HomeMy WebLinkAboutC25780 RTFY Course Management Software System for DWGRCITY OF PALM DESERT
STAFF REPORT
REQUEST: RATIFICATION OF CONTRACT NO. C- 25780 WITH
GROUNDLINKX LLC FOR THE PURCHASE OF A COURSE
MANAGEMENT SOFTWARE SYSTEM FOR THE DESERT
WILLOW GOLF RESORT
SUBMITTED BY: CATHERINE WALKER, SENIOR MANAGEMENT ANALYST
CONTRACTOR: GROUNDLINKX LLC
5808 S. RAPP ST., SUITE 104
LITTLETON, COLORADO 80120
DATE: SEPTEMBER 14, 2006
CONTENTS: SIGNED CONTRACT NO. C-25780
Recommendation:
By Minute Motion, that the City Council:
1. Ratify Contract No. C- 25780 with GroundLinkx LLC for the procurement of
course management software in an amount not -to -exceed $20,000; and
2. Authorize appropriation of $20,000 from Account No. 241-4195-495-8092
Executive Summary:
The GroundLinkx System allows for the total maintenance of the Desert Willow Golf
Resort. Desert Willow wanted to purchase this program three years ago, but had to
wait until the aerial flyover of the Valley had been completed. The flyover is done.
Desert Willow contracted with GroundLinkx for its services soon after to assist in the
management of courses. The interactive map is a turf and asset management system
that will allow the superintendent to do the following: read record distance
measurement, inventory control, sand and water volume calculation, tree care, turf
irrigation, placement mapping, course improvement designing, habitat protection and
wildlife management. This system allows Desert Willow to closely monitor water use
and consumption on the courses.
G:\RDA\Cathy Walker\Word Data\STAFF REPORTS\Sla(F groundlinkx.doc
Staff Report
Ratification of GroundLinkx (Contract No. C.25780) for Course Management
Software System at Desert Willow
Page 2 of 2
September 14, 2006
Discussion:
The program is designed so the golf course superintendent can query information either
through the map interface, or through the database by pointing and clicking on virtually
any course feature such as a green, fairway, or tee box to access database information
relating to it.
The applications perform functions by combining screen selections with database
information. For example, the superintendent can access the watering schedule for the
specified area and the amount of water used. The same information can be generated
for fertilizer, seed, and pesticides. It then calculates and generates a report showing the
date, exact surface areas to be covered.
In addition to turf care applications, CourseVision performs numerous other golf course
management functions, among which are precise distance measurement, inventory
control, sand and water volume calculation, tree care, turf and ornamental irrigation,
flower flat calculations, pin placement mapping, course improvement designing, habitat
protection and wildlife management.
Submitted by:
&t4'z1/
Catherine Walker
Senior Management Analyst
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Approval:
Jtrrtin Mc rthy
ACM Re velopment
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Carlos L. Orteua
City Manager
Department Head:
Dave Yrig
Directoredevelopment/Housing
Paul S. Gibson
Director of Finance
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V° RI "ZED BY
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CroundLinla LLC
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RO V LI X 5808 S_ Rapp St. Phone: 303. 34Z20(*
The Next Level. stlitc I rN Facsimile: 30 3. P591900
Littleton, Colorado 80120 Internet: ivttu.spt)rtsmappmkr.vwn
GEOGRAPHIC INFO SYSTEMS FOR GOLF COURSE MAINTENANCE - EVENT MANAGEMENT - GATED COMMUNITIES
Proposal Date: June 22, 2006
Project: Desert Willow Golf Resort
Attn: Rodney Young and Michael Tellier
38995 Desert Willow Dr.
Palm Desert, CA 92260
Phone: (760) 346-6512
Fax: (760)773-3876
Email: ryoung@desertwillow.com
mtellier@desert%villow.com
We are proud to announce that low -altitude aerial photography and subsequent high -resolution orthophoto mapping of the Coachella
Valley have been completed by SportsMapping under an exclusive contract with the Coachella Valley Association of Governments
(CVAG). Because Desert Willow is included in this September 13, 2005 aerial coverage, GroundLinkx can provide a considerable
discount on our custom CourseVision Golf Course Maintenance and Resource Management Program as described below.
ACCURATE GEOREFERENCED MAP
A georeferenced aerial photo (orthophoto) as outlined above will be the base data to define and map the project features at Desert
Willow. Subject to conclusive delineation and identification by GroundLinkx, surface features include (but are not limited to): greens,
fairways, tees, bunkers, lakes, cart paths, service roads, trees (individual or clusters), maintained rough, ponds, streams, native areas,
bridges, shelters, maintenance facilities, fences, clubhouse and deck footprints, tennis courts, parking areas, driving range and practice
areas, club grounds, identifiable walkways and interior landscape.
TURF & ASSET MANAGEMENT FEATURES OF COURSEVISION
CLUB GROUNDS/GOLF COURSE
• Golf Course & Grounds Map: Individual, digitally combined map layers linked to CourseVision database.
• Drawing & Editing Menu: Edit map to reflect course changes, design new features, print maps for meetings, etc.
• Course Condition Markers: A complete symbol -based overview designed to show current, past and potential future problem
or situation areas on golf course.
• Project Activity Tracker: Color -coded digital "tacks" show crew assignment locations and project details on map for quick
and easy reference.
• Individual Tee -to -Green Sheets: Displayed as individual, yardage -book oriented tee -to -green aerial photo or line -map images,
each hole can be printed as separate letter -sized images. Available only with projects using digital orthophoto.
• Aerial Photo On/Off: Switches aerial photo ON or OFF for map display. When aerial photo is ON, photo is "active" and
digital map is invisible. When aerial photo is OFF, the color digital course map becomes visible and "active".
• Aerial Photo Image Adjust: Adjust contrast and brightness of digital aerial photo to your individual preference.
COST SAVER
• Watering Economics: Calculates anticipated gallons or water per your input of inches -to -areas, together with a Total Cost
Calculator for purchased water.
• Useable Precipitation: Calculates the acre-feet amount of natural precipitation that may be applied to club's individual
irrigation "equation" for its golf course turf requirements (excludes desert courses)
• ET: Calculates the amount of water lost (gallons and acre-feet equivalent) through Evaporation -Transpiration for application to
club's individual irrigation "equation" for its golf course turf requirements.
• Product Best -Buy: A set of "Product Comparators" for instant answers to questions of best price per unit of product. Includes
price comparators for fertilizer by N-P-K content; herbicides -fungicides -insecticides, liquid and dry, by active ingredient
content; turf seed by PLS content per vendor's unit price.
• Mowing Analysis: One -of -a -kind analytical program that calculates actual distance your fairway and greens mowers travel and
a cost analysis of your mowing patterns vs. cutting width and overlap factors. Instantly view cost -saving scenarios by
changing mow pattern, cutter width, or overlap.
D-V-D (DIMENSIONS -VOLUMES -DISTANCES)
• Square Feet -Square Yards -Acres: Automatically calculates the area dimension of any enclosed area such as tees, fairways,
greens, bunkers, lakes as well as spot areas you can easily draw on the digital map. Instantly calculates perimeter distance for
all enclosed features such as bunker and lake edges.
• Material Volumes: Calculates volume capacity (ft3, �d3, acre-feet, and gallons) of map -selected areas. For example: calculate
total sand required for bunker replacement in yd and tons equivalent and print a detailed report showing each bunker's
specific volume requirement.
• Point -to -Point: Automatically measures, displays and labels horizontal distances (feet or yards) between any two or more
selected points anywhere on the map. Potential uses: yardage books, sprinkler head -to -green yardage, new fence or wall
extension budgeting, pipe and wire requirements, roping, etc.
• Flower Flats Calculator: Instant calculation of flower capacity (flats) for any selected area for any given spacing. This is often
considered one of the most difficult calculations for landscape budgeting.
• Core Aerification: You enter tine spacing, tine diameter and core depth. The program instantly links that data to the square
footage of your selected map areas, returning the answer for the volume of plugs to be hauled away and the reciprocal total
volume of sand (yd3 and tons) necessary to fill the holes.
TURF CARE
• Fertilizer, Iron; Herbicides, Fungicides, Insecticides, Growth Regulators, Surfactants, etc: Get instant and accurate
answers for liquid and dry total product requirements for any area you select or draw on -screen. Uses the product label rate
you enter (lbs, oz, gal, and active ingredient per 1000 ftZ and per acre), then hot -links the program's turf mathematics with the
map area to give the accuracy you demand from today's technology. Print and/or save application calculations for long- or
short-term budgeting, past application reference and application details documentation.
• Records and Running Totals: Save and recall recorded nutrient and pesticide applications by type and by application area for
individual month or months interval. Displays bar graph of cumulative product totals for tees, fairways, greens, and rough so
you can immediately see if you are within label specifications.
• Turf Application Interval Scheduler: Set up to 16 Fungicide & Herbicide application interval programs. Course Vision menu
shows all entered applications, due date with different color coded warnings as date approaches (e.g., green, yellow, red). .
• Sprayer/Spreader Calibration: Calculates product ounces, gallons or pounds your sprayer/spreader delivers per 1000 ft or per
acre based on your equipment specifications and the setup measurements you enter.
