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HomeMy WebLinkAboutC30350 Desert Willows Golf Resort Irrigation SuppliesContract No. C30510 CITY OF PALM DESERT STAFF REPORT REQUEST: APPROVAL FOR THE PURCHASE OF IRRIGATION SUPPLIES FOR THE DESERT WILLOW GOLF RESORT IN AN AMOUNT NOT TO EXCEED $141,777.20 FROM HIGH TECH IRRIGATION CORPORATION SUBMITTED BY: Catherine Walker, Senior Management Analyst APPLICANT: High Tech Irrigation Corporation 80975 Indio Blvd Indio, CA 92201 DATE: January 13, 2011 CONTENTS: Bid Proposal Recommendation By Minute Motion: 1. Approval for the purchase of irrigation supplies in an amount not to exceed $141,777.20 from High Tech Irrigation, Indio, California; and 2. Waive any irregularities. Funds are available in Golf Course/Ground Expenses, Account No. 520-4195- 495-8031. Background On November 18, 2010, the City Council rejected all bid proposals received for the purchase of irrigation supplies for the Desert Willow Golf Resort. In an effort to increase competition in the bidding process and secure a full complement of responsive bids, staff procured new bid proposals for the Desert Willow Irrigation Supplies for the 2010/2011 fiscal year. The irrigation supplies work 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. The bids were opened on December 10, 2010, with one bid received from High Tech Irrigation of Indio, California. Company Location Bid Amount High Tech Irrigation I Palm Desert, Ca 1 $ 141, 777.20 Staff Report Approval for the Purchase of Irrigation Supplies at Desert Willow Golf Resort January 13, 2011 Page 2 of 2 High Tech Irrigation Corporation comprehensively addressed all line items in the submitted Vendor's Proposal, and met the submission requirements as outlined in the Request for Proposals (RFP). There is one proposal irregularity. High Tech failed to acknowledge the addendum; however, the City Attorney has deemed that the addendum was simply a clarification of language in the RFP and did not provide for any substantive changes to the document. The Bid Proposal has been reviewed by Desert Willow staff and has been deemed to be fair and competitive in pricing. Staff recommends waiving the irregularity and approving the purchase of irrigation supplies for the Desert Willow Golf Resort from High Tech Irrigation Corporation during fiscal year 2010/2011. Fiscal Analysis The actual quantities of irrigation supplies purchased for Fiscal Year 2010/2011 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 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 2010/2011 budget. Submitted By: Catherine Walker, Sr. Management Analyst ffartin Alvarez, R4development Manager Department Head: Paul S. Gibson, Finance Director al: n M. Wohlmuth, City Manager CITY COUNCIL v I nON APPROVED DENTED RECEIVED OTHER it MEET AYES: NOES: ABSENT: tl/ " ABSTAIN: MCP VERIFIED BY.- , Original on File with City'Clerk's Office G:\rda\Cathy Walker\Word Data\Staff for Irrigation Supplies. doc REQUEST FOR PROPOSALS (RFP) FOR THE DESERT WILLOW GOLF RESORT IRRIGATION SUPPLIES ON AN ANNUAL BASIS FOR FISCAL YEAR 2010/2011 City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 (760) 346-0611, Extension 415 November 24, 2010 GNUMCathy WalksAWord DaWREQUEST FOR PROPOSAL IRRIGATION SUPPUES.Doe TABLE OF CONTENTS Notice of Inviting Sealed Proposals.......................................................................3 Instructionsto Bidders........................................................................................... Vendor's Proposal.................................................................................................7 Bidder's Information..............................................................................................9 Page 2 CITY OF PALM DESERT NOTICE OF INVITING SEALED BIDS FOR IRRIGATION SUPPLIES FOR FISCAL YEAR 2010/2011 PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert invites sealed proposals to purchase IRRIGATION SUPPLIES for the Desert Willow Golf Resort. The City will receive the pro�osals in the office of the City Clerk up to the hour of 2:00 p.m. on Friday the 10 of December. 2010, at which time they will be publicly opened. Request for Proposal packets are available at City of Palm Desert, Redevelopment Agency, located at 73-510 Fred Waring Drive, Palm Desert, California 92260. 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 the bid closing date and time. The receiving time at 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 proposal forms and submitted in a sealed envelope plainly marked on the outside "SEALED BID FOR IRRIGATION SUPPLIES —DO NOT OPEN WITH REGULAR MAIL." Bids should be addressed to Office of the City Clerk, City of Palm Desert, 73-510 Fred Waring Drive, Palm Desert, California 92260. The complete proposal packet includes: 1) Vendor Proposal; and 2) Bidder Information forms. All forms must be fully completed and submitted for the proposal to be considered responsive. 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. Requests for additional information should be directed to Catherine Walker, Senior Management Analyst, (760) 346-0611, Extension 415. BY ORDER OF the City Council of the City of Palm Desert. Dated this 22t' day of November. 