TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: November 13, 2024
SUBJECT: APPROVAL OF PURCHASE OF ELECTRIC RIDING MOWER
FOR THE PARKS AND PUBLIC WORKS DEPARTMENT IN
THE AMOUNT OF $35,062.99 AND APPROPRIATION OF
$4,622.97 FOR THE PURCHASE
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Inviting and Relevant City Facilities
BACKGROUND
The Parks and Public Works Department currently owns five riding mowers for maintenance activities involving mowing the 35 acres of Lacy Park, as well as the 25 acres of landscaped medians on Huntington Drive and Sierra Madre Boulevard. During FY 2023-2024, the Department purchased two new electric riding mowers to replace two existing gas-powered mowers, beginning the process to transition to zero-emission small off-road engines in order to comply with new State regulations as a result of AB 1346 passed in 2022, which requires the phasing out of gas-powered lawn equipment. As of January 1, 2024, the statewide ban on the sale of new small gas engines went into effect. Although existing gas-powered lawn equipment purchased prior to 2024 may still be used, the phasing out of gas-powered lawn equipment by manufacturers has also made it more difficult to find replacement parts for the City’s existing equipment.
Continuing into the FY 2024-2025 budget process, the Department requested the purchase of up to two new electric riding mowers depending on the availability of Air Quality Management District (AQMD) funds to support this Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
purchase to replace two of the three remaining gas-powered mowers that have exceeded their service life and will become obsolete under new State regulations. On May 31, 2024, the City Council approved the Fiscal Year 2024- 2025 Operating and Capital Improvement budgets, which included approval of $50,000 for this Capital Equipment request.
Following approval of the FY 2024-2025 budget, staff obtained pre-approval from the South Coast AQMD for the purchase of one electric riding mower utilizing funds through their Commercial Electric Lawn & Garden Equipment Incentive and Exchange Program, which assists local government agencies (and other eligible participants) with the transition to zero-emission small offroad engines and phasing out of gas-powered lawn equipment. The Program provides the City $15,000 per mower for the exchange, which allows the City to procure electric mowers at a significantly lower cost. Staff was able to procure one 60-inch electric mower for $19,559.98, which represents a significant discount from the original purchase price. Since the purchase of the first mower in July 2024, both of the larger remaining gas powered mowers have become inoperable. The Public Works Department is now seeking Council approval to purchase a second mower with its remaining funds for the equipment and approve an appropriation of $4,622.97 for the purchase.
DISCUSSION
Following the purchase of the first electric mower earlier this fiscal year, staff had planned to defer the purchase of the second mower to next year due to insufficient funding remaining in the budget to replace either of the larger remaining gas-powered mowers. However, since the purchase of the first mower in July 2024, both of the larger remaining gas-powered mowers have become inoperable and staff have unable to locate replacement parts.
Therefore, staff confirmed funding was still available through AQMD’s Commercial Electric Lawn & Garden Equipment Incentive and Exchange Program and obtained pre-approval for $15,000 towards the purchase of a second electric riding mower. The proposed new mower is from the manufacturer Mean Green and is their “Evo” model with a 74-inch deck size.
The cost for the mower after the AQMD incentive is now $35,062.99. Given the operational need for the mower and opportunity for significant cost savings is still available through AQMD, staff recommends moving forward with the purchase at this time, which will require the appropriation of an additional $4,622.97 to cover the cost of the purchase.
The new mower will help improve the frequency and efficiency of the City’s maintenance activities at Lacy Park as well as medians and other landscaped areas of the public right-of-way. Additionally, the purchase of an additional electric mower will help move the City closer to completing the transition to a fully electric fleet of mowers to meet the State’s AB 1346 requirements for the phasing out of gas-engine lawn equipment.
The eligibility requirements for the Program required participants to work directly with an approved Program Retailer to submit the application for South Coast AQMD pre-approval. The City obtained a quote from La Verne Power Equipment, Inc., an approved Program Retailer for the equipment participating in the South Coast AQMD Incentive and Exchange Program. Staff also reached out to another approved retailer to confirm the pricing for the electric mowers that are part of the Program is fixed. As such, obtaining bids is not necessary since the cost is the same regardless of retailer.
As staff learned about the Program at a La Verne Power Equipment, Inc., trade show for electric powered lawn equipment, and they submitted the application on the City’s behalf, staff recommends purchasing the equipment from La Verne Power Equipment, Inc., in order to ensure the City is able to take advantage of the Program. Another benefit of the Program allows the incentive to be applied at the point of purchase from the approved retailer so the City will not have to incur the full cost of the equipment upfront or wait for any rebates.
FISCAL IMPACT & PROCUREMENT REVIEW
The City’s adopted FY 2024-25 budget includes an appropriation of $50,000 for the purchase of Electric Riding Mowers primarily utilizing AQMD funds. One electric mower was purchased in July 2024 in the amount of $19,559.98. In order to purchase a second electric mower and take advantage of the South Coast AQMD Incentive and Exchange Program, an additional appropriation of $4,622.97 is needed in order to cover the cost of the purchase as there is currently $30,440.02 remaining in the account. The City has already saved $15,000 from its first purchase earlier in the fiscal year and will save an additional $15,000 from the exchange of the second gas-powered mower for the Mean Green “Evo” model through the Program.
The City will purchase the mower from La Verne Power Equipment, Inc., an approved Program Retailer for the equipment participating in the South Coast AQMD Incentive and Exchange Program.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve the purchase of one electric riding mower from La Verne Power Equipment, Inc., in the amount of $35,062.99, and authorize the budget appropriations necessary for the purchase as listed below:
• A transfer out from the General Fund 101 of $4,622.97 to the Capital Equipment Fund 591
• Also needed is an increase of $4,622.97 into Fund 591 Account # 591-50-4613-0000
If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve the purchase of one electric riding mower from La Verne Power Equipment, Inc., in the amount of $35,062.99, and authorize the necessary budget appropriations for the purchase.”
ATTACHMENTS
1. Quote for Electric Riding Mower
2. Original CIP Budget Request Form - Electric Riding Mower