HomeMy WebLinkAboutC22370C CO1 Flowtronex PSI - Irrigation Program / Desert WillowCITY OF PALM DESERT
STAFF REPORT
REQUEST: APPROVAL OF CHANGE ORDER NO. 1 TO CONTRACT NO.
C-22370C FOR A COMPUTERIZED IRRIGATION PROGRAM FOR THE
DESERT WILLOW GOLF RESORT
SUBMITTED BY: CATHERINE WALKER, SENIOR MANAGEMENT ANALYST
CONTRACTOR: FLOWTRONEX PSI, INC.
1600 CHICAGO AVE.
RIVERSIDE, CA 92507
DATE: NOVEMBER 18, 2004
CONTENTS: CHANGE ORDER NO.1
FLOWTRONEX PSI INC. PROPOSAL
Recommendation:
By Minute Motion, that the City Council authorize:
1) Change Order No. 1 to Contract No. C-22370C with Flowtronex
PSI, Inc., in the amount of $19,500.00, plus sales tax;
2) Mayor to execute same; and
3) Finance Director to appropriate $21,011.25 from unobligated funds.
Funds are available in Account No. 241-4195-495-8092.
Executive Summary:
Acceptance of the proposed change order for the purchase and implementation of the PumpLog
Radio System will allow the alternation of lake and reclaimed water usage throughout the day
from the maintenance facility central computer. This will result in the maximum usage of
reclaimed water on the fairways and roughs.
Discussion:
At its February 26, 2004 meeting, the City Council approved the installation of a computerized
irrigation system at Desert Willow. Three entities were contracted to come together to provide
the hardware and program (High Tech), the program service (Fairway), and the line connection
and calibration (Flowtronex).
In June, the new Rain Bird Central Control Software package and computer hardware were
installed. This equipment replaced the two central irrigation computers that operated the
irrigation systems on the Mountain View and Fire Cliff Courses. In July, Fairway Irrigation
Staff Report
Approval of CO#1 to Contract No. C22370C — Flowtronex PSI, Inc.
Page 2of2
November 18, 2004
Design reprogrammed the central database and added a graphical map to the software. The
final component to the installation and configuration of the new irrigation system involved the
enhancement of the pump irrigation controls. Flowtronex, the original pump station
manufacturer, was to execute a control plan designed to manage the four pump stations. This
control plan was designed by Fairway Irrigation during the building of Desert Willow to allow the
pump stations (two on each course, one with a source from the reclaimed reservoir and the
other drawing from a lake system utilizing well water) to be managed and communicate with the
maintenance building.
This control plan would allow the alternation of lake and reclaimed water usage throughout the
day. Allowing for the maximum usage of reclaimed water on the fairways and roughs.
Flowtronex would then configure each station allowing for all communication and control of the
system to be retained at the maintenance facility. This plan would be easily implemented as
long as all the wires running from each of the pump stations, eight at each station were viable.
Golf course personnel tested the wires with the help of Flowtronex and found that due to
erosion, weather, and inactivity there were inconsistencies in the viability of the wires.
Unfortunately, because the wires run from each pump station to the maintenance facility, it is
virtually impossible and very costly to detect the failing components.
The most cost effective and easily implemented solution, as recommended by both Flowtronex
and Fairway Irrigation, is the retrofitting of the pump stations with radio controls. This is a
freewave radio system using military technology that has a 0% failure rate in the seven years
Flowtronex has utilized this system. Flowtronex will use four radios, one at each of the lake
water pump stations, one at the location with the two reclaimed water stations, and the final
radio at the central computer located at the maintenance facility.
Staff recommends a change in the scope work of the work to be performed by Flowtronex to
include the installation and programming of the PumpLog Radio System.
Submitted By:
Catherine Walker
Senior Management Analyst
Approval:
Carlos L. Ortegaity Manager
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Department Head:
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Dave Yrig4yen
Dir. of Redevelopment/Housing
Paul S. Gibson
Director of Finance
Flowtronex PSI Inc.
PumpLog Radio System Proposal
Quotation: 6359JSM 110504 RPL
November 5, 2004
Page 1 of 2
Customer: Project:
Desert Willow Resort
Catherine Walker
38995 Desert Willow Drive
Palm Desert, CA 92260
760-346-0015 cell 250-2340
Contract No. C22370C
Desert Willow
Palm Desert
CA 92260
General Manager- Rodney Young
Fax 760-346-9459
Installation: Estimating 4 to 6 weeks after receipt of signed contract.
Qty Description
1 PumpLog System modifications to Include:
• Upgrade PumpLog system to Radio Connection System.
• Install new Free -wave Radio system to connect the 4 pump stations to the maintenance
computer.
• Includes standard basic antennas.
• Test system operation.
• Customer training on PumpLog operation.
2 Lake Control System to include:
• Operational training on below previously installed programming.
