Report to Mayor and City Council
Tuesday, February 21, 2023
Consent
SUBJECT:
Title
CONSIDER AWARDING A PURCHASE ORDER TO TURF STAR WESTERN FOR THE PURCHASE OF ONE NEW TORO PROCORE SR70-S TURF AERATOR FOR THE PUBLIC WORKS OPERATIONS DIVISION (CITY COUNCIL)
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I. SUMMARY
Public works is requesting City Council approval of the purchase of one new Toro ProCoreSR70 Turf Aerator through a purchase order to Turf Star Western, an authorized Toro dealer through Sourcewell Contract #031121-TTC issued April 29, 2021, for a price not to exceed $39,873.31.
This piece of equipment has been identified and prioritized as critically necessary for the Public Works maintenance crews to continue to provide the best service and to do so in a safe and efficient manner. Equipment has been prioritized based on maintenance costs, risk of current equipment failure, and current shortages in equipment that prevents staff from operating efficiently and effectively.
The routine aeration of the City’s lawns will help prevent soil compaction and boast a host of benefits such as improved grass heath and root growth, increase aesthetics, reduced water runoff, and reduced turf disease susceptibility.
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 defined by the Carson Municipal Code, Section 2610; and
2. AUTHORIZE the Purchasing Manager pursuant to section 2611 (g) to utilize cooperative purchasing to procure one new Toro ProCoreSR70 Turf Aerator through Turf Star Western, an authorized Toro dealer through Sourcewell Contract #031121-TTC, for an amount not to exceed $39,873.31 (Exhibit 1).
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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
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 pursuant to 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 made a determination that the benefits to City of utilizing cooperative purchasing outweigh any incremental higher price that may be paid by 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. Staff’s proposed purchase of the Toro ProCoreSR70 Turf Aerator is proposed to be purchased through Sourcewell.
The City of Carson is responsible for the maintenance of twelve parks, four mini-parks, and civic facilities. The equipment being requested is used in the day-to-day maintenance of the facilities in addition to the preparation for City sponsored events.
A quote for this equipment was prepared for the City on January 24, 2023 at a price of $39,873.31. The City’s existing equipment fleet consists of several Toro branded equipment, and Toro equipment has proven to be reliable and cost effective over its lifetime. There are no Toro distributors in Carson. Turf Star Western in Brea, California, is the closest Toro distributor.
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 (Exhibit 2). Finally, it should also be noted that Section 2605(b)(ii) of the CMC requires City to enter into a 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 such contract requirement for purchase of the Toro ProCore SR70-S Turf Aerator for a price not to exceed $39,873.31 (Exhibit 2).
V. FISCAL IMPACT
There is no fiscal impact to the General Fund. The funding requested for this Purchase Order of $39,873.31 is budgeted in the General Fund account no. 101-80-840-105-8004.
VI. EXHIBITS
1. Quotation/Equipment Specifications from Turf Star Western (pgs. 4-10)
2. Purchasing Manager Waivers (pg. 11)
Prepared by: Freddy Loza, Landscape & Building Maintenance Supertintendent/ Robert Lennox, Assistant City Manager