Report Prepared by: Juan Olmos, Public Works Manager - Tax Services
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Approval of an Agreement for the Purchase of Weather-Based Irrigation Controllers with Horizon Distributors, Inc., in the Amount of $155,927.76, as Part of the Department of Water Resources Proposition 1 Grant Awarded to the Merced Irrigation District (MID) on Behalf of the Merced Integrated Regional Water Management Authority
REPORT IN BRIEF
Considers waiving the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 and approving an agreement for the purchase of weather-based irrigation controllers.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210; and,
B. Approving an Agreement for the Purchase of Goods with Horizon Distributors, Inc., in the amount not to exceed $155,927.76; and,
C. Authorizing the City Manager or the Deputy City Manager, to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
City of Merced Charter Section 3.04.210 - Exemptions from Competitive Bidding:
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of twenty-five thousand dollars ($25,000.00), the "bidding threshold”, may be waived with the approval of the city council. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 of this code.
CITY COUNCIL PRIORITIES
As provided for in the FY 2021/2022 adopted budget.
DISCUSSION
On November 15, 2021, Council accepted a $335,648 Proposition 1 Grant, which included the surface water irrigation conversion project and the purchase and installation of weather-based irrigation controllers at various parks throughout the City. The City currently uses Toro Sentinel Controllers, a weather-based irrigation controller, for some parks. The City began to use these controllers in 2011 and currently has about 100 units in the parks and maintenance districts. This powerful, yet simple-to-use controller software is ideal for large users such as cities as it allows a user to control up to 999 field stations from a remote location with a desktop or laptop computer.
This portion of the grant project will add 27 more weather-based irrigation controllers at 20 parks. The controllers can remotely shut off water, change irrigation times, days, and set alarms for stations if malfunctions occur such as power outages or extreme flows. Having this type of controller reduces manual labor and travel time from controller to controller, and most importantly aids in water efficiency as the controller automatically adjusts for changes in weather.
An agreement for purchase of goods has been drafted and approved as to form by the City Attorney’s Office. Staff recommends approval of the agreement.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed; funding is available within the FY 2021/2022 adopted budget for 001-1120-637.65-00-122057.
ATTACHMENTS
1. Agreement for the Purchase of Goods