CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 7 Section Name: {{section.name}} Account Number: 82-4683 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: August 19, 2024
SUBJECT:
Parks and Recreation Department Field Mowers - Purchase Contract RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure and approve a purchase contract with Turf Star, Inc. for the purchase of one (1) Toro Groundsmaster 4700 and one (1) Toro Z Master Revolution in a total amount not to exceed $182,782.62; establish a contingency reserve in the amount of $30,000.00; and authorize the Public Works Director to execute the purchase contract in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
The Parks and Recreation Department, Parks Division maintains more than 200 acres of greenway in the City of San Mateo, regular manicuring of these fields is necessary to maintain a healthy, attractive and safe environment for the community to enjoy. A primary tool in maintaining these fields is the use of a highly efficient wide path mower capable of manicuring a 12'-wide section of lawn with every lap of the mower. Additionally, the City utilizes a highly maneuverable mower capable of efficiently manicuring a 5'-wide section for use in areas with an array of obstructions.
The proposed purchase of one (1) Toro Groundsmaster 4700 and one (1) Toro Z Master Revolution will replace similar existing lawn equipment that has exceeded its useful life with units that will provide modern, reliable, efficient, and more environmentally friendly technology.
As part of the transition to a Green Fleet, staff continually research electrical options during the procurement process and aim to replace vehicles with alternative-fueled vehicles when available. These selected Toro models are the only viable option currently on the market with no equivalent electric option available. When an electric version is not available, staff evaluates diesel options because the City purchases renewable diesel to replace the use of fossil-based fuel. Renewable diesel is made from organic feedstocks and its use reduces carbon emissions. The Toro is an environmentally friendly Tier IV diesel engine and thus, allows the City to use renewable diesel, which is a non-fossil-based option.
Staff utilized Sourcewell pricing through Turf Star, Inc. for the purchase of this Toro Groundsmaster 4700 and Toro Z Master Revolution. San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it finds doing so is in the best interest of the City. Sourcewell (formerly NJPA) is a government organization that solicits, receives, and reviews competitive bids for various specialty equipment, including the Toro Groundsmaster 4700 and Toro Z Master Revolution. Sourcewell has conducted competitive, public bids to select vehicle vendors to achieve competitive pricing and has selected Turf Star Inc. Therefore, the purchase of Toro Groundsmaster 4700 from Turf Star Inc. is in the best interest of the City because the Toro Groundsmaster 4700 and Toro Z Master Revolution are the recommended replacement for the existing Toro lawn equipment and the City may rely on bids
CITY OF SAN MATEO
obtained from Sourcewell because it has solicited, received, and reviewed competitive bids for the desired Toro Groundsmaster 4700 and Toro Z Master Revolution through its cooperative purchasing program. Based on the above, staff recommends the purchase of this Toro Groundsmaster 4700 and Toro Z Master Revolution from Turf Star Inc.
A contingency reserve is being requested to address any price fluctuations from market instability that may occur between the time the original quote was submitted to the time the contract is executed. Recent findings have determined this may result in a 10% to 20% fluctuation.
BUDGET IMPACT:
This purchase contract will be funded from the Vehicle and Equipment Replacement Fund. Sufficient funding is available.
ENVIRONMENTAL DETERMINATION:
This purchase is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the purchase of field mowers may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Contract
STAFF CONTACT
Daniel Heffelfinger, Fleet Services Supervisor
[email protected]
650-522-7366
Deryk Daquigan, Deputy Public Works Director
[email protected]
650-522-7287