TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute all documents necessary to enter into a contract with RDO Equipment Co., of Riverside, CA, for the purchase of two Rockland BK-M Beach King sand and beach debris cleaners with related equipment and accessories, for a total amount not to exceed $350,367, inclusive of taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with RDO Equipment Co. (RDO), for the purchase of two Rockland BK-M Beach King sand and debris cleaners for the Parks, Recreation and Marine Department (PRM), Beach Maintenance Division. These beach cleaners are used to maintain clean and sanitary sand on our beaches. Rockland Manufacturing Company has authorized RDO as the sole source for their equipment in Southern California. Purchase of the new equipment was approved in the Fleet Services’ FY 19 Vehicle and Equipment Replacement Plan.
The current beach cleaners have exceeded their lifecycle and due to their age and condition, are experiencing significant downtime and repair costs. RDO is the sole provider of large sand debris cleaners of this size and rake configuration. The Rockland Beach King cleaners have proven to be reliable and effective for removal of heavy beach debris. PRM currently uses the Rockland Beach King equipment and this purchase will allow for the continuity of parts, service and operation. Equipment replacement options were reviewed by Fleet Services and PRM to determine the best equipment for their operational needs.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Taylor M. Anderson and Budget Management Officer Rhutu Amin Gharib on April 3, 2019, and by Purchasing and Business Services Manager Sandy Tsang-Palmer on April 1, 2019.
TIMING CONSIDERATIONS
City Council action is requested on April 23, 2019, to ensure the contract is in place expeditiously and before manufacturer cut-off dates for the 2019 model year orders.
FISCAL IMPACT
The purchase cost for the two Rockland Beach Kings cleaners, plus equipment accessories, will not exceed $350,367, inclusive of taxes and fees. Purchase costs are budgeted in the Fleet Services Fund (IS 386) in the Financial Management Department (FM). Capital replacement costs and maintenance expenses are charged to Parks, Recreation and Marine Department through the Fleet Services MOU and are collected through the monthly billing process. This recommendation has minimal staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER