TITLE
Consider a memorandum/resolution authorizing the purchase of irrigation control panels for the golf course from Professional Turf Products, L.P. in an amount not to exceed $85,891.20.
SUMMARY:
DATE: September 7, 2021
TO: Kent Cagle, City Manager
FROM: Joe Brown, Executive Director of Recreation Services
SUBJECT: Golf Course Irrigation Panel purchase
BACKGROUND AND FINDINGS:
This project was funded during FY21. Before the project could start, the irrigation panels were struck by lightning on May 23, 2021. The one-time cost of the project is $85,891.20. After TML's assessment of the damage, it was determined that $42,671.00 would be covered by TML, requiring the City of Killeen to pay the remaining $43,220.20 to complete the project in its entirety. Irrigation control upgrade will replace antiquated equipment from 1991, which is used to water the course. This will include new controllers on the course and a new computer and program to run the irrigation remotely. The new system will allow for more efficient/tactical use of our irrigation system. Our current irrigation control system is thirty (30) years old.
United States Golf Association (USGA) Standard Recommendations are as follows:
Expected Life Cycle of Irrigation System Components*
Irrigation system
• 10 - 30 years
Irrigation control system
• 10 - 15 years
PVC pipe (under pressure)
• 10 - 30 years
Pump station
• 15 - 20 years
The golf course will see several benefits from updating these control panels:
1. Water savings: Stonetree will save 20-30% annually in water usage because of:
a. Runtimes to the second: If we pick up 10-15 gallons per station-over 1000 stations in one night by running exact times, we will have the opportunity to save money.
b. Irrigation by an amount: (in/hr) We can replenish the values accurately; weather station not required.
c. Remote Control: Apps are available to turn on heads to optimize the system.
2. Efficient for our staff: Staff will be able to spend time on other daily operations and projects because of how easy the Lynx Computer and Smart Satellite Upgrade is to use.
a. When we program irrigation, it’s all on one screen in Lynx computer (Sitepro takes 8 screens)
b. Start times, active days, projected amount, Cycle & Soak, entry
c. Programs take less than a minute to create
3. MAP: We can have a map at no cost. No AutoCAD required.
a. Adjust runtimes right on the Map
b. Create programs selecting them off the Map
4. Electrical Savings:
a. Pump Profile (not dependent on comms from Pump) can scale the use of the pump station to lower or non-peak electrical times
b. Apps can turn off irrigation remotely if you are alerted about issues
c. Alarms can shut down system if there is a leak- some added components needed here like flow meters talking to Lynx, which the course currently has
THE ALTERNATIVES CONSIDERED:
Option 1 - Decline to purchase/replace the irrigation panels. This option will leave the course playability in serious jeopardy as our ability to water the course would become increasingly difficult.
Option 2 - Approve the purchase of golf course irrigation panels with Professional Turf Products, L.P.
Which alternative is recommended? Why?
Option 2 - To approve the purchase of the irrigation panels for the golf course. If we don’t purchase and replace these old and antiquated panels, which are now destroyed and not functioning from lightning strike, our ability to water the golf course becomes extremely tough and staff extensive as we will water the course manually.
CONFORMITY TO CITY POLICY:
Professional Turf Products, L.P. is a member of the Texas BuyBoard Purchasing Cooperative. Purchases made through a cooperative contract satisfy the state competitive bidding requirements as stated in Texas Local Government Code section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Total one-time cost of the project is $85,891.20. TML will reimburse $42,671 for the damage caused by the lightning strike. The City's financial impact will be $43,220.20.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
Yes, funds are available in account 349-8930-493.42-06.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Recreation Services staff recommends that the City Council approve the purchase with Professional Turf Products, L.P. as submitted for a total not to exceed $85,891.20 in FY21 and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Legal
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificate of Interested Parties