September 27, 2005
SUBJECT: Award of Contract for a Three-Gang Lawn Mower for Use in City Parks (F0509-19)
REPORT IN BRIEF
Approval is requested for the award of a contract to Turf Star, Inc., of Rancho Cordova for a Toro three-gang lawn mower for the Department of Public Works Fleet Maintenance Division to be used by Parks and Recreation staff for the maintenance of City parks.
BACKGROUND
The City has two three-gang, 16’ mowers which are used on a daily basis to mow large grass areas in City parks. One of these two mowers, a Toro Model 580D, has failed; and the requested mower, also a Toro Model 580D, will replace it.
The existing seven-year-old mower recently experienced engine failure caused by a non-wear item component failure which has caused irreparable damage. The manufacturer is no longer producing the type of engine used in the existing equipment due to changes in emission regulations. Because of the engine changes, availability of service parts is limited; and the cost to rebuild the engine is estimated at approximately $15,000 which exceeds the current value of the mower.
The failed mower is on the FY 2006/07 replacement schedule and is a critical piece of equipment for the Department of Parks and Recreation.
DISCUSSION
The City has used Toro 580D mowers for more than fifteen years. With the exception of this recent failure, these mowers have proven to be durable and reliable; and Fleet’s experience with this equipment has been excellent. Fleet Maintenance and Parks staff have been trained to operate the Toro 580D mowers, and Fleet has an inventory of parts on hand to maintain and repair them.
The Fleet Manager, therefore, recommends replacing the failed mower with an updated version of the Toro 580D. Turf Star, Inc., of Rancho Cordova is the northern California representative for Toro; and staff recommends award of contract to that firm. Turf Star has agreed to extend Federal GSA pricing to the City for this purchase.
Section 2.08.070(b)(3) of the Sunnyvale Municipal Code exempts from competitive bidding situations where the solicitation of bids would for any reason be impractical, unavailing or impossible. In this case, it would be unavailing since there is only one northern California source for Toro three-gang mowers. Should the City attempt to solicit bids for a replacement mower, it would also be impractical since there would be only one mower available for park maintenance throughout the bidding period. If the remaining mower broke down for any reason, maintaining City parks would be an exceptionally difficult task.
FISCAL IMPACT
Total cost for the requested mower will be $73,150 (includes sales tax). Funds are available in the Fleet Equipment Replacement Account No. 020700.
RECOMMENDATION
It is recommended that Council award a contract, in substantially the same form as the attached draft Purchase Order and in an amount not to exceed $73,150, to Turf Star, Inc., for one Toro Model 580D mower.
Elaine Wesely
Purchasing Officer
Reviewed by:
Mary J. Bradley
Director, Finance
Reviewed by:
Marvin Rose
Director, Public Works
Approved by:
Amy Chan
City Manager
Attachment
1. Draft Purchase Order(PDF)