City Council
Report
City Council Meeting: July 23, 2024
Agenda Item: 5.D
1 of 4
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Public Landscape Subject: Award Sole Source Purchase Order to Stotz Equipment for Provision and Delivery of Turf Equipment
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of categorical exemption pursuant to Section 15301 of the California Environmental Quality Act (CEQA) Guidelines; and
2. Authorize the Procurement Manager to issue a purchase order with Stotz Equipment for the provision and delivery of turf equipment and replacement parts for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b) and is for a total amount not to exceed $310,000 with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica has a variety of beloved public spaces requiring landscaping care and attention. The Public Works Department uses turf equipment to help maintain public spaces, keep the parks beautiful, assist in biodiversity goals, and enable the public to enjoy the wide range of recreational opportunities offered in the City. John Deere is the leading manufacturer of mowers in the commercial and public landscaping sector, and their local distributor of parts is Stotz Equipment. Staff recommends awarding a purchase order to Stotz Equipment for the provision and delivery of turf equipment replacement parts in an amount not to exceed $310,000 over a five-year period.
2 of 4
Discussion
The Public Landscape Division has 15 pieces of John Deere equipment in service: 6 riding mowers for turf maintenance, 6 field groomers for ball field maintenance, and 3 utility vehicles to transport smaller equipment across parks. To maintain new equipment warranties and to keep all equipment working safely and effectively in the parks, it is necessary to purchase parts from a John Deere authorized dealer. Due to the high usage and old age of equipment, parts such as mower reels, tires, rotors and engine components break down while in operation. Public Landscape staff performs in-house repair and maintenance service on equipment to save costs and ensure consistent availability.
Stotz Equipment is the sole supplier in Southern California of John Deere turf and golf equipment, and the only company able to provide the replacement parts required to continue landscaping operations across the City of Santa Monica. As John Deere is the leading manufacturer in the landscaping equipment sector, and repairing machines is necessary until funds for new replacement machines can be found, the City must utilize Stotz Equipment to source parts.
Potentially leasing mowers was also researched by staff in lieu of making repairs. Staff determined that leasing mowers at the operational hours needed by the City results in a higher price and is not feasible for continued use.
Vendor Selection
Exception to Competitive Bidding
Staff recommends Stotz Equipment to furnish and deliver turf equipment and replacement parts as an exception to competitive bidding per Muni Code 2.24.250 (b), as they are the sole distributor of John Deere reel mowers and deck rotary rough mowers in the Southern California region.
Replacement mower parts provided by Stotz extends the life of the landscaping equipment in use by the Public Landscape Division. Repair and maintenance on the 3 of 4
mowers are performed in house utilizing the parts procured by Stotz, resulting in cost savings versus relying on Stotz to perform repair service. The City replaces mowers by buying new from Stotz once it is no longer cost effective to repair. b. when a good or service is copyrighted, patented or only available form one license holder, including, proprietary goods, original equipment manufacturers and/or exclusive distributors;
Environmental Review
The award of a purchase order for the provision of turf equipment is categorically exempt pursuant to Section 15301 (Existing Facilities) of the CEQA Guidelines. Section 15301 exempts Class 1 projects providing the operation, repair, maintenance, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of former use. This contract would allow for the maintenance of existing mower equipment and public landscape sites across the City. Maintenance of existing landscape falls under Section 15301(h); therefore, the purchase order agreement is categorically exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award a purchase order with Stotz Equipment for the provision and delivery of turf equipment and replacement parts. Future year funding is contingent on Council budget approval.
Purchase Order Request
FY 2024-25
Request Amount
Future Years’
Amount Department Account # Total Contract Amount
$62,000 $248,000 01500023.529080 $310,000
4 of 4
Prepared By: Peter Seller, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Levine Act Disclosure Form - Stotz Equipment
B. Oaks Initiative Form - Stotz Equipment