Report to Mayor and City Council
Tuesday, November 21, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVING THE PURCHASE OF FOUR (4) JOHN DEERE 1200A BUNKER AND FIELD RAKES FROM STOTZ EQUIPMENT, AN AUTHORIZED DEERE AND COMPANY DEALER, FOR THE DEPARTMENT OF COMMUNITY SERVICES/PARK MAINTENANCE DIVISION (CITY COUNCIL)
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I. SUMMARY
A significant portion of the daily responsibilities for the Park Maintenance crew is to maintain the baseball diamond infields to ensure that they are safe and playable throughout the year. To this end, staff is recommending that diamond infield groomer vehicles, aka Bunker and Field Rakes, be utilized to perform this crucial task. This equipment loosens compacted infields and helps fill in low spots due to heavy play. It also creates a level and safe surface that is manageable in both dry and wet conditions.
Staff recommends that City Council purchase four (4) new 2023 John Deere 1200A Bunker and Field Rakes from Stotz Equipment, an authorized Deere and Company dealer (Stotz), for a not-to-exceed total cost of $84,005.04. The Purchasing Manager has determined that the purchase is exempt from the bidding requirements of the purchasing ordinance under Carson Municipal Code (CMC) Section 2611(g) (cooperative purchasing), and has also 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).
2. APPROVE the purchase of four (4) new 2023 John Deere 1200A Bunker and Field Rakes from Stotz Equipment, an authorized Deere and Company dealer, for a not-to-exceed total cost of $84,005.04, and AUTHORIZE the Purchasing Manager to complete the procurement via a purchase order pursuant to CMC Section 2611(g) and Sourcewell Grounds Maintenance Contract #031121-DAC (PG NB CG 70) (Exhibit 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 utilizes a fleet of vehicles and equipment to maintain the grounds and fields at all City facilities. One of its primary responsibilities is the upkeep of the 18 baseball diamonds located at the following parks: Calas, Carriage Crest, Carson, Del Amo, Dolphin, Dominguez, Hemingway, Stevenson, Foisia, and Veterans. Staff is recommending the purchase of John Deere 1200A Bunker & Field Rakes to ensure that the baseball diamond infields are properly groomed, safe, and readily playable. Specifically, the equipment will also maintain a level playing surface, will permit fields to open sooner after rainy weather, and are built to be in infield brick dust conditions.
This purchase will be made pursuant to Sourcewell Contract #031121-DAC. Sourcewell is a cooperative purchasing agency established to allow participating municipal agencies (including the City) 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 Sourcewell quote provided by Stotz was prepared on September 5, 2023, last modified on November 14, 2023, and is valid until December 29, 2023, and will save the City approximately $22,561.92.
CMC Section 2611(g) 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. This action is permissible 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
Funds for this purchase were included in the FY 2023/24 Adopted Budget in the following account numbers:
• 101-90-970-107-8004 ($27,311.45)
• 101-90-970-105-8004 ($56,693.59)
VI. EXHIBITS
1. Stotz Equipment/Deere & Company Quotation for four (4) new 2023 John Deere 1200A Bunker & Field Rakes from Sourcewell Pricing. (pgs. 4 - 6)
2. Purchasing Waiver. (pg. 7)
Prepared by: Michael Whittiker Jr., Director of Community Services/Recreation/Park Maintenance Department, and Cesar Padilla, Park Maintenace Supervisor