2010. RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT Page 3 INSTRUCTIONS TO BIDDERS The City of Palm Desert is currently soliciting bids for the purchase of Irrigation Supplies for the Desert Willow Golf Resort located at 38-995 Desert Willow Drive, Palm Desert, California 92260. Successful bidders should complete the Proposal Specifications and Bidder Information forms and submit in a sealed envelope plainly marked on the outside "SEALED BID FOR IRRIGATION SUPPLIES —DO NOT OPEN WITH REGULAR MAIL." The proposal is due in the office of the City Clerk no later than 2:00 p.m. on Friday, December 10, 2010. Proposals received after that time will not be accepted. Form of Proposal. The proposal must be made on the form of Vendor's Proposal, which is included in the Contract Documents and must be completely filled in, dated, and signed. Bids must be submitted on ,all items and schedules included in the Contract Documents. FAILURE TO BID ON ALL ITEMS AND SCHEDULES MAY RESULT IN THE BID BEING REJECTED AS NON- RESPONSIVE. Documents and Specifications. The specifications attached are a sample of the product needs at the Desert Willow Golf Resort, but may not be inclusive of the total irrigation supplies, which may be required. License. To be considered, a potential bidder must have the appropriate license required under provisions of the California Business and Professions Code for the work covered in its Proposal when its bid is submitted. This includes a joint venture formed to submit a bid. Additionally, the Vendor must possess a current City of Palm Desert Business License or provide proof of exemption. If bidder does not possess a City of Palm Desert business license, the bidder must obtain a City of Palm Desert business license prior to entering into a contract. Quantities. This contract will be an open purchase order for a specific amount strictly for irrigation supplies for the Desert Willow Golf Resort. The actual cost of the purchase order shall be based on actual purchases, but shall not exceed the total price of the bid and open purchase order. No obligation shall be bome by the City of Palm Desert and the Desert Willow Golf Resort for the full price of the bid without actually purchasing the irrigation supplies. All payments will be made within the terms of the vendor's purchase agreement and the account will be maintained in good standing by the City of Palm Desert and the Desert Willow Golf Resort. Please complete pricing for all items listed so an accurate price comparison can be made. Please give as much detail as possible so that each bid can be properly evaluated. Interpretation of Documents. Discrepancies, omissions, ambiguities, and requirements likely to cause disputes between trades and similar matters Page 4 shall be promptly brought to the attention of the CITY, in writing, and to the attention of Catherine Walker, Senior Management Analyst. When appropriate, Addenda will be issued by the City of Palm Desert. No communication by anyone as to such matters except by Addenda affects the meaning or requirements of the bid documents. Addenda. CITY reserves the right to issue Addenda to the bid 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, fax number, and e-mail address for the purpose of receiving Addenda. CITY will cause copies of Addenda to be mailed or delivered to such names at such addresses. To be considered, a Vendor's Proposal must list and take into account all issued Addenda. Bids, to be acceptable, must acknowledge receipt of all Addenda. Bids. Total Price Bids are required for the anticipated annual Irrigation Supplies. The amount of the bid for comparison purposes will be the total of all items. In case of discrepancy between the item price and the total set forth for the item, the item price shall prevail. The evaluation of bids and award of contract shall be the exclusive decision of the City. The City reserves the right to award separate schedules to separate bidders, or all schedules to a single bidder, and consider all relevant factors in making its decision. Approval of Purchase. Approval by the City Council, of a Vendor's Proposal shall authorize the Desert Willow Golf Resort enter into an agreement for Irrigation Supplies up to the total bid price, on an as needed basis. The City shall mail or deliver to the lowest responsible bidder the Notice of Award of bid acceptance. City's execution of the purchase order is contingent upon Bidder's submission of all documents required of Bidder. Qualifications of Bidders. No award will be made to any bidder who cannot give satisfactory assurance to the City as to their own ability to cant' out the terms of the purchase order, both from a financial standing and by reason of previous experience as a vendor on work of the nature contemplated in this request for proposal. The bidder may be required to submit its record of work of similar nature to that proposed for this bid, and unfamiliarity with the type of work may be sufficient cause for rejection of bid. Government Code Section 4652. In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Section)* or under the Cartwright Act (Chapter 2 commencing with Section 16700) or Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the Page 5 time the awarding body tenders final payment to the Vendor, without further acknowledgment by the parties. `15 