Title
MOTION TO APPROVE THE PURCHASE OF A TORO GREENMASTER 3150-Q AND RELATED ACCESSORIES FROM HECTOR TURF UTILIZING PRICING ESTABLISHED BY THE CITY OF MESA, AZ AND OMNIA PARTNERS, PUBLIC SECTOR (FORMERLY NATIONAL IPA) CONTRACT # 2023261 FOR A TOTAL AMOUNT NOT TO EXCEED $46,122.40, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states, “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Pembroke Lakes Golf Course requires the replacement of the Toro Greenmaster 3150-Q. This is a vital piece of equipment maintenance of the course greens. The current Toro Greenmaster, asset #20873, purchased on 11/27/2007, has reached the end of its life expectancy. The cost for a new Toro Multi Greenmaster 3150-Q is $46,122.40.
2. The City of Mesa, AZ and Omnia Partners, Public Sector (formerly National IPA) have procured Contract # 2023261 with The Toro Company for grounds keeping, golf and sports field maintenance equipment for Toro brand equipment, options and accessories at a 22% discount off of MSRP Prices.
The Pricing to the City of Mesa includes set-up and delivery of whole goods, attachments and accessories. Charges for set-up and delivery fees will be determined by the distributors for orders from other Participating Public Agencies. For compliance purposes, set-up fees may not exceed 5% of the product cost, plus an additional 5% for cab units. Delivery fees within the continuous 48 States will also be capped at 5% of the total product cost to ensure compliance and verification.
3. The Recreation and Cultural Arts Department has obtained a quote for the purchase of this equipment from The Toro Company through the authorized distributor, Hector Turf, utilizing the pricing from Contract #2023261.
4. Request Commission to approve the purchase of a Toro Greenmaster 3150-Q and related accessories from Hector Turf utilizing pricing established by the City of Mesa, AZ and Omnia Partners, Public Sector (formerly National IPA) Contract # 2023621, for a total amount not to exceed $46,122.40, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $46,122.40
b) Amount budgeted for this item in Account No: FY2024-25 Budget $45,000 - 001-575-7006-664139-0000-000-0000- Mowers
c) Source of funding for difference, if not fully budgeted: If approved, the budget adjustment below will be processed.
From:
001-575-7006-664400-0000-000-0000- Other Equipment $1,123
To:
001-575-7006-664139-0000-000-0000- Mowers $1,123
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable