CITY COUNCIL STAFF REPORT
December 5, 2023 {{section.number}}d
AUTHORIZE THE CITY MANAGER TO EXECUTE A COOPERATIVE PURCHASING AGREEMENT WITH TURF STAR WESTERN FOR TWO (2) TORO GREENMASTER 3400 AND TWO (2) TORO REELMASTER 5510 MOWERS AND ASSOCIATED EQUIPMENT AND INSTALLATION SERVICES IN THE AMOUNT OF $361,018
RECOMMENDATION:
In accordance with Coronado Municipal Code Section 8.04.070 Exemptions, A(3), award a cooperative purchasing agreement to Turf Star Western for the purchase of two (2) Toro Greenmaster 3400 and two (2) Toro Reelmaster 5510 mowers and associated equipment installation services in the amount of $361,018 via NASPO Value Point contract #E194-81037- HT.
BACKGROUND:
Recreation and Golf Services reviews the condition of all vehicles and specialized equipment due for replacement and conducts a cost benefit analysis for those vehicles or equipment identified as needing replacement. Replacement costs are then programmed into the following year’s budget. Recreation and Golf Services staff work diligently to optimize the life cycle of each vehicle and/or piece of equipment. The typical life span of greens and fairway mowers is four to five years or 4,000 hours.
Turf mowers are an essential piece of equipment for golf course maintenance and turf health. They are used multiple times weekly to accurately groom the fairways and greens and provide a resilient playing surface. Four mowers have reached the end of their serviceable life and now require frequent repairs. The following mowers are proposed to be replaced:
Asset ID Purchase Date Current Hours Make/Model Replacement Make/Model 306 03/06/2003 7,371 Jacobsen Greensking IV Toro Greenmaster 3400 411 02/28/2007 4,586 Jacobsen Greensking IV Toro Greenmaster 3400 332 01/28/2005 6,739 John Deere/3235C Toro Reelmaster 5510D 333 01/28/2005 6,737 John Deere/3235C Toro Reelmaster 5510D ANALYSIS:
Recreation and Golf Services staff evaluated various mower models from different manufacturers and determined the Toro equipment best meeting the City’s requirements. The configuration of the equipment is optimized to address conditions associated with the Coronado Golf Course. The quotes provided are for two (2) Toro Greenmaster 3400 TriFlex greens mowers for a combined amount of $138,759.61 and two (2) Toro Reelmaster 5510D fairway mowers for a combined amount of $222,258.14.
Cooperative purchasing is a frequently used tool used by government agencies to join with other participating government agencies to buy similar products. When purchasing cooperatively, a “lead agency” is the central purchaser for several jurisdictions and takes responsibility for conducting competitive solicitations. The lead agencies are typically able to obtain lower unit costs to the City’s benefit because nationwide contracts tend to be based on larger purchase volumes. The use of cooperative purchasing ensures the City is receiving fair and reasonable pricing.
If approved, the mowers will be purchased from Turf Star Western via the NASPO Value Point contract #E194-81037-HT. The NASPO contract solicitation process was reviewed by staff and was found to be compliant with California state statutes. Prior to utilizing the NASPO contract, staff obtained permission from the California Department of General Services to utilize the cooperative purchasing agreement as a participating entity. Pricing was determined based upon the participating addendum between the City of Coronado and Toro.
FISCAL IMPACT:
The total anticipated cost of the replacement equipment is $361,018. Sufficient resources were budgeted and are available in the Fiscal Year 2023-24 Golf Enterprise fund account 62082000- 90040.
ALTERNATIVE:
The City Council may choose not to authorize the purchase of the mowers through a cooperative purchasing agreement or could recommend that staff use the Request for Bids (RFB) process instead to purchase the equipment.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
CEQA Cat Ex Class 2, Replacement or Reconstruction.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Turf Star Western Pricing Quotes (2)
2. NASPO Participating Addendum
3. NASPO Contract #E194-81037-HT
4. Toro Sole Source Distributor Letter
Submitted By: Recreation and Golf Services Department / Tim Farmer