To approve an expenditure for a Centralized Irrigation Control Annual Supply Contract for a one (1) year contract with two (2) one-year automatic renewals in the estimated annual amount of $150,000 from Interspec, LLC for the Parks and Recreation Department; and authorizing the City Manager to execute all necessary documents. Approved

This annual contract is required to purchase replacement parts, supplies, and services for the city’s park Irrigation Central Control (ICC). ICC is a proprietary landscape irrigation control and management system consisting of a network of over 450 computerized field irrigation control units.  These units are necessary to remotely monitor, send and receive data, control, and program over 500 irrigation systems, citywide.  ICC delivers necessary supplemental irrigation for approximately 1,200 acres of turf and landscaped spaces. This includes irrigation to neighborhood parks, community parks, athletic complexes, special use areas, public buildings, along with much needed supplemental water to approximately 6,000 median trees.  In addition, the supplemental irrigation provided by ICC not only protects living assets, such as turf, landscaped areas, and trees, it is also key in maintaining safe grounds and open spaces, while also providing necessary soil moisture around building foundations, walkways, and structures.

ICC has been in use by the department for more than 30 years.  Because of the planned size of the city’s park system and inventory of park maintained properties, it was necessary to procure a centralized irrigation control system that would meet Plano’s current and future needs.  After evaluating available technology and functionality, it was determined that ICC (Toro-Motorola at the time) was the only vendor capable of fully meeting the city’s requirements. The decision to purchase ICC made the difficult task of efficient and effective irrigation application and management possible for all of the city’s sites and assets, while providing advanced equipment and technology that remains exclusive to their brand, worldwide.

Since ICC is a proprietary system with exclusive features, technology and components; services, maintenance parts, and supplies are not available through open source.  This requires all purchases to be made through a licensed distributer.  All items to be purchased using 2023-0338-XR Centralized Irrigation Control Annual Supply Contract shall be acquired from Interspec, LLC.  Interspec, LLC is the sole source distributor for all ICC related products in this region.  It is the recommendation of the Parks and Recreation department to proceed with the award of this sole source contract for all ICC related goods and services named in this contract.

Upon approval, Parks and Recreation intends to procure, as needed, all necessary ICC related goods and services directly from Interspec, LLC.  The total annual expenditure of this contract is $150,000. The total duration of this contract is one-year, with (2) one-year automatic renewals.  The total expenditure amount of this contract, including the initial one-year term and all renewals, is $450,000.  Projected expenditures by Budget Year are as follows: BY 2022-2023 $75,000; BY 2023-2024 $150,000; BY 2024-2025 $150,000; BY 2025-2026 $75,000.  The funding source for this contract is CMF acct #353013 Irrigation Technology & Mechanical.  The total purchase amounts fall within the estimated expenditure.

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).

Funding for this item is available in the 2022-23 Capital Maintenance Fund and is planned for future years, as well.  Award of the Centralized Irrigation Control Annual Supply Contract has an initial term of one (1) year and two (2) one-year automatic renewals, for an estimated total of $450,000 if all renewal options are exercised.

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