SR - AGR-6062 - CALSENSE CENTRAL IRRIGATION SYSTEM CONTROLLERS SANTIAGO HILLS LANDSCAPE ASSESSMENT DISTRICTOf- OR9 A ,
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AGENDA ITEM
Date: January 14, 2014
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City P an
FROM: Marie Knig
ice
Community Se s c D
1. SUBJECT
ReviewedNerified By:
City Manager
Finance 01
To Be Presen y:
V Knight
X Cons Calendar
_ City Mgr Rpts
Council Reports
Legal Affairs
Boards /Crates
Public Hrgs
Admin Reports
Plan /Environ
Approval of an agreement with Landscape Dynamics, to install Calsense central irrigation
system controllers in the Santiago Hills Landscape Assessment District for the amount of
$37,740.
2. SUMMARY
This agreement with Landscape Dynamics, will upgrade the existing irrigation system to a
centralized one that utilizes weather data, allowing for better management through remote access
and the potential for significant water savings.
3. RECOMMENDED ACTION
1.) Approve a transfer of funds of $37,740 from 291.7024.56015.20180 (Santiago Hills LAD
New Efficiency Design) to 291.7024.56015.20181 (Santiago Hills LAD Calsense
Installation);
2.) Approve the agreement with Landscape Dynamics to install Calsense Irrigation System
Controllers; and
3.) Authorize the Mayor and the City Clerk to execute the agreement on behalf of the City.
4. FISCAL IMPACT
After the transfer, funds will be available to cover the cost of installation:
291.7024.56015.20181 (Santiago Hills LAD Calsense Installation) $37,740
5. STRATEGIC PLAN GOAL(S)
GOAL
A. Refurbish, maintain, develop and /or expand public use places and spaces.
ITEM 01/14/14
6. GENERAL PLAN IMPLEMENTATION
Infrastructure Element Goal 3.0: Ensure adequate maintenance of public rights -of -way to
enhance public safety and improve circulation.
Policy 3.2: Provide sufficient levels of street sweeping, landscaping, graffiti abatement,
shopping cart and bulk item removal from streets, sidewalks, alleys, and other public rights -of-
way.
7. DISCUSSION and BACKGROUND
Background
The Santiago Hills Landscape Assessment District (District) comprises over 32 acres of
landscape, lighting, and other infrastructure maintained by the. City under service agreements.
Funds supporting the maintenance of the District landscape and other infrastructure are derived
from an annual assessment of property owners within the District.
The cost for all maintenance in the District, including irrigation water, has steadily increased in
recent years. In 2007, prior to the water rate increases, property owners in the District voted on a
measure to increase the assessment to address rising maintenance costs. The property owners
voted to reject the increased assessment, requiring the City to reduce service levels for landscape
maintenance, including reducing the frequency of shrub pruning and tree trimming; elimination
of fertilizer applications, over seeding turf, and other aspects of ongoing maintenance efforts.
Meanwhile, the aging infrastructure is demanding more resources to maintain it. The irrigation
system is extensive, providing water to turf, shrubs and trees in medians, parkways, and common
area landscapes within the Santiago Hills community. Costs for water have risen significantly
over the last two years and will continue to increase annually through 2017. The recent water
rate increases have resulted in a 35% increase in expenditures over the 2012 water budget for the
District. Anticipated increases annually through 2017 will result in a total estimated expenditure
increase by 2017 of as much as 40% over the current budget if reductions in use are not made. A
significant reduction in water use is now the only viable option for reducing costs without
wholesale elimination of landscape.
Discussion
In an effort to accomplish ongoing reductions in water consumption for the landscape, the
Community Services Department is proposing to replace the thirty two (32) irrigation controllers
in the District with a Calsense centralized irrigation control system. Calsense irrigation control
systems have already been introduced in other City parks and are proving to accomplish
significant savings as well as maximizing staffs ability to more effectively manage the systems
throughout the city. The Community Services Department advertized the project to four (4)
qualified companies and received bids from each of the companies. The lowest responsible bid
was received from Landscape Dynamics for $31,450. It is recommended that the contract include
a 20% contingency of $6,740 for a total contract amount of $37,740.
2
ITEM 01/14/14
Staff applied to the Metropolitan Water District of Southern California (MET) for funding
available through their Savings Incentive Program (Program) to help offset the costs associated
with the installation of the Calsense System. MET has advised staff that the project is eligible for
funding per the Program criteria. The Program allows for the reimbursement of up to 50% of the
project costs based on .60 cents per 1,000 gallons saved per year over the project life, up to a
maximum of 10 years. MET will provide up to half of the maximum incentive upon verification
of project completion and full project operation. The remainder of the incentive will be paid by
MET after 12 months of operation with documentation verifying the projected water savings
over the first 12 months of full operation and is based upon realization of the water savings
claimed on the application. Staff submitted the Program application based on an assumption of a
30% water savings.
Engineer's estimates for the entire Calsense project were exceeded by the actual costs of
materials and the installation contract. Therefore, it is necessary to transfer funds from the
Santiago Hills LAD Efficiency Design project (CIP #20180) to the Santiago Hills LAD Calsense
Installation project (CIP #20181). Upon this transfer of funds, sufficient funds will exist in the
Santiago Hills LAD — Calsense Installation project (CIP #20181) to fund the cost of materials
and installation for this project. The Efficiency Design project will only move forward upon the
receipt of the anticipated MET Program funding.
If awarded the incentive money provided by the MET Program, the funds will offset up to 50%
of the project cost, leaving the Santiago Hills Landscape Assessment District a fund balance that
will allow staff to further its efforts toward reducing water and maintenance costs through
redesign and landscape of areas within the District. As such, the Community Services
Department is also moving forward to request proposals from landscape designers to redesign
several landscape areas within the District to eliminate turf and replace it with landscape that
requires less maintenance and is more drought tolerant, thereby reducing water and maintenance
costs. This effort, along with the installation of the Calsense irrigation systems, will help
significantly toward getting expenditures in line with revenues in the District. Further reductions
in services however, may still be necessary going forward if no increase in the property
assessment is realized.
8. ATTACHMENTS
Draft Agreement
Bid Abstract
Savings Incentive Program Application
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ITEM 01/14/14