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Home My WebLink AboutCOW 2011-01-10 Item 4A - Resolution - Waive Bid Requirements for Golf Pump Station Control Panel COUNCIL AGENDA SYNOPSIS *IALA {y ITEM NO. q Initials 4: ti 1 Meeting Date Prepared by 1 May view Cgguiuil r 5 I 01/10/11 1 RE 1 I 6 1 a `vry^ O 01 I RE I 1 1 1 1 a9.o I 1 1 1 1 4 4. A' ITEM INFORMATION CAS NUMBER.: 11-003 I ORIGINAL AGENDA DATE: JANUARY 10, 2011 AG1 ?Nn,\ ITEMTIT7.E Golf Course Irrigation Pump Station Control Panel Replacement C.\'I'1?c;ORY Discussion Motion Resolution Ordinance 1 1 Bid Award Public Hearing n Other Mtg Dale 01 /10 /11 Mtg Date Mtg Date 01 /18 /11 Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Counc Ma Adm Svcs DCD Finance Fire Legal Pe'R Police PW SPONSOR'S The 20 yr old golf irrigation pump station panel and equipment have reached their life SUMMARY expectancy and are beginning to fail. The City Council is being asked to approve the resolution waiving the bidding requirement and authorizing a sole source purchase from Horizon for the equipment and installation of the Rain Bird Variable Frequency 800GPM Golf Pump Station Control Panel for Foster Golf Links in the amount of $63,283.34. This project is included in the 2011 Capital Improvement Project Budget. R :\'1I WIM BY COW Mtg. CA &P Cmte F &S Cmte n Transportation Cmte Utilities Cmte 1 1 Arts Comm. Parks Comm. Planning Comm. DA 1'E: 12/13/10 RECOMMENDATIONS: SPONSOR /ADMIN. Parks and Recreation Department COMMITTEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EFPI ;ND1'1'URE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $63,283.34 $75,000.00 Fund Source: Cotnrnents: MTG. DATE RECORD OF COUNCIL ACTION 01/10/11 MTG. DATE ATTACHMENTS 01/10/11 Informational Memorandum dated 12/8/10 Resolution in final form Minutes from the Community Affairs and Parks Committee meeting of 12/13/10 1 ri J .811:4 1y Ci ty of Tukwila Rick Still, Parks and Recreation Director Q ei Y a =i9o INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Community Affairs and Parks Committee FROM: 4 Rick Still, Parks and Recreation Director R Eaton, Park /Facilities Project Coordinator DATE: December 8, 2010 SUBJECT: Golf Course Irrigation Pump Station Control Panel Replacement ISSUE The Golf Course irrigation pump station control panel and equipment is failing and needs to be replaced. BACKGROUND There are 2 main components of the Golf Irrigation System, a Rain Bird Nimbus II computerized irrigation central control system (purchased in 2005) and a pump station control panel with associated equipment. These 2 systems communicate to provide irrigation for the golf course. The 20 yr old pump station panel and equipment have reached their life expectancy and are beginning to fail. The replacement of this panel and equipment is included in the 2011 Capital Improvement Project Budget. The pump station control panel controls the operation of all the equipment to irrigate the entire course by receiving communication from the Rain Bird Nimbus II computerized irrigation central control system which is communicating with all of the standalone existing irrigation components. As the panel and equipment begin to fail the watering capabilities are lost. With the new equipment, two large 40HP motors /pumps will be replaced with new Variable Frequency Drive (VFD) pumps that ramp up and down slowly which will save energy, prolong the life of the equipment, and reduce sudden water pressure changes in the pipes causing breaks in the irrigation lines which can interfere with golf play. It is anticipated that staff time will be able to be better used focusing on normal operational duties and less time responding to emergency irrigation breaks in the ground. This new system will have precise water flow control for all 67 acres of Foster Golf Links resulting in annual water savings, assist with staff efficiency, generate equipment longevity, and reduce the number of emergency repair issues. ANALYSIS The existing computer is still operating but has lost its communication abilities with the control panel and associated equipment leaving the rest of the panel system vulnerable to a complete failure. The Parks and Recreation Department has been working with Horizon, this region's only Rain Bird Distributor, on the scope of this project and now solidified exactly what panel and equipment is needed and will yield the best long -term payback. A quote was received from Horizon for $63,283.34 for the materials, install, and warranty. In years past, a 3 -5% inflation occurs the first of January. By being proactive with this project and starting the process in 2010, Horizon has agreed to honor 2010 pricing up through January 2011 even though the actual purchasing and work will not happen until 2011. This timeline for the project will help ensure it is completed in the spring of 2011 before the start of the busy golf season. With this commitment to act now, the City can anticipate a savings between $2,000 $3,000. 