• Both fresh water stations will operate as the primary pumping system from 6 AM to 10 PM.
• Both reclaimed stations will be locked out from 6 AM to 10 PM.
• Both Reclaimed stations will operate as the primary pumping systems from 10 PM to 6 AM
providing the reclaimed reservoir level is adequate.
• In the event the reclaimed reservoir level is too low the fresh water systems will switch to
primary and continue the irrigation cycle.
• All the above listed lockout times will be adjustable.
Considerations:
Each pump house and the maintenance building will require installation of a 6 to 8 ft radio antenna.
Location must be in close proximity to the radio modem. (Customer computer or pump station
panels). This installation is included in our proposal.
Please call John Murtaugh with any questions. Cell # 214-334-7105.
Flowtronex PSI Inc., 10616 Newkirk St., Dallas, TX 75220, 214-357-1320, Fax 214-357-5861
Contract No. C22370C
Page 2 of 3
Price: $19,500.00
Price does not include taxes.
All pricing in U.S. Dollars. Prices valid for 60 days from date of proposal.
Quoted by: November 5, 2004
John Murtaugh, Director Client Projects
Contract No. C22370C
Page 3 ()I' 3
DELIVERY: Delivery dates shown are estimates. Flowtronex PSI Inc will make all reasonable efforts to maintain delivery
schedule shown after receipt of an executed contract and all approvals. Seller shall not be liable for special or consequential
damages caused by delay in delivery.
If for any reason buyer is unable to accept delivery at the date requested above, then delivery shall be deemed completed in
seller's warehouse for purposes of payment and seller shall store and subsequently deliver as provided above. Buyer will be
responsible for additional handling and storage charges incurred, with a minimum cost of $700 which will be added to invoice.
Seller retains a security interest in all products sold to buyer until the purchase price and other charges. if any, are paid in full
as provided in Article 9 of the Uniform Commercial Code. Seller will file a Mechanics Lien or execute other documents as
required to perfect the security interest in the products sold.
TAXES: State, city and local taxes are excluded from the contract price. Sales tax will be invoiced on the contract price unless
written exemption is provided
FACTORY AUTHORIZED WARRANTY: Manufacturer warrants that the Electrical system or component will be free of defects
in workmanship
For one year from date of invoice.
Provided that all installation and operation responsibilities have been properly performed, manufacturer will provide a
replacement part or component during the warranty life. Repairs done at manufacturer's expense must be pre -authorized The
start-up Certificate must be on file with manufacturer to activate warranty. Upon request, manufacturer will provide advice for
trouble shooting of a defect during the warranty period.
Manufacturer uses only high quality material. As with any mechanical or electrical device. some preventative maintenance
efforts are required to enhance service life. The customer is encouraged to establish a methodical maintenance service
program to avoid premature failure. Manufacturer supports a wide network of technical service agents and recommends they
be utilized for service. Because of varied conditions beyond the control of manufacturer, this warranty does not cover damage
under the following condition or environment unless otherwise specified in writing:
1. Default of any agreement with manufacturer.
2. Misuse, abuse, or failure to conduct routine maintenance.
3 Handling any liquid other than irrigation water.
4. Exposure to electrolysis, erosion, or abrasion.
5 Presence of destructive gaseous or chemical solutions.
6 Over voltage or unprotected low voltage.
7. Unprotected electrical phase loss or phase reversal.
The foregoing constitutes manufacturer's sole warranty and has not nor does it make any additional warranty,
whether express or implied, with respect to the pumping system or component.
Manufacturer makes no warranty, whether express or implied, with respect to fitness for a particular purpose or
merchantability of the pumping system or component.
Manufacturer shall not be liable to purchaser or any other person for any liability, loss, or damage caused or alleged
to be caused, directly or indirectly, by the pumping system. In no event shall manufacturer be responsible for
incidental, consequential, or act of God damages nor shall manufacturer's liability for damages to purchaser or any
other person ever exceed the original factory purchase price.
PAYMENT TERMS: Balance due 30 days from date of invoice with approved credit.
Interest of 1 1/2 % per month will be charged on all accounts, which are past due.
Accepted for
Buyer:
Accepted for
Seller
Requested Delivery
Date:
Date
Date.
Please Return One Signed Copy of This Quotation On Acceptance to 10616 Newkirk St , Dallas, TX 75220,Fax 214-357-5861
Merchandise delivered or shipped is due and payable to Flowtronex PSI Inc.., 10661 Newkirk Street, Dallas, Texas U.S A
75220.
CITY OF PALM DESERT
CONSTRUCTION CHANGE ORDER
Contract Purpose:
Contractor's Name:
DW Computerized Irrigation Program
Flowtronex PSI, Inc.
Contract # / P.O. #
Change Order No.
Contingency:
Account No.
Project No.
