Fremont City Council Meeting: 05/02/23 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4870) DOC ID: 4870
Updated: 4/26/2023 3:45 PM by Susan Gauthier Page 1
PURCHASE OF FLEET VEHICLES - Approve Purchase Order with Deere & Company for the Purchase of Two Wide Area Lawn Mowers in an Amount Not to Exceed $170,940.62, through a Cooperative Agreement with Sourewell; Exempt from CEQA Review per Guideline 15061.
Contact Persons:
Name: Mark Collins Hans Larsen
Title: Fleet Maintenance Manager Public Works Director
Div/Dept: Maintenance Public Works
Phone: 510-979-5739 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to authorize the purchase of two lawn mower vehicles to replace current aging equipment.
BACKGROUND: The two wide area mowers that staff recommend for replacement have reached the end of their useful life and are incurring increased mechanical failures, downtime, and maintenance costs that require they be replaced before costs become prohibitive. The two mowers are scheduled for replacement and funds for that purpose have been appropriated for Fiscal Year 2022/23. The two mowers are used by the Community Services Department for staff performing park maintenance.
In 2022, maintenance staff met with the Community Services Department to determine the vehicle make and model that would best meet their operational needs for the two lawn mowers. Staff compared the available vendor pricing and contract pricing from other public agencies for the purchase of the mowers and determined the pricing from Deere & Company from the Sourcewell Contract #031121-DAC provides fair and competitive pricing for the two wide area mowers.
As part of the City’s environmental sustainability program and Climate Action Plan, staff has explored converting to electric lawn mowers. However, at this time, equipment manufacturers have not yet produced electric lawn mowers that are suitable for the City’s park maintenance needs.
DISCUSSION/ANALYSIS: The City has the opportunity to realize cost savings for the purchase of the two wide area mowers using the Sourcewell cooperative purchasing program that is part of the local government and is a political subdivision of the State of Minnesota. City staff have reviewed Sourcewell’s competitive bid and solicitation processes and have found Sourcewell’s procurement methods to comply with the City of Fremont Purchasing Code Chapter 3.20 requirements, which allow the City to “piggyback” on to their purchase contracts without competitive bidding for the purchase of the two wide area mowers.
Council Staff Report (ID # 4870) Meeting of May 2, 2023 Updated: 4/26/2023 3:45 PM by Susan Gauthier Page 2
Equipment Cost and Funding:
EQUIPMENT TYPE VENDOR GOVERNMENT
PURCHASE
CONTRACT
COST FUNDING
SOURCE
WIDE AREA LAWN
MOWER
DEERE &
COMPANY
SOURCEWELL #
031121-DAC
$170,940.62 FUND 610
FISCAL IMPACT: The FY 2022/23 adopted budget for the Vehicle Replacement Fund (Fund 610) provides sufficient funds for the $170,940.62 purchase of the two mowers.
ENVIRONMENTAL REVIEW: Purchase of this equipment is not subject to the review under the California Environmental Quality Act (CEQA) as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per the CEQA Guidelines Section 15061 (b) (3).
ATTACHMENTS: None.
RECOMMENDATION: Find the action is exempt from CEQA review per CEQA Guideline 15061 and authorize the City Manager or designee to execute a purchase order with Deere & Company for the purchase of two wide area lawn mowers in an amount not to exceed $170,940.62.