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Title:
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Approve a Blanket Purchase Order with Ewing in an Amount Not-To-Exceed $75,000, for the Purchase of Irrigation Equipment and Parts.
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City of Culver City, California
Agenda Item Report
Meeting Date: 06/27/11 Item Number: C-5_
CITY COUNCIL AGENDA ITEM: Approve a Blanket Purchase Order with Ewing in
an Amount Not-To-Exceed $75,000, for the Purchase of Irrigation Equipment and
Parts.
Contact Person/Dept.: Patrick Reynolds,
Parks Division Manager
Phone Number: (310) 253-6470
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (06/22/11); (E-Mail)
Ewing (06/15/11).
Department Approval:
Dan Hernandez (06/16/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/22/11)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (06/22/11)
City Manager Approval:
John M. Nachbar (06/22/11)
RECOMMENDATION:
Staff recommends the City Council approve a Blanket Purchase Order with Ewing, in
an amount not-to-exceed $75,000, for the purchase of irrigation equipment and
parts.
BACKGROUND:
The Calsense system monitors weather and measures evaporation and the amount
of water needed for plant life. It also monitors water flow and automatically turns off
the irrigation system when pipes or irrigation heads break. Ewing has provided the
City with irrigation controllers, radios, and other irrigation equipment, supplies and
parts for over eleven (11) years. Parks Division staff is currently in the process of
upgrading the Calsense irrigation system throughout the City in order to be in
compliance with the requirements of AB1881 (which imposed new water
conservation requirements on landscape irrigation systems) . Time is of the
essence, since enforcement of this State law will commence in January 2012.
DISCUSSION:
During Fiscal Year 2010/2011, a total of $38,759 has been spent with Ewing and
staff anticipates that an additional $35,000 should be spent before the end of Fiscal
Year 2010/2011. Pursuant to Culver City Municipal Code Section 3.07.075,
purchases of goods and services exceeding $30,000 in a single fiscal year must be
formally bid and approved by the City Council. However, pursuant to Culver City
Municipal Code (CCMC) Section 3.07.045.B, the formal bidding requirements shall
not apply when the equipment is a component for equipment or a system of City of Culver City, California
Agenda Item Report
equipment previously acquired by the City, and is necessary to repair, maintain or
improve the City’s utilization of the equipment.
No other irrigation supplier in the Los Angeles area provides the technical support
that Ewing provides for the Calsense controllers. Over many years, the City has
made a substantial investment in the technologically superior product of the
Calsense equipment, which requires the proprietary technical support provided by
Ewing. Ewing’s continuing technical support is essential to staff’s ongoing training
as the system and technology are continually upgraded. Ewinghas conducted
water audits, trained staff, programmed the system, etc. as part of its technical
support to the City. Furthermore, staff has a good professional and working
relationship with them.
Therefore, staff is recommending the City Council approve a Blanket Purchase
Order with Ewing, for an amount not-to-exceed $75,000, for the purchase of
Calsense irrigation equipment and parts.
Comments from the City Manager
Staff pursued the purchases outlined in this report to obtain equipment and services
from a single vendor pursuant to City Council approved projects and within budgets
approved by the City Council. However, pursuant to the Municipal Code, purchases
which exceed $30,000 to a single vendor in a single Fiscal Year should have
received the City Council’s approval prior to those purchases being made. Staff has
been instructed to comply with this requirement in the future.
FISCAL ANALYSIS:
This project will be funded by capital improvement project P-612 (Upgrade Park
Irrigation Systems/Improvements Other Than Buildings). This project has two
funding sources. The first is a General Fund account, 42000612.730100. The
second is account 41900612.730100 in the Park Facilities Fund, which derives
100% of its revenue from development fees related to the Quimby Act (Park In-Lieu
Fees). There are sufficient appropriations in these accounts to fund the planned
purchases of irrigation equipment and parts.
MOTION:
That the City Council:
1. Approve a Blanket Purchase Order with Ewing, in an amount not-to-exceed
$75,000,for the purchase of irrigation equipment and parts; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.