C22370C
11347
1
YES
NO X
241-4195-495-8092
You are hereby requested to comply with the following changes from the contract plans and specifications:
DESCRIPTION OF CHANGES
(Supplemental Plans and Specifications Attached)
DECREASE
In Contract Price
INCREASE
In Contract Price
Amend scope of work to include installation and
programming of PumpLog Radio System
TOTALS:
NET CHANGE IN CONTRACT PRICE:
$21,011.25
$21,011.25
JUSTIFICATION:
TOTAL BUDGET FOR PROJECT:
Less: Expend. & Encumb. To Date:
Less: This Change Order Amount:
BALANCE OF BUDGET
REMAINING FOR PROJECT:
7,965.80
7,965.80
21,011.25
21,011.25
CONTINGENCY:
Amount Approved by Council:
Less: Prior Change Order(s):
Less: This Change Order:
Balance Remaining of Contingency:
The amount of the Contract will be (Decreased}) Increased by the Sum of: Twenty-one Thousand Eleven and 25/100
Dollars ($ 21,011.25 ).
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above must have
required signatures as per the purchase resolution.
1. REQUESTED BY:
DEPARTMENT HEAD
2. ACCEPTED BY:
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
CONTRACTOR
FINANCE DIRECTOR ROBERT A. SPIEGEL, MAYOR Date Approved
NOTE: No payments will be made prior to City Manager and Council
approval
CITY MANAGER Date Approved
ChngOrd CPD
CITY OF PALM DESERT
CONSTRUCTION CHANGE ORDER
Contract Purpose:
Contractor's Name:
DW Computerized Irrigation Program
Flowtronex PSI, Inc.
Contract # / P.O. #
Change Order No.
Contingency:
Account No.
Project No.
C22370C
11347
1
YES
NO
X
241-4195-495-8092
You are hereby requested to comply with the following changes from the contract plans and specifications:
DESCRIPTION OF CHANGES
(Supplemental Plans and Specifications Attached)
DECREASE
In Contract Price
INCREASE
In Contract Price
Amend scope of work to include installation and
programming of PumpLog Radio System
TOTALS:
NET CHANGE IN CONTRACT PRICE:
$21,011.25
$21,011.25
JUSTIFICATION:
TOTAL BUDGET FOR PROJECT:
Less: Expend. & Encumb. To Date:
Less: This Change Order Amount:
BALANCE OF BUDGET
REMAINING FOR PROJECT:
7,965.80
7,965.80
21,011.25
21,011.25
CONTINGENCY:
Amount Approved by Council:
Less: Prior Change Order(s):
Less: This Change Order:
Balance Remaining of Contingency:
The amount of the Contract will be (Decreased) Increased by the Sum of: Twenty-one Thousand Eleven and 25/100
Dollars ($ 21,011.25 ).
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above must have
required signatures as per the purchase resolution.
1. REQUESTED BY:
DEPARTMENT HEAD
2. ACCEPTED BY:
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
CONTRACTOR
FINANCE DIRECTOR ROBERT A. SPIEGEL, MAYOR Date Approved
NOTE: No payments will be made prior to City Manager and Council
approval
CITY MANAGER Date Approved
ChngOrd CPD
CITY OF PALM DESERT
CONSTRUCTION CHANGE ORDER
Contract Purpose:
Contractor's Name:
DW Computerized Irrigation Program
Flowtronex PSI, Inc.
Contract # / P.O. #
Change Order No.
Contingency:
Account No.
Project No.
C22370C
11347
1
YES
NO
X
241-4195-495-8092
You are hereby requested to comply with the following changes from the contract plans and specifications:
DESCRIPTION OF CHANGES
(Supplemental Plans and Specifications Attached)
DECREASE
In Contract Price
INCREASE
In Contract Price
Amend scope of work to include installation and
programming of PumpLog Radio System
TOTALS:
NET CHANGE IN CONTRACT PRICE:
$21,011.25
$21,011.25
JUSTIFICATION:
TOTAL BUDGET FOR PROJECT:
Less: Expend. & Encumb. To Date:
Less: This Change Order Amount:
BALANCE OF BUDGET
REMAINING FOR PROJECT:
7,965.80
7,965.80
21,011.25
21,011.25
CONTINGENCY:
Amount Approved by Council:
Less: Prior Change Order(s):
Less: This Change Order:
Balance Remaining of Contingency:
The amount of the Contract will be (Decreased) Increased by the Sum of: Twenty-one Thousand Eleven and 25/100
Dollars ($ 21,011.25 ).
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above must have
required signatures as per the purchase resolution.
1. REQUESTED BY:
DEPARTMENT HEAD
2. ACCEPTED BY:
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
CONTRACTOR
FINANCE DIRECTOR ROBERT A. SPIEGEL, MAYOR Date Approved
NOTE: No payments will be made prior to City Manager and Council
approval
CITY MANAGER Date Approved
ChngOrd CPD