Report to Mayor and City Council
Tuesday, July 19, 2022
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A PURCHASE ORDER WITH SITE ONE LANDSCAPE SUPPLY FOR PURCHASE OF IRRIGATION SUPPLIES TO COMPLETE THE CALIFORNIA WATER CONSERVATION REBATE PROGRAM (CITY COUNCIL).
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I. SUMMARY
An Invitation for Bid, IFB No. 22-36, was released on May 31, 2022, to solicit proposals from qualified vendors to provide irrigation supplies that include but are not limited to water efficient pop-up sprinklers, rotors, and nozzles. In response to IFB 22-36, staff received two proposals (Exhibit No. 1). Of the two proposers, Site One Landscape Supply (“Site One”) was determined to be the lowest responsive and responsible bidder. Accordingly, staff recommends the City Council award the contract to Site One Landscape Supply. The total Purchase Order amount will be $51,768.68.
II. RECOMMENDATION
Recommendation
Take the following actions:
1. AWARD and APPROVE a purchase order agreement with Site One Landscape Supply for City purchase of irrigation supplies for the City’s Public Works Department in an amount not-to-exceed $51,768.68 (Exhibit 2)
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate, consistent with the requirements of applicable law.
IV. BACKGROUND
The City of Carson is responsible for the care, upkeep, and maintenance of our irrigation systems operable for 16 park facilities, City Hall, Civic Center, and the corporate yard. The irrigation system operates by way of 34 Smart Controllers. Each facility has multiple controllers installed that operate up to 48 stations. Each station operates up to 12 sprinklers with several irrigation parts in between. Due to the Governor’s declaration of an emergency drought for the entire state in October 2021, reducing water usage is a primary goal for the Public Works Department.
High-efficiency sprinkler nozzles save water by applying water gradually and uniformly which minimizes run-off and therefore reduces water waste. The change to high-efficiency rotors and sprinklers can allow the Landscape Department to apply water at a rate that decreases ponding, pooling and/or runoff.
An invitation for Bids was released via Planet Bids and the Daily Journal on May 31, 2022, to solicit vendors to provide water efficient irrigation supplies. By the June 09, 2022, deadline, two (2) proposals were received:
• Site One Landscape Supply $ 51,768.68
• Aqua Flo Supply $ 56,627.68
Thereafter, staff conducted an initial review of each submission, and it was determined that Site One Landscape Supply is the lowest responsive and responsible bidder pursuant to Carson Municipal Code (“CMC”) Section 2610 of the City’s Purchasing Ordinance. A notice of intent to award to Site One Landscape Supply was issued 6/28/2022.
The City Council is now asked to approve a purchase order agreement with Site One to provide irrigation supplies to the Public Works Department at a total not-to-exceed cost of $51,768.68.
It should also be noted that section 2605(b)(1)(ii) of the CMC requires City to enter into a contract for purchases of any personal property, including materials, supplies, and equipment of $25,000 or more over a fiscal year, unless the City Manager (as Purchasing Manager) waives this requirement. The City Manager has waived such contract requirement.
Finally, on January 4, 2022, the City Council authorized submittal of an application for grant monies to California Water Service, the City’s local domestic water provider. The grant monies will be used to reimburse City for costs associated with the purchase order.
V. FISCAL IMPACT
Funds for this rebate grant were previously approved by the City Council on January 4, 2022, in the total amount of $97,922 in account 101-80-840-105-6019, through Resolution No. 21-166. Continued appropriation of funds will be realized in September of 2022 for FY 2022-23.
VI. EXHIBITS
1. Bid Register (pg. 4)
2. Draft Site One Landscape Supply Quote (pg. 5)
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Prepared by: Eliza Jane Whitman, PE, Public Works Director, John Martinez, Parks Maintenance Supervisor and Cesar Padillia, Parks Maintenance Supervisor