Report to Mayor and City Council
Tuesday, March 21, 2023
Consent
SUBJECT:
Title
CONSIDER AWARDING A PURCHASE ORDER TO RDO EQUIPMENT COMPANY, RANCHO DOMINGUEZ, CA, FOR THE PURCHASE OF ONE NEW 2023 VERMEER SC70TX STUMP GRINDER AND BUTLER LT712 TRAILER FOR THE PUBLIC WORKS LANDSCAPE, BUILDING & MAINTENANCE (LBM) DIVISIONS (CITY COUNCIL).
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I. SUMMARY
The Public Works Department keeps a fleet of heavy equipment that is used for the daily provision of operations and maintenance services in support of the City’s continuous mission to deliver quality service to its constituency. Replacement of worn-out equipment is a critical component of the ongoing effort to preserve fleet reliability and sustainability.
Staff recommends that the City Council approve a Purchase Order to RDO Equipment Company in Rancho Dominguez, CA, in the amount of $102,839.58 for the purchase of one new Vermeer SC70TX Stump Grinder and Butler LT712 Trailer. A cooperative purchasing bid was solicited and obtained through Sourcewell, formerly known as National Joint Powers Alliance (NJPA) (Exhibit No. 1).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the formal bid process defined by the Carson Municipal Code, Section 2607, as allowed by Section 2605 (b)(1) (ii).
2. AUTHORIZE the Purchasing Manager to utilize Cooperative Purchasing as allowed by Section 2611 (g) to issue a purchase order in the amount of $102,839.58 to RDO Equipment Company of Rancho Dominguez, CA, for the purchase of one new Vermeer SC70TX Stump Grinder and Butler LT712 Trailer (Exhibit No. 2).
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III. ALTERNATIVES
1. DO NOT WAIVE the formal bid process.
2. DO NOT WAIVE the formal contracting process.
3. DO NOT AUTHORIZE the Purchasing Manager to utilize Cooperative
Purchasing, as allowed by Section 2611 (g) and issue a purchase order.
4. TAKE another action the City Council deems appropriate, and consistent with
the requirements of the law.
IV. BACKGROUND
Replacement of old equipment at the end of its service life enables the City to reduce its carbon footprint with the purchase of recent and more fuel-efficient machinery. Additionally, newer equipment has less downtime and improved employee safety features. Furthermore, several pieces of outdated equipment are becoming worn out and increasingly difficult to repair due to the scarcity of spare parts and the diminishing returns of added repairs.
The City’s existing 2007 Vermeer SC60TX stump grinder is used by the tree maintenance crew for Public Works LBM. The City of Carson has over 18,000 trees that are maintained over a three-year cycle. Although the City utilizes Tree Maintenance Contractors to handle most the City’s tree maintenance needs, given the City’s vast number of trees and the contractor’s tight schedules, our in-house Tree Maintenance division is primarily utilized to address urgent projects and assignments that are outside the scope of our contractor’s routine duties. Considering the frequency of unscheduled tree maintenance requests that arise from City staff or residents, the purchase of one new SC70TX Stump Cutter and Butler LT712 trailer from RDO Equipment Company would significantly increase the efficiency and productivity of our in-house Tree Maintenance crew.
Sourcewell and NCPA are contracting agencies 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 (#38521) is a member of Sourcewell. Sourcewell, cooperative purchasing quotes for this equipment were prepared for the City within the past 30 days. If this item is approved the existing equipment if any will be surplused once the new equipment is received.
V. FISCAL IMPACT
None. Funds for this purchase have been included in the FY22-23 budget of the Vehicle/Rolling Inventory account no. 638-99-999-999-8003.
VI. EXHIBITS
1. Sourcewell Contract 031721-VRM with Vermeer (pgs. 4-41)
2. Quotation/Equipment Specifications from RDO Equipment Company (pg. 42)
Prepared by: Freddy Loza, Landscape & Building Maintenance Superintendent