CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 13 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: October 21, 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 Z Master Revolution 5-foot Wide Mower and one (1) Toro Groundsmaster 4700D 12-foot Wide Area Mower 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 Division of the Parks and Recreation Department manages over 200 acres of greenway in the City of San Mateo.
To ensure these fields remain healthy, attractive, and safe for the community, regular maintenance is paramount. A highly efficient wide-path mower is essential for this upkeep, capable of trimming a 12-foot-wide swath of lawn with each pass.
Additionally, staff operates a versatile, maneuverable mower designed to handle narrower 5-foot-wide sections, ideal for areas with various obstacles.
The proposed purchase of one (1) Toro Z Master Revolution 5-foot Electric Mower (S3) and one (1) Toro Groundsmaster 4700D 12-foot Wide Area Mower (S86) will replace similar existing lawn equipment that has exceeded its useful life with units that will provide modern, reliable, efficient, and environmentally friendly technology.
Staff evaluated several commercial mower options and found the 5-foot-wide Toro Z Master Revolution to be the best suitable electric vehicle (EV) mower to replace an existing internal combustion zero turn mower. This Toro Z Master Revolution will operate quietly and produce zero pollution, resulting in a cleaner, quieter environment for our community.
For production efficiency, Fleet staff selected the Toro 4700D 12-foot Wide Area Mower, which features a 58-horsepower diesel engine that meets California Air Resources Board’s (CARB) strictest Tier 4 emissions standards, resulting in significant reduction of greenhouse gasses and improved fuel economy. Currently, a mower of this size does not have an electric counterpart available. When electric options are not feasible, diesel alternatives are considered, particularly because the City uses renewable diesel in place of fossil fuels. Renewable diesel, derived from organic feedstocks, helps lower carbon emissions. The Toro 4700D’s environmentally friendly Tier 4 diesel engine allows us to use renewable diesel, which is a non-fossil-based fuel option.
As part of the City’s Green Fleet transition, staff consistently explores electric alternatives during the procurement process and aims to replace vehicles with battery electric or alternative-fueled technologies whenever possible. The 5-foot-wide Toro Z Master Revolution was selected as an electric-powered lawn mower to replace an existing gas-powered model. This
CITY OF SAN MATEO
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new mower will significantly reduce both airborne pollution and noise in its operational areas.
In October 2021, Governor Newsom signed Assembly Bill 1346 (Green Lawn Care Law) into law, granting CARB the authority to regulate emissions from Small Off-Road Engines (SORE). This law mandates that new gasoline engines with 25 horsepower or less, manufactured after December 31, 2023, must meet zero-emission standards. While the law applies to the purchase of new gasoline engines, it does not affect the use of existing engines or the sale and use of diesel-powered engines. The 5-foot-wide Toro Z Master Revolution, an electric mower with zero emissions, complies with this regulation, whereas the 12-footwide Toro 4700D, a 58-horsepower diesel-powered mower, is not subject to these requirements.
Staff utilized Sourcewell pricing through Turf Star for the purchase of the Toro Z Master Revolution EV and Toro Groundsmaster 4700D. Through this pricing structure, the city realizes triple net pricing with an average cost savings of 20 percent off manufacturer’s suggested retail price (MSRP). 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 is a government organization that solicits, receives, and reviews competitive bids for various specialty equipment, including the Toro Z Master Revolution and Toro Groundsmaster 4700D. Sourcewell has conducted competitive public bids to select vehicle vendors to achieve competitive pricing and has selected Turf Star. The City may rely on bids obtained from Sourcewell because it has solicited, received, and reviewed competitive bids for the desired Toro Z Master Revolution and Toro Groundsmaster 4700D through its cooperative purchasing program. Based on the above, staff recommends the purchase of this Toro Z Master Revolution and Toro Groundsmaster 4700D 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 percent to 20 percent fluctuation.
BUDGET IMPACT:
Sufficient funding is available in the Vehicle and Equipment Replacement Fund for this purchase.
ENVIRONMENTAL DETERMINATION:
Approval of this purchase contract is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the purchase of these two 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
Stephen Wu, Acting Facilities & Fleet Services Manager
[email protected]
650-522-7345
Deryk Daquigan, Deputy Public Works Director
[email protected]
650-522-7287