Title
Recommendation to Authorize the Purchase of One Groundsmaster 4000D Lawn Mower for a Not-to-Exceed Amount of $102,987.66 from Turf Star/Toro, Consistent with the Revised Vehicle Replacement Policy. (Public Works 60141581)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Alameda Recreation and Parks Department (ARPD) manages the landscaping, which includes lawn maintenance, at over 30 parks. Two existing lawn mowers are past their useful life and require replacement. One large mower will be more efficient than the two existing smaller mowers, particularly for large areas. Therefore, staff recommends replacing the two small mowers with one large mower.
Turf Star/Toro was awarded Sourcewell Contract RFP #031121. Sourcewell is a cooperative purchasing agency the City of Alameda (City) participates in. Staff recommends City Council approve the purchase of one Groundsmaster 4000D Lawn Mower from Turf Star/Toro based on the Sourcewell contract pricing, in an amount not-to-exceed $102,987.66.
BACKGROUND
ARPD manages the landscaping, which includes lawn maintenance, at over 30 parks. City Fleet Services is responsible for the maintenance and replacement of motorized equipment used for lawn maintenance.
On November 5, 2019, staff brought to City Council a revised Administrative Policy and Procedure Number 48, Vehicle and Equipment Replacement Policy (Fleet Replacement Policy). In accordance with City Administrative Instruction Number 5 (“Purchasing Policy”), vehicles may be purchased by piggybacking on another agency’s purchase agreement or through cooperative purchasing. City Council must approve an award of vehicle purchases to a single vendor made through either piggybacking or cooperative purchasing in excess of a cumulative total of $75,000 in any given fiscal year.
DISCUSSION
Two existing ARPD lawn mowers are past their useful lives and require replacement. The mowers have become unreliable and break down frequently. Staff recommends one large lawn mower to replace the two existing small lawn mowers. A large lawn mower will be more efficient and able to mow twice the amount of acreage in less time while requiring only one operator.
Staff recommends the purchase of one Groundsmaster 4000D Lawn Mower from Turf Star/Toro based on pricing from their contract with Sourcewell, a cooperative purchasing agency in which the City participates. Exhibit 1 contains the quote for the proposed lawn mower.
This type of heavy-duty groundskeeping equipment is not available in electric models. Staff will continue to monitor the market.
ALTERNATIVES
• Approve purchase of the large lawn mower.
• Do not authorize this purchase and direct staff to return to City Council with the purchase of two small lawn mowers. This equipment will have a similar upfront cost but will result in less efficient operations over the lives of the units as they will require twice the staff to operate.
• Do not authorize the large lawn mower purchase and continue to use and repair the two old small mowers.
FINANCIAL IMPACT
Sufficient funds are available in the City’s Vehicle Replacement Fund to purchase the large lawn mower. The two small mowers were depreciated over their life expectancy and deposits made to the City Vehicle Replacement Fund to support replacement equipment. There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code. This action relates to Strategic Plan Priorities to Enhance Community Safety & Services by supporting appropriate park maintenance and to Practice Fiscally Responsible, Equitable & Inclusive Government by streamlining staff required to maintain lawns in parks. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACTS
The Fleet Replacement Policy is consistent with the City’s recently adopted Climate Action and Resiliency Plan and emphasizes greenhouse gas emission reductions. The revised policy includes a focus on right-sizing the City fleet, the purchase of electric vehicles when feasible, and lowering the fleet’s greenhouse gas emissions through acquisition of low emission vehicles.
This replacement will be equipped with “Clean Diesel Technology” and will meet or exceed all current state and federal emission requirements. These “Clean Diesel” vehicle purchases confirm the City’s commitment to a green fleet. The new vehicles will cut carbon dioxide and diesel particulate matter in emissions by nearly 50% from the vehicles they replace.
RECOMMENDATION
Authorize the purchase of one Groundsmaster 4000D Mower for a not-to-exceed amount of $102,987.66 from Turf Star/ Toro, consistent with Revised Vehicle Replacement Policy
Respectfully submitted,
Erin Smith, Public Works Director
By,
Carlo Balboni, Fleet Supervisor
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. Quote Turfstar/Toro Groundsmaster 4000D