U.S.C.A. Chapter 15 Requests for Information (RFI). In the event of a request for information regarding bidding information, all requests must be sent to the City's Representative, attention Mrs. Catherine Walker, 73-510 Fred Waring Drive, Palm Desert, CA 92260, telephone number (760) 346-0611. All requests must be in writing and delivered or mailed to the above location. Faxed RFI's are not acceptable. All RFI are due no later than 1:00 p.m. on Friday, December 3, 2010. Brand or Trade Name -Substitute of Equals. If a potential bidder believes he knows of an equal to a specified brand or trade name which is not mentioned in the Request for Proposal (RFP), then such potential bidder shall advise the City's Representative of such fact in writing giving all relevant information, no later than 7 calendar days prior to bid opening. The City shall promptly determine whether the substitute is equal in every respect to the item specified, and approve or deny the request accordingly, and shall notify the vendor of the determination made, in writing of the decision. Unless the request is granted, substitution will not be permitted. Pricing of Products. It is beneficial to the bidder to provide pricing on all items so that an accurate price comparison can be made. Please provide the item's list price. Failure to provide the requested information may be considered non -responsive and result in disqualification of the proposal. Note, that the award of the purchase order is based on a number of criteria including price, and the bidder's ability to provide the requested products timely manner. Bidders should base their quote on the best available pricing to the City of Palm Desert rather than on a tiered basis or plan, as the purchase order will be awarded based on the quotes submitted. This is a non-exclusive purchase order, and serves only to select the primary provider of Irrigation Supplies for the Desert Willow Golf Resort. The Desert Willow Golf Resort reserves the right to purchase from other vendors as necessary. Page 6 VENDOR'S PROPOSAL FOR IRRIGATION SUPPLIES FOR THE DESERT WILLOW GOLF RESORT Total bid amount is for the delivery, all taxes, freight, materials, incidental expenses, and direct and indirect costs associated with providing the Irrigation Supplies to the Desert Willow Golf Resort. Description/Item Est. Annual Quantity Price Per Unit Total Price Rain Bird 750 Rotor Nozzle No. 36 Internal 300 Units 16'7. 3L- &0 i 46. Rain Bird 50 Rotor Nozzle No. 54 Internal 225 Units I W`7.63 35,24 b 13 p Rain Bird 700 Rotor Nozzle No. 36 Internal 100 Units 9. z> Eagle 700/750 Valve Assy Electric 150 Units Aej. zy Hunter 1-20 Ultra rotor 75 Units / 3.83 KBI 2° Repair Coupling 30 Units 3. yI MSC 24 Irrigation Controller Clock 10 Units . 81 L3 700/750 Electric 70 PSI Acme CS Rotor 30 Units XB 2 Gallon Emitter Red 1,400 Units . Z Y d , The total bid price is based on anticipated annual purchase of the specified Products noted above, purchased incrementally throughout the fiscal year. A purchase order will be issued for the anticipated cost of the bid; however, the obligation of the City of Palm Desert and the Desert Willow Golf Resort will be based solely on the actual products purchased. The Desert Willow Golf Resort reserves the right to purchase additional quantities of each product, in an amount not to exceed 25 percent of the total quantity listed in the Vendor's Proposal; at same unit price outlined in the Vendor's Proposal. If the additional quantity purchased exceeds 25 percent of the list quantity, the Desert Willow Goff Resort will have the ability to renegotiate the Vendor's unit price. MATERIAL BID PRICE DELIVERY COST SALES TAX TOTAL AMOUNT OF BID IN FIGURES $ 1301369.8Ll $ $" $ J , ko7.36 $Iyi, 7*? 2.0 TOTAL AMOUNT OF BID IN WORDS t n%l4510 &6nr'Qn4 MOas,1b•►a -3906;- hk*ub"=-3 ScUbr+-7'Y 5L�/r:6► iw A-nb 7iJ4!5r"_r-r CEs-ITS . Page 7 IN WITNESS WHEREOF CONTRACTOR executed this proposal as of date set forth: By: i�2 �--- - Signature (Must Be Notarized) Title:-5;-Azt� gA-14-re295Z Contractor Acknowledgement Certificate State of California } County of Riverside } On ioi j / .2D/v before me, �v� 6d7.�_ , a Notary Public, personally appeared , who roved to me on the basis of satisfactory evidence to be the person(4) whose name(4subscribed to the within instrument and acknowledged to me th executed the same i I authorized capacity(ies), and that by r signature(c) on the instrument the person(), or the entity upon behalf of which the person() 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 , �� (seal) re— E. A. — Com# 18mlasion 1858292 Notary Public - California z Riverside County s !4COM1. EI Tres Aup 15, 2013 Page 8 BIDDER'S INFORMATION The undersigned has carefully examined the documents pertinent to this Request for Proposal (RFP) and hereby offers and submits the above price in consideration of the Proposal Requirements, attached hereto and a part of this offer and proposal. Company: _ _flyl / A-A-C &/ 7-%x-�. Authorized signature: Tom•-- Contact Name (please print): 8p71 /=E A X4;17 Title: 60t_ = Individual, Partnership, or corporation: CQo 2- t"*'0019:T7uV Address: Sn— D-5- /n "'R 10 X L-dfb City: lh.b co State, Zip: CAA 92-Z•') c Telephone: FAX: `JC-� �A47 E-mail address: Date: /L.f i kz> Number of Addenda: Page 9