Report to Mayor and City Council
Tuesday, September 19, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVING THE PURCHASE OF A GENERATOR FROM SOURCEWELL MEMBER BAY CITY ELECTRIC WORKS (CITY COUNCIL)
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I. SUMMARY
The Department of Community Services/Recreation/Park Maintenance is requesting the City Council’s authorization to purchase a 90REOZT4 Mobile Generator Set. The mobile generator can be used during special events to power the mobile stage or vendor booths. This item can also be utilized when an Emergency Operations Center is activated and there is a need for mobile power at a park facility designated as a shelter. The generator will be purchased for a total not-to-exceed cost of $100,788.12 from Bay City Electric Works, an authorized dealer, utilizing the cooperative purchasing bidding exemption pursuant to CMC 2611(g) and Sourcewell contract 092222-KOH.
The Purchasing Manager has waived the bidding requirements and requirement to enter into a contract, as permitted under the Carson Municipal Code Section 2611(g) (bidding) and Section 2605(b) (contract).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the formal bidding procedures, as authorized under the Carson Municipal Code (CMC) Section 2611(g).
2. APPROVE the purchase of one (1) new 90REOZT4 Mobile Generator Set shown in Exhibit No. 1 from Bay City Electric Works, an authorized dealer, for a total not-to-exceed cost of $100,788.12, via a purchase order pursuant to CMC Section 2611(g) (Cooperative Purchasing bidding exemption) and Sourcewell contract 092222-KOH.
1.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate, consistent with the requirements of applicable law.
IV. BACKGROUND
The Department of Community Services/Recreation/Park Maintenance is recommending the purchase of a 90REOZT4 Mobile Generator Set (Exhibit 2) that can be used when an Emergency Operations Center has been activated and there is a need for mobile power at a park facility that is designated as a shelter. The mobile generator will also be utilized for special events, when needed, to power the mobile stage or vendor booths.
Section 2611(g) of the Carson Municipal Code (“CMC”) allows the City, through its Purchasing Manager, to dispense with competitive bidding processes to purchase materials, supplies, equipment, or services by utilizing a cooperative purchasing program engaged in by any local, county, State, or Federal public entity or entities. This policy applies 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 the 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).
Sourcewell was created by state law as a service cooperative to provide programs and services to education and government. It was established with the statutory purpose to assist public agencies in meeting specific needs which are more efficiently delivered cooperatively than by an entity individually. Sourcewell is authorized to establish competitively awarded cooperative purchasing contracts on behalf of itself and its participating agencies. It follows the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services. Sourcewell clients are able to utilize cooperative purchasing contracts through similar joint powers, intergovernmental cooperation, or cooperative purchasing laws in their respective jurisdiction. Participating agencies include all eligible government and education agencies.
In the proposed use of the above-described Sourcewell cooperative purchasing program, the City’s Purchasing Manager has waived the formal bidding process for purchase of the equipment as authorized under CMC 2611(g) (Exhibit 3). Additionally, CMC Section 2605(b)(ii) requires the City to enter into a written contract for purchases of any personal property, including materials, supplies, and equipment of $25,000 or more over a fiscal year, unless the Purchasing Manager waives this requirement. The Purchasing Manager has waived the contract requirement for the equipment purchase, as shown in Exhibit 3. Accordingly, only the City’s standard form purchase order will be used for the purchase.
V. FISCAL IMPACT
Funds for this purchase are available in the American Rescue Plan Act (ARPA) Account No. 299-90-999-999-6503.
VI. EXHIBITS
1. Quote BCEW# 168874 from Bay City Electric Works (pg. 4-8)
2. Model: 90REOZT4 Specifications (pgs. 9 - 12)
3. Memo to waive formal bidding and formal contract requirements (pg. 13)
Prepared by: Tim Grierson, Recreation Superintendent, and Michael Whittiker, Director of Community Services/Recreation/Park Maintenance Department