Report to Mayor and City Council
Tuesday, October 17, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVING THE PURCHASE OF TWO NEW 2023 JOHN DEERE GATOR TX'S AND TWO OPEN MARKET CANOPIES FOR THE TX GATORS FROM DEERE & COMPANY FOR THE COMMUNITY SERVICES/PARK MAINTENANCE DIVISION (CITY COUNCIL)
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I. SUMMARY
The Department of Community Services/Recreation/Park Maintenance is requesting City Council approval to purchase two (2) new 2023 John Deere Gator TXs and two Open Market Canopies for the TX Gators through a City form purchase order with Deere & Company. This equipment was prioritized as critically necessary for the Park Maintenance Division to continue to provide service in the safest and most efficient manner possible. This expenditure will utilize Sourcewell Contract #031121-DAC and the quote dated 09/20/2023 (Exhibit No. 1) for a total not-to-exceed price of $31,489.67. Transportation Development Act (TDA) Article III (TDA3) funding will be used to support this purchase.
The Purchasing Manager has waived the bidding requirements as permitted under Carson Municipal Code (CMC) Section 2611(g), and has waived the requirement to enter into a separate written contract (apart from the City form purchase order) as permitted under CMC Section 2605(b)(1)(ii) (Exhibit No. 2).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the formal bidding procedures, as authorized under Carson Municipal Code (CMC) Section 2611(g) (Cooperative Purchasing bidding exemption); and
2. APPROVE the purchase of two (2) new John Deere Gator TXs and two (2) new Open Market Canopies for the TX Gators from Deere & Company, for a total not-to-exceed cost of $31,489.67, via a City form purchase order pursuant to the attached quote under CMC Section 2611(g) and Sourcewell Contract #031121-DAC (Exhibit No. 1).
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate, and consistent with the requirements of the law.
IV. BACKGROUND
The Department of Community Services/Park Maintenance Division is responsible for the care and upkeep of the exterior areas of the city’s recreational facilities. To provide the best, safest, and most efficient level of service, staff need to be issued the proper equipment to complete their assigned tasks. To this end, staff is requesting the City Council’s authorization to purchase two new 2023 John Deere Gator TXs, and two new Open Market Canopies for the TX Gators, through a purchase order with Deere & Company. The company was selected as the City’s existing fleet consists of several John Deere branded equipment items, and they have proven to be reliable and cost-effective over their lifetime. The gators will be used in the day-to-day maintenance of the City’s recreational facilities in addition to preparations for City-sponsored events.
All City parks are located along or near to current and/or previously identified potential bicycling trails that are closed to motorized traffic, and parks are destination points for distance bike riders and those traveling from home. Therefore, Transportation Development Act, Article III (TDA3) funds will be used to support this purchase, as the TX gators will help maintain the parks and the bicycling trails on or near the facilities. A quote for the equipment was prepared for the City for a not-to-exceed total of $31,489.67. As there are no John Deere distributors in Carson, Stotz Equipment, located in Montclair, California, is the closest John Deere distributor for these vehicles.
This purchase is being made via Sourcewell Contract #031121-DAC. Sourcewell is a cooperative purchasing agency established to allow participating municipal agencies to reduce the cost of procurement by leveraging the benefits of contract purchasing. Through solicitations, Sourcewell contracts bring considerable value and efficiencies to members through nationally leveraged contracted suppliers with access to the highest quality products and brands. Each solicitation and RFP contain language, which includes all qualified customers in all fifty states. Sourcewell contract purchasing solutions are reviewed by the Sourcewell Board of Directors and awarded on the members' behalf. The City of Carson (ID# 38521) is a member of Sourcewell. All purchases of the items stated in this report are proposed to be purchased through Sourcewell.
Section 2611(g) of the City’s Municipal Code (“CMC”) allows the City, through its Purchasing Manager, to dispense with competitive bidding processes to purchase materials, supplies, equipment, or services through a cooperative purchasing program with any local, county, State, or Federal public entity or entities, even if the contracts and implementing agreements entered into by the participating entity or association under those cooperative purchasing programs were not entered into under a process that resulted in the contract being awarded to the lowest responsible and responsive bidder under CMC 2610(i); provided, that the selected bidder was selected in compliance with the competitive bidding or proposal process requirements of any participating entity or association within three years of City’s approval of the City contract entered into with the selected bidder via cooperative purchasing. The City Council has decided that the benefits to the City of utilizing cooperative purchasing outweigh any incremental higher price that may be paid by the City in certain instances as a result of not soliciting directly utilizing the lowest responsible and responsive bidder standard under CMC 2610(i).
V. FISCAL IMPACT
There is no fiscal impact as current funds are available in the Transportation Development Act Article III (TDA3) Account No. 217-90-970-107-8003 that will cover the $31,489.67.
VI. EXHIBITS
1. Deere & Company Quote (pg. 4 - pg. 9)
2. Purchasing Waiver (pg. 10)
Prepared by: John Martinez, Parks Maintenance Supervisor, Tim Grierson, Recreation Superintendent, and Michael Whittiker Jr., Director of Community Services/Recreation/Park Maintenance Department