Report to Mayor and City Council
Tuesday, June 20, 2023
Consent
SUBJECT:
Title
CONSIDER AWARDING A PURCHASE ORDER TO COASTLINE EQUIPMENT OF LONG BEACH, CA, FOR THE PURCHASE OF ONE (1) NEW 2023 JOHN DEERE 304 WHEEL LOADER FOR THE DEPARTMENT OF PUBLIC WORKS, TREE MAINTENANCE SECTION
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I. SUMMARY
Public Works is requesting City Council approval for the purchase of one (1) new 2023 John Deere 304 Wheel Loader through a purchase order to Coastline Equipment, utilizing Sourcewell Contract #011723-JDC, dated 04/05/2023 for a price not to exceed $151,847.64. This piece of equipment is necessary to assist the Public Works Department, Tree Maintenance section in their daily duties. This vehicle was selected because it has multi-function capability, enabling the crew to be more versatile and perform multiple tasks in the field.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the formal bid process as defined and permitted by the Carson Municipal Code, Section 2610.
2. AUTHORIZE the Purchasing Manager to utilize Cooperative Purchasing as allowed by Section 2611 (g) to issue a purchase order in the amount of $151,847.64 to Coastline Equipment of Long Beach, CA, for the purchase of one (1) new John Deere 304 Wheel Loader (Exhibit No. 1).
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III. ALTERNATIVES
1. DO NOT WAIVE the formal bid process.
2. DO NOT AUTHORIZE the Purchasing Manager to utilize Cooperative Purchasing, as allowed by Section 2611 (g) and issue a purchase order.
3. TAKE another action the City Council deems appropriate, and consistent with the requirements of the law.
IV. BACKGROUND
Section 2611(g) of the City’s Municipal Code (“CMC”) allows 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, 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).
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 listed below are proposed to be purchased through Sourcewell. The City of Carson is responsible for the maintenance of approximately 19 square miles and an urban forest of 28,000 trees. The equipment being requested is one (1) new 2023 John Deere 304 Wheel Loader through a purchase order to Coastline Equipment, through Sourcewell Contract #011723-JDC dated 04/05/2023 and will be used in the day-to-day tree maintenance such as tree trimming, tree planting, and handling of raw landscape materials. This new equipment purchase will increase efficiency by reducing project completion time and reducing work-related injuries. A quote for this equipment was prepared for the City on May 18, 2023, for $151,847.64.
V. FISCAL IMPACT
None. The funding requested for this Purchase Order for $151,847.64 is budgeted in the FY 2023-24 Special Revenue Fund 638 budget in the Vehicle/Rolling Inventory account no. 638-99-999-999-8003.
VI. EXHIBITS
1. Sourcewell Contract
2. Quotation/Equipment Specifications
3. Purchasing Waiver
Prepared by: Arlington Rodgers, Jr., Director of Public Works; Freddy Loza, Landscape Building and Maintenance Superintendent