Report to Mayor and City Council
Tuesday, May 07, 2019
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A PURCHASE ORDER TO STOTZ EQUIPMENT, MONTCLAIR, CA FOR THE PURCHASE OF TWO SMITHCO SWEEP STAR 60 RIDE-ALONG SWEEPERS IN THE AMOUNT OF $85,004.85 (CITY COUNCIL)
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I. SUMMARY
Staff recommends that the City Council approve a Purchase Order to Stotz Equipment, the exclusive authorized Smithco dealer for Southern California, in the amount of $85,004.85 for the purchase of two Smithco Sweep Star 60 Ride-Along Sweepers.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE the purchase of two Smithco Sweep Star 60 Ride-Along Sweepers to Stotz Equipment in the amount of $85,004.85.
2. AUTHORIZE the Purchasing Manager to utilize sole source purchasing, pursuant to Carson Municipal Code Section 2611(e), and issue a purchase order in the amount of $85,004.85 for two Smithco Sweep Star 60 Ride-Along Sweepers.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate, consistent with requirements of the law.
IV. BACKGROUND
The Public Works Department maintains a fleet of vehicles and equipment that are used throughout the City. The Grounds and Landscape division is responsible for providing maintenance to all City-owned facilities, including City Hall, the Community Center, Corporate Yard, 12 standard parks and 4 mini parks, which total more than 80 acres.
Sweepers are operated on a daily basis to perform park maintenance activities such as sweeping up plugs of soil after aerating large areas of turf, sweeping considerable amounts of leaves and pine needles that drop regularly and for picking up extra debris and small trash left behind from events, parties, and large groups on the weekends. In addition to being used for day to day operations, the sweeper is also utilized during yearly turf renovations to remove any excess thatch. Staff is requesting that two sweeper units be purchased in order to increase the number of parks that can be maintained each day by the Grounds crew. Furthermore, this equipment will reduce prolonged usage of the backpack blowers.
Approximately one year ago, the current ride-along sweeper (Unit #717) was put out of service and deemed non-operable due to parts no longer being manufactured for this 1996 model. Consequently, Fleet Maintenance staff has scheduled Unit #717 for auction. The ride-along sweeper is an essential piece of equipment for grounds and landscaping operations, and staff is requesting that it be replaced with two new Smithco model Sweep Star 60 units. This particular manufacturer and model is ideal for the following reasons: three wheel unit which allows for tight turning radius around trees and other obstacles, high dump ability for dumpsters and low dump trucks, extra dust control filter when operating unit and rubber fingers on the sweeper head which is less damaging to turf. Staff has researched and spoken to the vendor regarding alternative fuel options, but none are available for this equipment.
Pursuant to Section 2611(e) of the Carson Municipal Code, the City may, through the Purchasing Manager, purchase equipment without complying with the bidding requirements of Section 2610 if the particular equipment is unique and available only from one (1) source. For this purchase of two ride-along sweepers, staff recommends the Smithco model which is exclusively available from the manufacturer’s authorized Southern California dealer, Stotz Equipment located in Montclair, CA. There are no local vendors that carry this particular sweeper or a similar model.
The City Attorney’s Office has recently provided direction to Public Works staff that straightforward vehicle and equipment purchases sans any subsequent maintenance services are sufficiently covered by the City’s Purchase Order agreement and no contract is required.
V. FISCAL IMPACT
Funds for this item were not allocated in the FY 2018/19 budget; however, staff has adjusted its operation and maintenance budget so that the department is able to absorb the cost this fiscal year in Account No. 101-80-840-105.
VI. EXHIBITS
1. Quotation/Equipment Specifications from Stotz Equipment (pgs. 3-5)
2. Sole Source Exclusive Authorized Dealer Letter (pg. 6)
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Prepared by: Cesar Padilla, Park Maintenance Supervisor