Title
Landscape, Agricultural, and Field Maintenance Equipment, Accessories and Parts - Requirements Contract - IFB 19-051 (Ordinance S-45470)
Description
Request to authorize the City Manager, or his designee, to enter into contracts with Clearwater Enterprises, Inc. dba Quality Equipment & Spray, Construction Tool & Supply, A&G Turf Equipment, Horizon Distributors, Inc., A to Z Equipment, E-Z Go Division of Textron, Inc., and Stotz Equipment to provide various landscape, agricultural, and field maintenance equipment, accessories and parts for citywide departments. Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $1,182,500 over the life of the contract.
Report
Summary
These contracts will provide a broad range of replacement equipment, repair parts and accessories to ensure city-owned equipment is maintained, as necessary, to ensure proper operation. A comprehensive list of types and brands of such equipment was compiled in order to meet the needs of various departments. The majority user of these agreements is the Parks and Recreation Department who utilizes such equipment to maintain properties, such as parks, athletic fields, and golf courses. In addition, other departments that have historically utilized agreements for this type of equipment include the Aviation, Fire, Public Works, Street Transportation, and Water Services departments.
Procurement Information
Invitation for Bid (IFB) 19-051 was conducted in accordance with Administrative Regulation 3.10. There were 10 offers received by the Procurement Division on Oct. 5, 2018; however, one offer was deemed non-responsive for including exceptions to the solicitation terms and conditions. Following are the recommended offerors who provide the greatest percentage discounts from catalog pricing and lowest overall cost to the City:
Clearwater Enterprises, Inc. dba Quality Equipment & Spray: Discount range 10% to 27%
Construction Tool & Supply: Discount range 15% to 30%
A&G Turf Equipment: Discount range 10% to 20%
Horizon Distributors: Discount range 8% to 20%
A to Z Equipment: Discount range 5% to 35%
E-Z Go Division of Textron, Inc.: Discount range 0% to 25%
Stotz Equipment: Discount 0%
The Deputy Finance Director recommends that the offers from Clearwater Enterprises, Inc. dba Quality Equipment & Spray, Construction Tool & Supply, A&G Turf Equipment, Horizon Distributors, A to Z Equipment, E-Z Go Division of Textron, Inc. and Stotz Equipment be accepted as the lowest-priced, responsive and responsible offers.
Contract Term
The five-year contract term will begin on or about April 1, 2019.
Financial Impact
The five-year aggregate value of the contract will not exceed $1,182,500, with an annual estimated expenditure of $236,500. Funds are available in various departments' budgets.
Department
Responsible Department
This item is submitted by City Manager Ed Zuercher and the Finance Department.