April 11, 2006

SUBJECT: Award of Contract to Upgrade Computerized Irrigation Systems at the gold Courses (F0503-61)

REPORT IN BRIEF

Approval is requested for the award of a contract to Turf Star, Inc, of Hayward to upgrade the computerized irrigation systems at the Sunken Gardens and Sunnyvale Golf Courses for the Department of Parks and Recreation Golf Division.

BACKGROUND

In 1989 and 1994 respectively, work was completed to install computerized irrigation control systems at the Sunnyvale and Sunken Gardens Golf Courses.  At that time, these systems were state-of-the-art Toro Network 8000 systems which enhanced irrigation control at each golf course, resulting in efficient water use and overall water and energy savings.  Having both courses operating the same system allowed the City to consolidate its purchase of irrigation system parts and service; and the use of standardized systems reduced staff training requirements.  There was also the additional advantage of being able to control one or both systems from either golf course.

DISCUSSION

Each year since installing the systems, the technology has advanced, creating opportunities for more efficient irrigation at each facility.  Since the City has not kept pace with equipment and software upgrades, however, it has not taken advantage of these opportunities.  In addition, these now obsolete systems are becoming difficult to maintain as the availability of replacement parts decreases. 

The requested upgrade includes the replacement at each course of the central computer systems, including operating software, and the irrigation field satellites.  This upgraded equipment and software will maximize water schedule flexibility.  This means that  watering can be completed well in advance of morning play which will enable the City to continue to provide optimum playing conditions that meet the expectation of customers.  In addition, the up-to-date equipment will be easier to manage and maintain.

Section 2.08.070 (b) of the Sunnyvale Municipal Code exempts from competitive bidding contracts for which the City’s requirements can be met solely by a single proprietary article or process available from a single source.  In this case, the irrigation control systems must be compatible with the existing infrastructure at each course (field wiring and signal wiring buried in-ground).  Turf Star, Inc., is the sole California distributor for the Toro system. 

FISCAL IMPACT

Cost to the City will be $148,187, including applicable taxes and a $8,600 trade-in allowance for the existing field satellites.  Funds are available, as follows:

RECOMMENDATION

It is recommended that Council award a contract, in substantially the same form as the attached draft Purchase Order and in an amount not to exceed $148,187, to Turf Star, Inc., for the purchase of upgraded irrigation control system equipment and software for the Sunken Gardens and Sunnyvale Golf Courses.

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Shawn Hernandez

Director, Information Technology

Reviewed by:

David Lewis

Director, Parks and Recreation

Approved by:

Amy Chan

City Manager

Attachments

A. Draft Purchase Order(pdf)

B. Service Agreement and Warranty(pdf)