AGENDA TITLE:
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Adopt a Resolution Authorizing City Manager to Waive the Bid Process and Approve Purchase of a RC Mower R-60 Tracked Steep Incline Rotary Mower from RC Mower Embankscape Equipment LLC Suamico, WI ($76,665.25) (PW)
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MEETING DATE:
November 6, 2024
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a resolution authorizing the City Manager to waive the bid process and approve purchase of a RC Mower R-60 tracked steep incline rotary mower from RC Mower Embankscape Equipment LLC Suamico, WI in the amount of $76,665.25.
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BACKGROUND INFORMATION:
The Public Works Streets Division is responsible for the City’s single use storm drain basins. Currently, there are 5 single use facilities in operation with another 2 future basins identified in the 2010 General Plan. The single use facilities were intended to reflect a natural setting requiring minimal maintenance. Over the past few years, staff has received complaints regarding the un-kept appearance of the basins and their potential to create a fire hazard in a residential area due to the growth of natural grasses and weeds.
Staff has responded by attempting to use conventional mowing equipment to control vegetation on the basin slopes. Since the grass and weeds in the basins were never intended to be maintained, the side slopes were designed too steeply for conventional mowing equipment to manage safely. As an alternative, staff recently utilized San Joaquin County Sheriff work crews that used weed-eaters to manually cut the grass and weeds at the single use basin at Reynolds Ranch. This service is fairly economical at approximately $2,000 per basin per service; however, the service is not consistently available as the crews are also dispatched to other areas in the county.
In August of 2024, the Streets Division requested a demonstration of the RC (remote control) steep hill rotary mower to test its ability to perform on the vegetation and side slopes consistent with the City’s single use basins. The demonstration confirmed the mower can be controlled/operated remotely by one employee stationed at a safe location, it will operate safely on side slopes that are consistent with those on Lodi’s single use basins, and it has many safety features that will either stop or shut off the mower in certain conditions (Exhibit A). Staff is recommending the purchase of this mower to more safely manage vegetation in the single use storm basins throughout Lodi. This will be a new addition to the City’s maintenance fleet.
Per Lodi Municipal Code §3.20.045, State and Local Agency Contracts, the bidding process may be waived when it is advantageous for the City, with appropriate approval by City Manager and City Council, to use contracts that have been awarded by other California public agencies, provided that their award was in compliance with their formally-adopted bidding or negotiation procedures. Staff recommends purchase of the RC Mower R-60 (Exhibit B) utilizing the HGAC Buy Contract No. GR01-20. The City has utilized the government pricing contract process to purchase equipment in the past with competitive pricing and a more rapid delivery schedule.
Staff recommends Council adopt a resolution authorizing the City Manager to waive bid process and approve the purchase of one RC Mower R-60 from RC Mower Embankscape Equipment LLC Suamico, WI in the amount of $76,665.25, utilizing the HGAC Buy Contract No. GR01-20.
STRATEGIC VISION:
5C. Infrastructure: Address deferred maintenance.
FISCAL IMPACT:
The addition of this piece of equipment will allow the Streets division to address maintenance in the City’s single use stormwater basins in a safe and effective manner. Based on the level of usage, the life expectancy of the mower is estimated to be 10 years. Staff anticipates the initial mower cost will be recovered in approximately 4 years when comparing the cost of utilizing Sheriff Work Crews mowing each of the City’s 5 existing single use basins two times per year.
FUNDING AVAILABLE:
Storm (53199000.77030) Total: $76,665.25
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Charles E. Swimley
Public Works Director
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Scott R. Carney
City Manager