Item Coversheet
  CITY COUNCIL AGENDA MEMO
MEETING DATE: 4/25/2022
DEPARTMENT:Parks
DIRECTOR:Ron Smith, Director of Parks and Recreation
AGENDA ITEM:Annual Irrigation Controller Replacements
RECOMMENDED ACTION:Approval of Expenditure

ITEM SUMMARY

To approve an expenditure for Annual Irrigation Controller Replacements for a one (1) year contract with four (4) one-year automatic renewals in the estimated annual amount of $300,000 from Interspec LLC for the Parks and Recreation Department; and authorizing the City Manager to execute all necessary documents. Approved

BACKGROUND

It is the recommendation of Plano Parks and Recreation Department to award 2022-0328-XR Annual Irrigation Controller Replacements to Interspec LLC. All replacement units will be purchased from Interspec LLC, which is the sole source for Motorola’s ICC system. These controllers are part of a proprietary system not available from other manufacturers.

 

As part of the Parks Department’s annual maintenance of its Irrigation Central Control (ICC), this contract will be utilized to purchase replacement controllers for medians, parks and public buildings within the city. These controllers have an expected eight year lifecycle. Annually, Parks identifies approximately 12 percent of its controllers in operation for replacement. This allows Parks to keep critical components of the system up-to-date and in service. A list of controllers identified for replacement for FY21-22 and FY22-23, including locations, is attached.  Additional replacements for FY23-24 through FY25-26 will be determined annually. The estimated annual expenditure is $300,000. Total annual expenditures will not exceed the budget appropriation.

 

Motorola’s ICC system was selected over 25 years ago as the preferred central irrigation platform for the City. This patented system continues to provide reliable, technology-based central control components for managing the City’s irrigation system in an efficient and effective manner.  

 

Failure to award this contract will prevent the City’s ICC from receiving necessary maintenance and parts needed to perform as intended. This will cause system wide failures and malfunctions, placing valuable assets at risk due to the lack of needed supplemental water applications in periods of little or no precipitation. In addition, ICC is essential to irrigation water conservation and management, as well as maintaining safe and usable sites for park users within the City of Plano.

 

The City is exempt from the competitive bid process for this purchase as allowed by Texas Local Government Code Chapter 252 Subchapter B Section 252.022(a)(7)(A). (City of Plano Internal Contract No. 2022-0328-XR)

 

FINANCIAL SUMMARY/STRATEGIC GOALS

Funding for this item is available in the 2021-22 Capital Maintenance Fund and is planned for future years, as well.  The total estimated amount to be spent for the Annual Irrigation Controller Replacements contract is $1,500,000 ($300,000 in each of FYs 2021-22 through 2025-26).

 

Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government. 

ATTACHMENTS:
DescriptionUpload DateType
Memo of Locations4/15/2022Memo