3 INFORMATIONAL MEMO Page 2 It is necessary to keep all upgrades to the irrigation system components compatible with the rest of the original system to ensure continuity of operations and communication for a seamless retrofit. The Rain Bird Pump Station Control Panel is the only system that will operate and communicate with the Foster Golf Links' current automated irrigation system and Horizon is the only authorized distributor of this panel and equipment in Pacific Northwest Region. The Parks and Recreation Department is requesting authorization to make the sole source purchase for the materials and installation of equipment from Horizon. RECOMMENDATION The Council is being asked to consider this issue at the January 10, 2011 Committee of the Whole meeting and subsequent January 18, 2011 Regular meeting and approve the resolution waiving the bidding requirement and authorizing a sole source purchase from Horizon for the equipment and installation of the Rain Bird Variable Frequency 800GPM Golf Pump Station Control Panel for Foster Golf Links in the amount of $63,283.34. ATTACHMENTS Resolution in draft form Quote from Horizon dated 9/30/10 Price Honoring Commitment in Email Form dated 12/8/10 CIP Page for Golf Course 4 W:12010 InfoMemos\Golf Irrigation Pump Station Control Panel -Sole Source (12- 8- 100.doc DRAFT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, WAIVING THE BIDDING REQUIREMENT FOR THE PURCHASE AND INSTALLATION OF THE RAIN BIRD VARIABLE FREQUENCY 800GPM GOLF PUMP STATION CONTROL PANEL. WHEREAS, RCW 39.04.280(1)(a) provides for exemption from competitive bidding requirements when purchases are clearly and legitimately limited to a sole source of supply; and WHEREAS, the City owns and operates Foster Golf Links, and utilizes an automated irrigation system to water the golf course; and WHEREAS, the Rain Bird Pump Station Control Panel is the only system that will operate and communicate with the Foster Golf Links' current automated irrigation system and the only distributor of the Rain Bird Pump Station Control Panel is Horizon Irrigation; and WHEREAS, any panel upgrades should be compatible with the original system to ensure a seamless retrofit with minimal training; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. In accordance with RCW 39.04.280(1)(a), it has been determined that the purchase and installation of the City's Rain Bird Pump Station Control Panel is limited to a sole source. The competitive bidding requirements for the City's purchase of Rain Bird Pump Station Control Panel are hereby waived in order to ensure panel upgrade compatibility with the original system and a seamless retrofit with minimal training. Section 2. The Parks and Recreation Department is authorized to purchase Rain Bird Pump Station control panel through Horizon Irrigation. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2011. ATTEST /AUTHENTICATED: Allan Ekberg, Council President Christy O'Flaherty, CMC, City Clerk APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Office of the City Attorney Resolution Number: W: \Word Processing \Resolutions \Pump Station Control Panel sole source resolution.doc RE:mrh 01/04/2011 Page 1 of 1 5 6 H540- RENTON -HDI Q®tat QUOTE 3S000647 Quotation 4:0 955 LIND AVE SW U RENTON, WA 98057 -2302 LOCATION H540 Phone 425- 277 -2525 Fax 425 277 -2929 DATE 09/30/10 PAGE 1 of 1 BILL TO SHIP TO PH04552 GOLF LINKS CITY OF TUKWILA 13900 INTERURBAN SOUTH 6200 SOUTHCENTER BLVD TUKWILA, WA 98168 TUKWILA, WA 98188 Fax 206- 433 -1833 Phone 206 433 -1835 Fax 206 433 -1833 QUOTE DATE EXPIRE DATE REQUIRED DATE REFERENCE NUMBER PAYMENT TERMS 09/30/10 11/15/10 PUMP PANEL QUOTE NET 30 DAYS WRITTEN BY CONTACT SHIP VIA A MARK MAHAN(H510) I CURT CHANDLER PREPAID VENDORS CHOICE FREIGHT TERMS I JOB NUMBER I SALES REP COLLECT (IN /OUTBOUND) FOSTER H540 /MARK MAHAN Pao.::..:....:.... *RBD 1 57793.00 EA 57,793.00 RAIN BIRD PUMP STATION CONTROL ALL LABOR FOR REMOVAL OF 0.00 0.00 EXISTING PANEL REPIPING SKID INSALATION OF NEW PANEL SET 0.00 0.00 UP AND START UP ASSISTANCE INCLUDED AND PROVIDED BY RAIN 0.00 0.00 BIRD CERTIFIED CONTRACTOR GOLF PUMPING SERVICES VENDOR 0.00 0.00 HSO656 MERCHANDISE TOTAL HANDLING MISC CHARGE TAX FREIGHT QUOTE TOTAL 57,793.00 I 0.00 0.00 5,490.34 0 Accepted: By: Date: 7 