Agenda Item Wording:
title
Award annual contract - Authorize City Manager to execute contract documents for an annual contract with Horizon Distribution for a not to exceed annual amount of $95,700 for Toro DXi irrigation controllers, parts, equipment, and technical support.
body
Agenda Date: 10/19/2026
Prepared by:
Daryl Tillman, Parks Maintenance Supervisor, 559-713-4435; daryl.tillman@visalia.gov; 559-713-4435; Ivan Nicar, Parks and Facilities Manager, 559-713-4564; ivan.nicar@visalia.gov; Jason Glick, Parks and Recreation Director, 559-713-4042; jason.glick@visalia.gov.
Department Recommendation:
Staff recommends that the City Council approve Horizon Distribution, Inc. (Horizon) as the sole-source provider for Toro DXi irrigation controllers, replacement parts, related equipment, and technical support and services for the Parks, Trails, and Urban Forestry Divisions on an as-needed basis, and authorize the City Manager to execute an initial one-year contract, with the option for up to four additional one-year renewal terms, with a annual not-to-exceed amount of $95,700.
Summary:
The Parks Division operates a centralized irrigation system with more than 350 controllers serving City-maintained parks, sports complexes, trails, landscape and lighting districts, downtown areas, street medians, and other landscaped facilities. The system is based on the Toro Sentinel/DX-2 platform, now marketed as Toro DXi.
Continued operation of the existing system requires replacement controllers, parts, related equipment, repairs, upgrades, and technical support compatible with the City's existing Toro DXi infrastructure. Maintaining compatibility allows the City to continue centralized irrigation control, minimize operational disruptions, and avoid the potentially significant costs associated with replacing or converting the existing system to a different irrigation control platform.
According to the attached memorandum from a Toro representative, Horizon Distribution, Inc. is the sole authorized distributor of Toro DXi controllers, parts, and services in Northern California, including the Central Valley. Therefore, comparable Toro DXi products and authorized services are not reasonably available from another authorized distributor serving the City's area.
Approval of the sole-source designation will support ongoing Parks Division operations and implementation of CIP Project CP0682, Citywide Parks Irrigation Controller Upgrade.
Background Discussion:
The Parks Division's centralized irrigation system requires ongoing purchases of controllers, replacement parts, related equipment, repairs, upgrades, and technical support to maintain reliable and efficient operations. Horizon provides authorized Toro DXi equipment and parts, as well as technical support for troubleshooting, repairs, system assistance, and maintenance.
Because the City's existing irrigation control infrastructure is based on the Toro Sentinel/DX-2 platform, now marketed as Toro DXi, maintaining compatibility with the existing system is necessary to preserve centralized control and avoid unnecessary replacement of functioning infrastructure. Purchasing compatible equipment through the authorized distributor also provides access to manufacturer-supported parts, equipment, and technical assistance.
The proposed agreement would have an initial one-year term, with the option for up to four additional one-year renewal terms, for a maximum term of five years. Any renewal, purchase, or expenditure will remain subject to City purchasing policies, available appropriations, operational need, and required approvals.
The sole-source designation will also support CIP Project CP0682, Citywide Parks Irrigation Controller Upgrade. The project includes $63,600 in the current fiscal year and $31,000 planned for the following fiscal year, for a total planned investment of $94,600. The project will replace obsolete irrigation controllers with Toro DXi equipment compatible with the City's existing centralized irrigation system.
Individual purchases will be made on an as-needed basis and will remain subject to available appropriations, applicable purchasing thresholds, and required approval processes. Approval of the sole-source designation does not authorize expenditures in excess of appropriated funds, establish a guaranteed annual purchase amount, or waive otherwise applicable City purchasing requirements.
Fiscal impact including annual maintenance and operating costs:
The fiscal impact will consist of as-needed purchases of Toro DXi controllers, replacement parts, related equipment, repairs, upgrades, and technical support, funded primarily through Fund 1622 - Parks Division, Fund 1629 - Trails Division, Fund 1412 - Measure N, and Fund 2731 - Landscape and Lighting Districts, subject to available appropriations and applicable purchasing requirements.
The applicable divisions had combined expenditures of approximately $87,000 in previous fiscal years for these products and services. Factoring in a 10 percent contingency, staff recommends a not-to-exceed contract amount of $95,700. This amount does not guarantee expenditures, and individual purchases will remain subject to available appropriations and applicable purchasing requirements.
CIP Project CP0682 includes $63,600 in the current fiscal year and $31,000 planned for the following fiscal year, for a total planned investment of $94,600.
Prior Council Action:
None
Alternatives:
Do not approve the sole-source designation and direct staff to pursue an alternative procurement approach.
Recommended Motion (and alternative motions if expected):
recommendation
I move to approve a sole-source agreement with Horizon Distribution for Toro DXi irrigation controllers, replacement parts, related equipment, and technical support and services, for an initial one-year term with up to four one-year renewals, at an annual cost not to exceed $95,700, and authorize the City Manager to execute the agreement.
Environmental Assessment Status:
N/A
California Environmental Quality Act (CEQA) Review:
N/A
Deadline for Action: 10/19/2026
Attachments:
Toro representative memorandum confirming Horizon Distribution, Inc. as the sole authorized Toro DXi distributor for Northern California; sole-source items and pricing list; and draft annual contract.
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Select all that apply.
|
□  Economic Vitality |
□  Organizational Excellence |
□  Fiscal Strength |
■  Infrastructure & Growth |
□  Quality of Life |