SEEDING
• Overseeding: Instantly calculates Pure Live Seed (PLS) and total seed requirements for non-PLS adjusted seeding rates and
PLS-adjusted seeding rates.
• Sprigging: Calculates sprig bushel totals for your application rates entered either as bushels per 1000 ft2 or bushes per acre.
• Hydro -seeding: Calculates total pounds of seed, pounds of binder and gallons of slurry required to cover the selected area.
AUDUBON
• Nest Box Tracker: Includes nest -box markers with records database that includes box number, habitat site of box, bird name,
number of eggs and observation dates, and number of birds fledged.
• Wildlife Sightings: Includes a symbol -pad of various wildlife types for tagging location of sightings on course map. Contains
connected database for each site that includes the type of animal, its habitat, sighting date, number, sex, and comments.
• Habitat and Native Areas: Included on digital base map for ACSP documentation & descriptive notation,
• West Nile Factor Trackers: Mark mosquito breeding sites and insect trap locations; record dead bird pickup sites.
TREES
• Show/Hide Tree Map Layer: Turn tree map layer ON/OFF on the base map.
• Master Tree List: A database containing the common name and scientific name of over 500 trees.
• Course Tree List: Build your golf course tree list from the master tree list selections.
• Auto -enter Tree Names: Don't type in each tree's name and species, this menu does it all for you!
• Tree Locators: Locate any and all trees on your course by common name, ID number, condition, and last pruned year.
• Memorial Trees: If your course has a memorial tree program, this menu documents, locates and prints a location map showing
any memorial tree search by donor name or by honoree's name.
• Add/Move/Remove Trees: Easy to delete trees from the map that are no longer on the course; automatically saves to history
database.
• Removal History: Trees "removed" from the course (which you may delete from the map) are saved in a special "removed
trees" database, then may be redisplayed and reviewed by the year removed.
TOOLS & UTILITIES
• Global Feature Selection: Easy, "one -click" to select for all greens, tees, fairways, bunkers, roughs, etc. on front-9, back-9, or
all 18 holes for nutrient/pesticide applications, volumes, etc.
• Digital Photograph Attachments: This menu let you associate a standard digital camera photo file with a map feature, then
click the map area to which the photo relates and the photo is displayed!
• Automatic Labeling: Set and instantly display a label of many golf course and irrigation features (e.g., square feet of fairways,
satellite/station number for all sprinkler heads, trees by name, etc.).
• Buffers: Automatically creates and displays an exact outline (buffer) around golf course features at any distance you specify
(e.g., collars around greens, first cut of rough, etc.). Instantly calculates how much area you've added with the buffer and the
total area with the included buffer.
• Unit Conversions: Convert areas, volumes, weights, distances and product application rates within and between English and
Metric units.
• Shape Files: A "Universal Translator" converts CourseVision map files to the "Shape files" used by Toro and Rain Bird map -
based irrigation control systems ... AND/OR, can convert irrigation shape files into the GroundLinkx file format.
• Event Scheduling: Enter up to four future tournament or maintenance events. Program alerts user as event date approaches.
HOLE LOCATION SHEET (PINSHEET)
• The Sheet: Letter size, desktop printer -ready, color 18-green "pinsheet" showing exact green configuration, adjacent bunkers
and water; green depth; club logo, and automatic date/day of hole setup.
• Hole Locations (Daily): Nine 18-hole cup layouts may be set, saved, recalled and changed any time. Display indicates general
area of cup by large red dot (e.g., back right, left middle, front center, etc.).
• Today's (Daily) Holes: Automatically sequences and sets up printing of the daily hole locations for both maintenance crew and
pro shop. Get color or black/white prints on demand, depending on your printer.
• Set Layout Rotation Sequence: Set/change hole rotation for a three, six, or nine day rotational cycle.
• Hole Locations (Tournament): Seven tournament (including Championship, Easy, and Difficult setups) 18-hole layouts may
be set, saved, recalled and changed any time. Display indicates the specific area of cup by small black dot, and includes
optional "paces" from edge of green for both setup and display. Also includes a blank (no cups) setup and display.
• Date Override: Automatically enters your desired future tournament date on pinsheet, overriding the date automatically
entered as the day the pinsheet is displayed on -screen.
• Yardage -from -Center Calculator: Automatically calculates and displays each hole location as +/-yards from center of the
green, no matter where the pin is set on the green.
• Messages (Set, View, Add): Automatically include up to 6 lines of custom messages on your pinsheet. Create up to eight
separate messages, instructions, event/banquet/prize details, etc. Standard messages (e.g., wet fairways, 90-degree rule, etc.
may be created only once and used as needed.