From: "MAHAN, MARK" <MARK.MAHAN @HORIZONONLINE.COM> To: <reaton @ci.tukwila.wa.us> Date: 12/08/2010 7:57 AM Subject: Rain Bird Pump Panel CC: "Moffitt, Derek MAIL 3668" <DMoffitt@rainbird.com> rainbird.com> Robert, I've spoken with the pump group at Rain Bird and they have agreed to hold pricing for the Foster project until the end of January 2011, but if we don't have a PO before February 1st Rain Bird reserves the right to re -price the equipment. Feel free to contact me should you have any questions, I hope you and your family have a great holiday season, Mark Mahan Business Developement Rep. Horizon Distributors Inc. Mobile 206 396 -1382 mark.mahan@horizononline.com HORIZON The Edge You Need. Irrigation 1 Specialty 1 Landscape 1Power Equipment This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. 8 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2011 to 2016 PROJECT: Foster Golf Links General Improvements Project No. Varies DESCRIPTION: Provide annual improvements to the golf course greens, tees, drainage and irrigation as provided by golf revenues after operation costs and debt service payments are reconciled. JUSTIFICATION: Improvements are part of the plan to improve the playability of the course. STATUS: Capital projects will be limited for 2011 throught 2016. MAINT. IMPACT: Better year round play with improved course conditions, reduced maintenance, and increased safety. COMMENT: Ongoing project, only one year actuals shown in first column. With completion of the new clubhouse, funding provides resources for in -house labor to complete on -going major maintenance projects. FINANCIAL Through Estimated (in $000's) 2009 2010 2011 2012 2013 2014 2015 2016 BEYOND TOTAL EXPENSES Engineering 10 10 Land (RMI) 0 Construction 51 40 75 25 10 10 10 10 10 241 TOTAL EXPENSES 51 50 x.75 25 10 10 10 10 10 "„251 FUND SOURCES Awarded Grant 0 Proposed Grant Mitigation Actual p Mitigation Expected 0 Golf Revenue 51 50 75 25 10 10 10 10 10 251 TOTAL SOURCES 51 50 75 25 10 10 10 10 10 251 4J) Project Location t a Oki r te_ 1,. N 0 1, Gtr ik j( ^i t 6 5 1409t ON 1 a II m m i} 9 ♦y` s p sr 3 ^I i m ��jj�� p p 97 5 I 7505,1 i S 76 St 11 a I r te ,,:a di rt i 9,5661 \.{�l. =,:4 I steos: 2011 2016 Capital Improvement Program 173 9 J City of Tukwila Community Affairs and Parks Committee COMMUNITY AFFAIRS AND PARKS COMMITTEE Meeting Minutes December 13, 2010 5:00 p.m.; Conference Room #3 PRESENT Councilmembers: Joe Duffie, Chair; Joan Hernandez and Verna Seal Staff: Jack Pace, Rick Still, Robert Eaton and Stephanie Gardner CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:05 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Sole Source Purchase: Golf Course Irrigation Pump Station Control Panel Replacement Staff is seeking Council approval of a resolution that waives the bidding requirement and authorizes a sole source purchase from Horizon Irrigation for a Rain Baird Pump Station Control Panel for Foster Golf Links in the amount of $63,283.34. The pump station control panel referred to above is the only system that will operate with Foster Golf Links' current irrigation control system. Additionally, the only vendor currently distributing the control panel is Horizon Irrigation. Robert Eaton presented an overview of the system that is being requested for purchase. There are two main components of the Golf Irrigation System, a Rain Bird Nimbus II computerized irrigation central control system and a pump station control panel with associated equipment. These two systems communicate to provide irrigation for the golf course. The 20 -year old pump station control panel and equipment have reached their life expectancy and are beginning to fail. As the panel and equipment begin to fail, watering capabilities are lost. The new equipment will save energy, prolong the life of the equipment, and reduce sudden water pressure changes in the pipes causing breaks in the irrigation lines which can interfere with golf play. Since staff is moving forward with securing Council approval for this item now, Horizon Irrigation will honor 2010 pricing as compared to a 3 -5% cost increase that will take place in January 2011. This purchase will be funded through the Golf Course Enterprise Fund 411. UNANIMOUS APPROVAL. FORWARD TO JANUARY 10 COW FOR DISCUSSION. B. 2010 3 Quarter Reports The Committee reviewed the status of program goals as outlined in the 2010 3 Quarter Report, and asked questions as appropriate. INFORMATION ONLY. M. MISCELLANEOUS Meeting adjourned at 5:17 p.m. Next meeting: Pending Per 2011 Committee Calendar C--- Committee Chair Approval Mu3Tutes by SDG. Reviewed by KAM. 10