TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve Utilization of Sourcewell Master Agreement 112624-TTC, Grounds Maintenance Equipment and Related Attachments, with The Toro Company for the Purchase of Vehicles and Equipment on an As-Needed Basis in an Amount not to Exceed $200,000 Annually Through the Term Ending January 31, 2029, and Authorizing the City Manager to Approve any Modifications, Renewals, or Terminations in Concurrence with Sourcewell.
Recommended Action
Option 1: Approve utilization of Sourcewell Master Agreement 112624-TTC, Grounds Maintenance Equipment and Related Attachments, with The Toro Company for the purchase of vehicles and equipment on an as-needed basis in an amount not to exceed $200,000 annually through the term ending January 31, 2029, and authorizing the City Manager to approve any modifications, renewals, or terminations in concurrence with Sourcewell.
City Commission Options
Option 1: Approve utilization of Sourcewell Master Agreement 112624-TTC, Grounds Maintenance Equipment and Related Attachments, with The Toro Company for purchase of vehicles and equipment on an as-needed basis in an amount not to exceed $200,000 annually through the term ending January 31, 2029, and authorizing the City Manager to approve any modifications, renewals, or terminations in concurrence with Sourcewell.
• Pros: Approval would provide an existing, competitively procured cooperative purchasing method for replacement and new grounds maintenance equipment and related attachments as needed, reducing the need for separate City solicitation for covered purchases.
• Cons: The contract terms, pricing, and scope were established through Sourcewell’s cooperative procurement rather than a City-specific solicitation, which could limit flexibility or result in less favorable pricing or terms for certain City needs.
Option 2: Deny the use of Sourcewell Contract 112624-TTC, Grounds Maintenance Equipment and Related Attachments, with The Toro Company.
• Pros: Allows the City to develop and issue its own competitive solicitation tailored specifically to its operational needs, service expectations, and budget priorities, potentially resulting in more favorable pricing and contract terms.
• Cons: Developing, advertising, evaluating, and awarding separate solicitation would require additional staff time and delay anticipated equipment purchases.
Background Information
The City periodically purchases replacement and new equipment to support departmental operations. Staff requests authorization to use Sourcewell Master Agreement No. 112624-TTC with The Toro Company to purchase grounds maintenance equipment and related attachments on an as-needed basis, subject to available budget appropriations and an annual amount not to exceed $200,000.
Sourcewell awarded the agreement following a competitive procurement process for the category of Grounds Maintenance Equipment and Related Attachments. The current term ends January 31, 2029. Sourcewell and The Toro Company may agree to up to three additional one-year extensions beyond the original term.
Utilization of this cooperative agreement would provide access to competitively established pricing and terms without a separate City solicitation for the proposed covered purchases. Purchases will be limited to products included in the agreement.
Staff have reviewed the agreement and determined that its pricing is competitive, and its terms and conditions are fair, reasonable, and in the City’s best interest.
The Sourcewell Master Agreement 112624-TTC with The Toro Company has been reviewed by the City Attorney’s Office and is legally correct as to form.
Strategic Plan Pillar
Good Governance
Financial Impact
Expenditures under this contract shall be limited to funds that have been or will be duly appropriated through the City’s budget process and are specifically allocated for the scope of services outlined in the agreement.
Procurement
The utilization of this cooperative contract is consistent with Chapter 2, Administration, Article VIII, Procurement, Section 2-403 (a) (4) (a) (Exemptions) of the Code of the City of North Port, Florida, which permits the use of competitively awarded contracts from other governmental entities.
Attachments:
1. Agreement
2. Solicitation
3. Board Resolutions
4. Agreement Pricing
Prepared by: Kenneth Rappuhn, Fleet Manager
Department Director: Chuck Speake, Public Works Director