• Prize Holes (Set, Add): Automatically show all prize holes and the corresponding prize info (hole -in -one; longest putt/drive,
etc.) on the pinsheet for tournament events, thereby providing all tournament details on a single, attractive sheet that players
may keep as a memento of their golfing experience at your club.
TOURNAMENTS (USGA FORMAT)
• Tournament Course Map: Multi -Color --Feature Layered --True Scale for precision layouts of tournament activities.
• Tournament Symbols A complete selection set in four separate categories (golf, public, non-public, services).
• Site Footprints: Easy tools for drawing true -scaled layouts for tents, bleachers, skyboxes and other temporary tournament
structures directly on the digital map. Precise map dimensions and distances allow you to position these structures accurately
on the tournament grounds. Dimension information allows easy communication with suppliers.
CUSTOM Bti (TONS
• A complete set, including draw, move, zoom, pan, delete, text, scale bar, date stamp, label, distance ruler, statistics, reshape;
drag image into Word, Excel, PowerPoint documents; zoom to hole; change map units; snip out map area and more.
IRRIGATION MODULE (OPTIONAL) Note: Irrigation map must be added within twelve months of program acquisition.
• Under an exclusive arrangement with Fairway Irrigation Design (Palm Desert, CA), courses having GPS irrigation mapping by
Fairway Irrigation Design will be offered a 50% discount ($1,500.n if this irrigation module option is selected for inclusion
in the CourseVision program and circled in the "Fee Summary" below (includes file conversions, digital composition, and
selected sprinkler head data entries).
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INCLUDED WITH COURSE VISION:
• New Notebook computer (minimum 30 GB hard drive; 256 MB RAM; Windows XP Home Edition) preloaded with the
CourseVision program. Includes Mouse, 512 MB USB Jump Drive, and Computer Case.
• CourseVision Software CD and One Mapinfo Professional license
• One Map Update based on superintendent's ground -check of surface features that were either questionable or undetectable from
initial aerial photograph (revisions must be submitted within 90-days of program delivery).
• 12-Months Telephone Tech Support: 8 am to 5 pm Colorado time Monday through Friday, except holidays.
• 12-Months of CourseVision Menu updates following program delivery (as released).
FEE SUMMARY: Pricing guaranteed through 2006
Note: Standard Pricing (36 holes) when CourseVision built on custom aerial orthophoto (without Discount Running
irrigation map database population option): $26,800.00 Amount Net
ITEM: CourseVision using CVAG GPS-ground controlled aerial orthophoto dated 9/13/2005 $6,000 00 $20,800
City of Palm Desert existing ownership of aerial orthophoto of Desert Willow Golf Resort stated
under ITEM description as part of original CVAG aerial orthophoto contracted by IntraSearch, $2,875.00 $17,925
Inc., Greenwood Village, CO.
TOTAL: $8,875 00 $17,925
OPTION: Convert Fairway Irrigation Design GPS irn ation map files and database population
(Standard charge for 36-hole course is $3,000.00) $1,500.00 $19,425*
Note: Please circle this item if you want it included in your CourseVision program.
TOTAL WITH OPTION: $10,37500 $19,425
* After $1, 500 discount from full cost of $3, 000; this option will be added only if circled above.
Terms and Payment: (Please note modification from 9revious proposal).
A deposit of 25% of the selected total cost ($4,481. or $4,856.n will be due within ten business days from receipt of this
authorization to proceed. The deposit will be credited to the total service price with the balance due within thirty calendar days of
acknowledged receipt of the CourseVision program by the Desert Willow golf course maintenance facility.
Anticipated Schedule: (Please note modification from previous proposal).
It generally takes two to four weeks for the completion and delivery of the CourseVision digital system following receipt of the digital
aerial orthophoto files from IntraSearch, Inc.
Please return a signed copy of this page to authorize the project (or FAX to 303-759-0400). We appreciate the opportunity to be of
service to the Desert Willow Golf Resort turfgrass facility.
Sincerely,
David L. Mikesh, President
GroundLinkx LLC
AUTHORIZATION:
The laws of the State of Colorado shall govern any claims or controversies arising from this Agreement or the performance of any of
the referenced services, and jurisdiction and venue shall be in Arapahoe County, Colorado. Any claims or controversies relating to or
arising from this Agreement or the performance of any of the referenced services which cannot be amicably resolved between us will
be submitted to binding arbitration, in Arapahoe County, Colorado, consistent with the provisions of the Uniform Arbitration Act, as
adopted in Colorado.
The above prices, specifications and conditions are satisfactory and are hereby accepted. GroundLinkx is authorized to proceed with
the project based upon the proposal submitted.
Agreed and accepted this day of
By.
Title:
For: esert Willow Gol esort
, 2006 / ,(
Print Name: CcIrIC'-S Q !( PSc3
P.O. Number (if applicable)