Title
MOTION TO APPROVE THE PURCHASE OF TORO GROUNDSMASTER 3500D MOWER AND RELATED ACCESSORIES UTILIZING PRICING ESTABLISHED BY THE CITY OF MESA, AZ AND NATIONAL IPA CONTRACT #2017025 FOR A TOTAL AMOUNT NOT TO EXCEED $42,861.78, 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 Recreation & Cultural Arts Department has funds budgeted for a new greens mower and related accessories for Pembroke Lakes Golf Course . The current unit has excessive hours and has become difficult to keep operational due to frequent repairs which negatively affects maintenance of the golf course.
2. The City of Mesa, AZ and National IPA have procured Contract # 2017025 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.
3. The Recreation and Cultural Arts Department has obtained a quote for the purchase of this equipment from The Toro Company through an authorized distributor, Hector Turf, utilizing the pricing from Contract #2017025.
5. Request Commission to approve the purchase of Toro Groundsmaster 3500D, Bimini Canvas Sunshade and LED Work Light Kit from Hector Turf utilizing pricing established by the City of Mesa, AZ and National IPA Contract #2017025, effective April 1, 2017 through March 31, 2023, for a total amount of $42,861.78.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $42,861.78
b) Amount budgeted for this item in Account No: There is $39,285 available in account # 001-575-7006-664139-0000-000-0000 (Mowers - Other)
c) Source of funding for difference, if not fully budgeted: If approved a budget adjustment of $3,577 will be entered from 001-575-7006-534900-0000-000-0000 - Cart Rental
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