CITY COUNCIL STAFF REPORT
December 5, 2023 {{section.number}}e
AUTHORIZE THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH STOTZ EQUIPMENT UTILIZING COOPERATIVE PURCHASING FOR ONE (1) JOHN DEERE PROGATOR 2030A, ONE (1) TURFCO TOPDRESSER, ONE (1) WIEDENMANN TERRA SPIKE XF8, AND ONE (1) JOHN DEERE 5075E TRACTOR EQUIPMENT AND INSTALLATION SERVICES IN THE AMOUNT OF $188,316
RECOMMENDATION:
In accordance with Coronado Municipal Code Section 8.04.070 Exemptions, A(3), award an agreement to Stotz Equipment utilizing cooperative purchasing for the purchase of one (1) John Deere ProGator 2030A, one (1) Turfco Topdresser, one (1) Wiedenmann Terra Spike XF8, and one (1) John Deere 5075E Tractor and associated equipment installation seervices in the amount of $188,316 via Sourcewell Cooperative Purchasing Contract #031121-DAC.
BACKGROUND:
Recreation & Golf Services reviews the condition of all 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 & Golf Services staff work diligently to optimize the life cycle of each vehicle and/or piece of equipment. The typical life cycle of small equipment motors such as tractors or gators is five years or 5,000 hours, and tow-behind equipment has a life expectancy of six to seven years with much fewer hours due to seasonal use.
The following pieces of equipment are proposed to be replaced:
Purchase Date Hours Current Make/Model Replacement Make/Model 12/20/2000 11,730 John Deere ProGator 2030A John Deere ProGator 2030A 11/06/1998 4,916 John Deere 4400 Tractor John Deere 5075E Tractor 07/20/1998 583 John Deere Aerator Wiedenmann TerraSpike XF8 Aerator n/a New purchase Turfco Mete-R-Matic Topdresser
The ProGator, tractor, aerator, and topdresser are essential pieces of equipment for golf course maintenance and turf health. The ProGator and tractor are used daily, and the aerator is used seasonally for various types of maintenance throughout the course. These items have reached the end of their serviceable life. The topdresser would be used seasonally to add material to the course to improve turf conditions.
ANALYSIS:
Recreation & Golf Services staff evaluated various equipment from different manufacturers and determined the items sourced using the John Deere cooperative purchasing agreement through Stotz Equipment best met 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 the John Deere ProGator 2030A and the Turfco Mete-R-Matic Topdresser for a combined amount of $60,580, and the Wiedenmann Terra Spike XF8 Aerator and John Deere 5075E Tractor for a combined amount of $127,736. The total cost of purchase with associated equipment and installation services is $188,316.
Cooperative purchasing is a frequently used tool by government agencies to join with other participating government agencies to buy similar products that have been competitively bid. When purchasing cooperatively, a “lead agency” is the central purchaser for several jurisdictions and takes responsibility for conducting competitive solicitations. The lead agency is 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 equipment will be purchased from Stotz Equipment via the Sourcewell Cooperative Purchasing Agreement contract #031121-DAC using the City’s account number 32062, with pricing determined based upon the participating addendum between the City and John Deere.
FISCAL IMPACT:
The total anticipated cost of the replacement equipment is $188,316. 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 equipment or could direct staff to 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. Stotz Equipment Pricing Quotes (2)
2. Sourcewell Cooperative Purchasing Agreement #031121-DAC
3. John Deere Sole Source Distributor Letter
Submitted By: Recreation and Golf Services Department / Tim Farmer