TITLE
Recommendation to adopt Specifications No. ITB PR18-153 and award contracts to SiteOne Landscape Supply, of Cleveland, OH, and American Landscape, Inc., of Canoga Park, CA, for the supply and installation of Calsense irrigation controller upgrades, in the aggregate amount of $1,325,081, with a 20 percent contingency in the amount of $265,016, for a total aggregate contract amount not to exceed $1,590,097, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contracts, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into contracts with SiteOne Landscape Supply (SiteOne) and American Landscape, Inc. (American Landscape), for the purchase and installation of Calsense irrigation controllers and related parts.
These controllers will replace the antiquated irrigation controllers with a new centrally-managed system throughout park locations in Long Beach. The Calsense irrigation controllers contain technology that records water usage in real time and allows for remote, electronic management of water distribution, which permits operation based on environmental conditions along with plant need. After a successful pilot irrigation controller replacement program, irrigation controllers will be replaced throughout the City creating an efficient, data-driven process that allows the Parks, Recreation and Marine Department to maximize water use and minimize waste.
There were 286 potential bidders specializing in irrigation controller products and services notified of the bid opportunity. Of those bidders, 32 downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 28 local, minority, and women-owned business groups. Three bids were received on December 4, 2018. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), Women-owned Business Enterprises (WBEs), certified Small Business Enterprises (SBEs), or Long Beach businesses (Local). SiteOne Landscape Supply, of Cleveland, OH, and American Landscape, Inc., of Canoga Park, CA, were the lowest responsible bidders.
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists with businesses with registering on the PlanetBids database to download the bid specifications. Through outreach, 28 Long Beach vendors were notified to submit bids, of which none downloaded nor submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Arturo D. Sanchez on March 4, 2019, by Purchasing and Business Services Manager Sandy Tsang-Palmer on March 22, 2019, and by Budget Management Officer Rhutu Amin Gharib on March 25, 2019.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB PR18-153 and award contracts concurrently is requested on April 16, 2019, to ensure contracts are in place expeditiously.
FISCAL IMPACT
The total contract amount will not exceed $1,590,097, and is budgeted in the Capital Projects Fund (CP) in the Parks, Recreation and Marine Department (PR). If necessary, an appropriation increase, offset by anticipated rebate revenue from the Long Beach Water Department and Metropolitan Water District of Southern California, or other available funds identified for this project, will be requested in the mid-year Budget Adjustment Council Letter. This project is anticipated to require a minimal level of staff hours beyond normal budgeted scope of duties. This project is expected to have minimal impact on existing City Council priorities as the requested timeframe allows sufficient time to complete while balancing against other priorities. The award of these contracts will provide continued support to our local economy by assisting in the preservation of ten full-time employees residing within Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
GERARDO MOUET
DIRECTOR OF PARKS, RECREATION AND MARINE
APPROVED:
PATRICK H. WEST
CITY MANAGER