Submitted By: Beaches, Parks and Recreation
Prepared By: Samantha Wylie, Beaches, Parks and Recreation Director
Subject:
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CONSIDERATION OF RESOLUTION NO. 26-168 FOR GOLF COURSE MAINTENANCE FLEET EQUIPMENT PURCHASE, APPROVAL OF PURCHASING POLICY EXEMPTIONS, AND SUPPLEMENTAL APPROPRIATION
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Summary:
Staff is requesting approval to purchase new equipment for the Golf Maintenance Division consisting of two Toro Groundsmaster 3500-D Sidewinder mowers and Bernhard reel and bed knife sharpening/grinding equipment. The purchases will improve maintenance efficiency, expand in-house capabilities, and support the overall condition and playability of the Municipal Golf Course.
Staff is also requesting approval of two exemptions from the City’s competitive purchasing requirements. The Toro equipment would be purchased from Turf Star Western utilizing a California Multiple Award Schedule (CMAS) agreement under the City’s cooperative purchasing exemption. The Bernhard equipment would be purchased from Stotz Equipment under the City’s sole source exemption, as Stotz Equipment is the sole authorized distributor of Bernhard grinding equipment for Southern California.
A supplemental appropriation of $32,426 is required to complete the proposed purchases.
Background:
The Golf Maintenance Division is responsible for maintaining the City’s 133-acre municipal golf course, including greens, tees, fairways, roughs, slopes, bunkers, landscaping, irrigation systems, and other course infrastructure. These operations require specialized equipment that is used extensively and must be maintained to precise standards to support turf health, course presentation, and playing conditions.
Staff identified several equipment needs that would expand the Division’s capabilities, reduce reliance on contracted services, and begin addressing portions of the existing fleet that have exceeded their anticipated useful life. The proposed acquisition includes specialized sharpening and grinding equipment and two specialized mowers.
Discussion:
Staff proposes purchasing a reel grinder and bed knife grinder from Stotz Equipment to establish an in-house sharpening operation, which requires regular sharpening and adjustment to maintain a clean and consistent cut. This work is currently contracted to outside vendors, requiring cutting units to be transported off-site and creating periods when equipment is unavailable.
Bringing this function in-house will allow the Golf Maintenance Mechanic to maintain cutting units as needed, reduce outside sharpening and transportation costs, minimize equipment downtime, and extend the useful life of reels and bed knives. It will also allow staff to refurbish certain cutting units that might otherwise require replacement.
Stotz Equipment is the sole authorized distributor of Bernhard grinding equipment for Southern California. Staff therefore recommends purchasing the equipment from Stotz Equipment pursuant to the sole source exemption provided under the City’s Purchasing Policy.
Staff also proposes purchasing two Toro Groundsmaster 3500-D Sidewinder mowers from Turf Star Western. The additional units will expand the Division’s mowing capacity and provide greater flexibility in maintaining the varied terrain and turf areas throughout the Golf Course.
The Toro equipment is available through an existing California Multiple Award Schedule (CMAS) agreement. The City’s Purchasing Policy allows the use of qualifying cooperative purchasing agreements in lieu of conducting a separate competitive procurement. Staff recommends utilizing this exemption to purchase the equipment from Turf Star Western.
Considerations Identified by Staff:
The proposed equipment will improve the Golf Maintenance Division’s operational capacity while supporting the long-term maintenance of the Golf Course and its equipment fleet.
The Bernhard equipment establishes a new in-house maintenance capability that is anticipated to reduce reliance on outside vendors and associated equipment downtime. The Toro Sidewinders provide additional mowing capacity and flexibility to maintain the Golf Course more efficiently.
Staff has also evaluated the appropriate procurement method for each acquisition. The Toro equipment qualifies for cooperative purchasing through the existing CMAS agreement, while the Bernhard equipment qualifies as a sole source purchase based on Stotz Equipment's exclusive authorized distribution territory in Southern California.
Council Options:
• Adopt Resolution No. 26-168, approving the purchase of the sidewinder and sharpening equipment utilizing exemptions within the Purchasing Policy, and approving a supplemental appropriation.
• Provide alternative direction to staff.
• Take no action.
Environmental Review/Analysis:
The proposed action consists of the purchase of maintenance equipment and related fiscal actions and is not a “project” subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378 because the action will not result in a direct or reasonably foreseeable indirect physical change in the environment.
Fiscal Impact:
The total cost of the proposed Golf Maintenance equipment is $198,495.
Existing appropriations within the Golf Enterprise Fund are sufficient to fund the majority of the purchase. A supplemental appropriation of $32,426 to Account No. 056-661-45500-000-00000 is required to provide sufficient budget authority to complete the proposed acquisitions.
Funding for the purchase will be provided entirely through the Golf Enterprise Fund. No General Fund appropriation is required.
Potential Action(s):
recommendation
If the City Council concurs with the contents of the staff report, the appropriate action would be to adopt Resolution No. 26-168, which will:
1. Approve the purchase of two Toro Groundsmaster 3500-D Sidewinder mowers from Turf Star Western in the amount of $117,854;
2. Approve an exemption from the City’s competitive purchasing requirements pursuant to the cooperative purchasing provisions of the City’s Purchasing Policy Article IX, Section A.1.4, and authorize the purchase from Turf Star Western utilizing a California Multiple Award Schedule (CMAS) agreement;
3. Approve the purchase of Bernhard sharpening/grinding equipment from Stotz Equipment in the amount of $80,641;
4. Approve an exemption from the City’s competitive purchasing requirements pursuant to the sole source provisions of the City’s Purchasing Policy Article IX, Section A.1.7, based upon Stotz Equipment being the sole authorized distributor of Bernhard grinding equipment for Southern California; and
5. Approve a supplemental appropriation of $32,426 from the Golf Fund to the Golf Depreciation Reserve Account No. 056-666-45500-000-00000 for the purchase of Golf Maintenance equipment.
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Attachment:
1. Resolution No. 26-168
Notification:
None.