids, to waive any irregularity, 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 June 2018.
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
73-510 Fred Waring Drive
Palm Desert, CA 92260
(760) 346-0611
City of Palm Desert
Golf Course Irrigation Controllers for
Desert Willow Golf Resort
Project No. 841-19
INSTRUCTIONS TO BIDDERS
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 city's project number and acceptance of the materials, supplies, equipment,
or service (Net 60).
Delivery Method
Deliveries must be made to Desert Willow Golf Resort, 38-400 Portola Avenue, Palm
Desert, California 92260, between the hours of 6:00 a.m. and 1:00 p.m., Monday
through Friday, unless otherwise arranged with Desert Willow Golf Resort.
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 GOLF COURSE
IRRIGATION CONTROLLERS - 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 9:00 a.m. on Monday, July 2, 2018.
14,.14
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CITY OF PALM DESERT
CALIFORNIA
ADDENDUM NO. 1
Golf Course Irrigation Controllers for Desert Willow Golf Resort
PROJECT NO. 841-19
ISSUED June 21, 2018
‘p-6:1
TIMOT R. ,! NASSON, P.E.
INDEPENDENT INTERIM DIRECTOR OF PUBLIC WORKS
IMPORTANT NOTE: RECEIPT OF THIS ADDENDUM MUST BE
ACKNOWLEDGED IN CONTRACTOR'S PROPOSAL
1
This addendum changes the following items for the project bid documents for the
above referenced project:
In the Section "INSTRUCTION TO BIDDERS", replace the following sections in
their entirety:
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. Only the issuance of Addenda will affect these specifications_
The City reserves the right to issue Addenda to the Contract Documents at any
time prior to the time set to open bids. Each potential bidder shall leave with the
City its name, address, phone number, and facsimile number for the purpose of
receiving notification of Addenda. The City will cause copies of Addenda to be
delivered (mail or fax) to such potential bidder. It is the responsibility of the
potential bidder to ensure that they have a complete bid package and that they
receive all Addenda. The City reserves the right to reject any bid that does not
acknowledge receipt of all Addenda.
Delivery Method
Deliveries must be made to Desert Willow Golf Resort, 38-400 Portola Avenue,
Palm Desert, California 92260, between the hours of 6:00 a.m. and 1:00 p.m.,
Monday through Friday, unless otherwise arranged with Desert Willow Golf
Resort. The successful bidder shall be expected to notify Jared Stanek at Desert
Willow Golf Resort a minimum of twenty-four (24) hours prior to delivery of
materials.
BID SUBMISSION
Bids must be prepared on the approved forms, signed, notarized and submitted in a
sealed opaque envelope plainly marked on the outside "SEALED BID PURCHASE
OF GOLF COURSE IRRIGATION CONTROLLERS - 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 9:00 a.m. on Monday, July 2,
2018.
Replace "BID PROPOSAL" with the attached "BID PROPOSAL-ADDENDUM
NO. 1
2
City of Palm Desert
Golf Course Irrigation Controllers for
Desert Willow Golf Resort
Project No. 841-19
BID PROPOSAL-ADDENDUM NO. 1
Total bid amount shall be inclusive of all costs, direct and indirect, associated
with providing the specified controllers to/for Desert Willow Golf Resort.
The UNDERSIGNED, "CONTRACTOR", having carefully examined the
site and the Contract Documents for the construction of, Desert Willow
Golf Resort Irrigation Controllers, PROJECT NO. 841-19, hereby proposes
to construct the work in accordance with the Contract Documents,
including Addenda No(s). ! for the amount stated in this Bid.
Please refer to Appendix A
Description Quantity Unit Unit Price Total
Price
IRRIGATION CONTROLLERS
72 Station Controllers 3 _ EA _ $4,130.69 _ $12,392.07
64 Station Controllers 4 EA $3,812.74 $15,250.96
56 Station Controllers 19 EA _ $3,494.79 $66,401.01
48 Station Controllers 11 EA $3,120.46 $34,325.06
40 Station Controllers 3 EA $2,802.51 $8,407.53
MIM (Maxi Interface
Module) 900MHZ Radio _ 1 EA $4,524.07 $4,524.07
Hardware Kit-Based
on Survey • 1 _ EA $654.28 $654.28
Site Survey 1 LS $500.00 $500.00
PAR+ES Link
Conversion Kit: 14 EA $414.83 $5,807.62
Link 900MHZ Kit: 14 EA $890.26 $12,463.64
Link Installation Kit: 14 EA $200.00 $2,800.00
PAR+ES Upgrade Kit _
(49-72 Station 11 EA $154.73 _ $1702.03
Subtotal $166,067.31
Sales Tax 7.75%
$12,870.22
Delivery,if applicable $0
Total Amount of Bid in Figures
$178,937.53
3
TOTAL AMOUNT OF BID IN WORDS
One hundred seventy eight thousand, nine hundred thirty seven dollars and fifty three cents
The total bid price is based on the anticipated annual purchase of the specified
products noted above, purchased incrementally throughout the fiscal year, and
the anticipated number of deliveries. A contract will be issued for the total bid
however; the obligation of the Desert Willow Golf Resort will be based solely on
the actual products purchased. The Desert Willow Golf Resort reserve the right
to purchase additional quantities of each product, at the bid price, in amounts not
to exceed 25% of the total quantities listed.
\IN WITNESS WHEREOF CONTRACTOR executed this proposal as of date set forth below:
By: 5a6 � Title: Golf Sales Manager
Signature of Contractor (Must Be Notarized)
4
ACKNOWLEDGEMENT
A notary public or other officer completing this certificate verifies only the identity of the
individual who signed the document, to which this certificate is attached, and not the
truthfulness, accuracy, or validity of that document.
State of California )
County of l t,'t,(--(hQdE, )
On A„u , 20 le before me, L a Al op i
personally appeared 1.. Pe
who proved to me on the
basis of satisfactory evidence to be the person(s) whose name(s) is/are
subscribed to the within instrument and acknowledged to me that he/she/they
executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signatures(s) on the instrument the person(s), or the entity upon
behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California
that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
Signature of Notary Public
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NON-COLLUSION DECLARATION
To be Executed by Bidder and Submitted with Bid
The undersigned declares:
I am the Golf Sales Manager of High Tech Irrigation, Inc., the
party making the foregoing bid. The bid is not made in the interest of, or on behalf of,
any undisclosed person, partnership, company, association, organization, or
corporation. The bid is genuine and not collusive or sham. The bidder has not directly
or indirectly induced or solicited any other bidder to put in a false or sham bid. The
bidder has not directly or indirectly colluded, conspired, connived, or agreed with any
bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has
not in any manner, directly or indirectly, sought by agreement, communication, or
conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any
overhead, profit, or cost element of the bid price, or of that of any other bidder. All
statements contained in the bid are true. The bidder has not, directly or indirectly,
submitted his or her bid price or any breakdown thereof, or the contents thereof, or
divulged information or data relative thereto, to any corporation, partnership, company,
association, organization, bid depository, or to any member or agent thereof, to
effectuate a collusive or sham bid, and has not paid, and will not pay, any person or
entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a
corporation, partnership, joint venture, limited liability company, limited liability
partnership, or any other entity, hereby represents that he or she has full power to
execute, and does execute, this declaration on behalf of the bidder.
• I declare under penalty of perjury under the laws of the State of California
that the foregoing is true and correct and that this declaration is executed on
June 20th , 20 18, at Indio , CA •
City State
By: Bob Ferre
Signature 56,6 P
Title: Golf Sales Manager
CONTRACTOR
City of Palm Desert
Golf Course Irrigation Controllers for
Desert Willow Golf Resort
Project No. 841-19
BIDDER'S INFORMATION
The bidder is required to supply the following information:
Company: High Tech Irrigation Inc.
Authorized signature: See ' ''z ��-.
Contact Name (please print): Bob Ferre
Title: Golf Sales Manager
Individual, Partnership, or corporation: Corporation
Address: 80-975 Indio Blvd Bldg. A
City: Indio
State, Zip: CA, 92201
Telephone: 760 347-4116
Fax: 760 347-5248
E-mail address: htibob@sbcglobal.net
Date: 6/20/18
Number of Addenda: I
Product Data and Specification Sheets attached? (Yes or No) : AJD
City of Palm Desert
Golf Course Irrigation Controllers for
Desert Willow Golf Resort
Project No. 841-19
APPENDIX A: IRRIGATION CONTROLLERS SPECIFICATIONS
• Compatibility with Rain Bird Nimbus II Software Required
• Controllers must have compatible bolt patterns to existing controllers so the
existing concrete pads may be utilized
• Controllers must be compatible with Maxi 2-wire MIM or with Maxi Radio
900MHZ Radio MIM
• The controllers must have capacities to match the wire count in the field, the
controller sizes and amounts are as follows:
O 72 Station Controllers: 3
O 64 Station Controllers: 4
O 56 Station Controllers: 19
O 48 Station Controllers: 11
O 40 Station Controllers: 3
• Controllers must have AG2401C3 110v surge protection installed
• In order to meet the increased station capacities, the following hardware will be
needed:
o MIM (Maxi Interface Module) 900MHZ Radio
o Hardware Kit, including the antennae and cables (amount and type based
on site survey)
o Site Survey to establish radio communication and determine site specific
hardware needs
o PAR+ES Link Conversion Kit: 14
o Link 900MHZ Kit: 14
o Link Installation Kit: 14
o PAR+ES Upgrade Kit (49-72 Station): 11