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Agenda 07/14/2020 Item #16E10 (Authorize Expenditures from Wesco Turf, Inc.)07/14/2020 EXECUTIVE SUMMARY Recommendation to authorize expenditures from Wesco Turf, Inc., as a single source vendor for the purchase of Toro commercial turf and golf course irrigation products, parts, and services, in an amount not to exceed $100,000 annually. OBJECTIVE: Efficiently maintain County equipment through an approved network of vendors and dealerships for products, parts, supplies, and services. CONSIDERATIONS: Collier County owns over 150 pieces of commercial and specialized Toro brand equipment used in various locations for grounds keeping and landscaping work. Wesco Turf, Inc., is the only authorized dealer for product sales, parts, and services for Toro commercial turf and golf course irrigation products in our geographical area. Expenditures for Toro products are expected to exceed the $50,000 annual limit set under Collier County Purchasing Ordinance No. 2017-08 (the “Ordinance”), as amended. Section Eleven, subsections 11 and 14 of the Ordinance authorizes the Board to waive the competitive process and declare single source providers for purchases above the $50,000.00 formal competitive threshold. The Procurement Services Division previously approved Wesco Turf as a single source provider. Staff requests that the Board waive competition and approve Wesco Turf, Inc., as a single source vendor for Toro products, parts, service, shipping and handling costs through FY 2025. Staff will monitor the marketplace annually for other sources available for Toro commercial turf and golf course irrigation equipment, parts, and services. If other sources are found to be available, staff will initiate competitive bids for those products at that time. FISCAL IMPACT: Funds for repair parts and maintenance services are budgeted in the Fleet Management Administration, Fund 521, operating budget. Historically purchases from Wesco Turf, Inc., have been $45,000 annually. GROWTH MANAGEMENT IMPACT: No growth management impact will result from this action. LEGAL CONSIDERATION: This item is approved as to form and legality and requires majority vote for Board approval. -SRT RECOMMENDATION: To authorize expenditures from Wesco Turf, Inc., as a single source vendor for the purchase of Toro commercial turf and golf course irrigation products, parts, and services, in an amount not to exceed $100,000 annually for the period FY 2020 thru FY 2025. Prepared by: Michael Burks, Senior Operations Analyst ATTACHMENT(S) 1. Collier County FL Toro Sole Source Ltr 2020 (PDF) 2. FY20 Waiver Request 085 - Wesco Turf (PDF) 16.E.10 Packet Pg. 2524 07/14/2020 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.10 Doc ID: 12755 Item Summary: Recommendation to waive competition and approve Wesco Turf, Inc., as the sole source vendor for Toro commercial turf and golf course irrigation products, parts, and services. Meeting Date: 07/14/2020 Prepared by: Title: Accounting Technician – Fleet Management Name: Salma Nader 07/02/2020 8:26 AM Submitted by: Title: Division Director - Fleet Management – Fleet Management Name: Dan Croft 07/02/2020 8:26 AM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 07/02/2020 9:55 AM Administrative Services Department Paula Brethauer Level 1 Department Reviewer Completed 07/02/2020 10:08 AM Procurement Services Sandra Herrera Additional Reviewer Completed 07/06/2020 8:34 AM Procurement Services Sara Schneeberger Additional Reviewer Completed 07/06/2020 8:38 AM Procurement Services Catherine Bigelow Additional Reviewer Completed 07/06/2020 9:52 AM Administrative Services Department Len Price Level 2 Department Head Review Completed 07/06/2020 3:04 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 07/07/2020 9:05 AM Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 07/07/2020 9:07 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 07/07/2020 9:30 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 07/07/2020 10:22 AM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 07/07/2020 11:01 AM Board of County Commissioners MaryJo Brock Meeting Pending 07/14/2020 9:00 AM 16.E.10 Packet Pg. 2525 June 29, 2020 Collier County Fleet Management Attn: Michael Burks Senior Operations Analyst 2901 County Barn Rd Naples Fl 34112 RE: Authorized Toro Distributor Please be advised that the sole source provider for Toro commercial, residential, landscape contractor and golf irrigation whole goods and parts in your area is: Wesco Turf, Inc. 2101 Cantu Court Sarasota, FL 34232-6242 Phone: 941-377-6777 Wesco Turf is the authorized provider of warranty and service for Toro commercial and golf irrigation products. Counties included in Wesco Turf’s area of responsibility are: Florida: Alachua Baker Bradford Brevard Charlotte Citrus Clay Collier Columbia Desoto Dixie Duval Flager Franklin Gadsden Gilchrist Glades Hamilton Hardee Hendry Hernando Highlands Hillsborough Jefferson Lafayette Lake Lee Leon Levy Liberty Madison Manatee Marion Nassau Orange Osceola Pasco Pinellas Polk Putnam Sarasota St. Johns Seminole Sumpter Suwannee Taylor Union Volusia Wakulla Georgia: Brantley Brooks Camden Charlton Clinch Decatur Echols Glynn Grady Lanier Lowndes Pierce Seminole Thomas Ware Should you have any further questions, please contact me at 952/887-8533. Sincerely, Beverly A. Brosam Distributor Development /bb 8111 Lyndale Avenue South, Bloomington, Minnesota 55420-1196 952/888-8801 FAX 952/887-7961 16.E.10.a Packet Pg. 2526 Attachment: Collier County FL Toro Sole Source Ltr 2020 (12755 : Approve Wesco Turf, Inc., as the sole source vendor for Toro commercial turf Collier County Instructions Waiver Request Form Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must be submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver requests greater than $50,000 will require approval by the Board of County Commissioners. Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on having only one supplier in the market place, proprietary technology, copyright, patent, or a supplier’s unique capability. Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other factors, even though other competitive sources may be available. Requester Name: Division: Item/Service: Vendor Name: Historical Countywide Spend: ______________________ Requested date range: _____________ Not to Exceed per Fiscal Year: _______________ Is there an agreement associated with this waiver to be reviewed by Contracts? † Yes † No †Sole Source †Single Source †One Time Purchase †Multiple Purchases Description of Purchase: Enter a description of the item(s) that will be purchased under this waiver. Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations. Information Technology: Select Yes if the products/services are related to Information Technology. If yes, please provide the Purchasing Compliance Code (PCC) number or email approval documentation. †Yes †No If yes, provide the PCC number:__________________________________________________ Mike Burks Fleet Management OEM parts, service, & warranty WESCO TURF Inc.# 106382 $45,000 6/24/20 to 6/23/25 $100,000 Original Equipment Manufacture (OEM) parts, service, and warranty repairs for county owned Toro equipment. Collier County owns 154 pieces of Toro commercial, residential, landscape contractor and golf irrigation equipment. To effectively control cost and minimize downtime, Fleet Management performs in-house repairs for this equipment. It is vital to have a reliable supply source of OEM parts in order to expedite repairs. Wesco Truf Inc. is the authorized distributor for parts, warranty and service facility for southwest Florida. ✔ ✔ ✔✔ 16.E.10.b Packet Pg. 2527 Attachment: FY20 Waiver Request 085 - Wesco Turf (12755 : Approve Wesco Turf, Inc., as the sole source vendor for Toro commercial turf and Justification: Identify the criteria that qualifies this purchase as a sole or single source. Select from the list below. Check all that apply (if box is checked, please make sure to provide an explanation below): †Sole Source †Only Authorized Vendor or Distributor: Is this vendor the only vendor authorized to sell this product/service? If yes, explain below and provide documentation from the manufacturer confirming claims made by the distributors. †No Comparable Product or Service: Is there another vendor who can provide a similar product/service, regardless of cost, convenience, timeliness, etc.? †Product Compatibility: Does this product/service provide compatibility with existing equipment that prohibits switching to another comparable brand/vendor? If yes, provide the detailed explanation below, including what would occur if the other brand/vendor were used. †Proprietary: Is this product/service proprietary? If yes, provide a detailed explanation below on how its use is restricted by patent, copyright or other applicable laws and provide documentation validating that claim. †Single Source †Standardization: Is this product/service part of a purchase that the County has already standardized on? If yes, please provide the detailed information below. Date of BCC Standardization: ___________________ BCC Agenda Item number: __________________ †Warranty: Is this the only vendor able to complete factory-authorized warranty services on County owned equipment? If yes, provide the documentation verifying the warranty. †Geographic Territory: Is this vendor the only vendor authorized to sell this product/service in our region? If yes, provide documentation from the manufacturer confirming those claims. †Other Factors: Any other reason not listed above, explain below. Explain: How does this purchase meet the identified sole or single source criteria listed above? Wesco Turf Inc. is the single source distributor and the authorized warranty and repair facility for Southwest Florida. Toro has setup a network of authorized distributors limited to geographical areas. Please see attached letter. ✔ ✔ 16.E.10.b Packet Pg. 2528 Attachment: FY20 Waiver Request 085 - Wesco Turf (12755 : Approve Wesco Turf, Inc., as the sole source vendor for Toro commercial turf and How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via Procurement or if there is a historical precedence established for the use of the product, please explain purchase and use history and the current level of County investment in the product. Explain why it is in the County’s best interest to use this product/service rather than issuing a competitive solicitation: What are the benefits from the continued use? Are there costs that would be incurred if a different vendor/product was used? What would occur if another brand/vendor was used? Explain how this pricing compares to other vendors/products and is it considered to be fair and reasonable: Provide information on historical use and whether pricing has increased/decreased. If sole source and no other product is available, provide the cost for addressing the needs via an alternate approach. Will this purchase obligate the County to future ancillary products or services? Either in terms of maintenance or standardization. †Yes †No If yes, explain what types: To ensure the reliability of the equipment and safety of the operator, it is important to use the correct parts engineered for the equipment. This also increases the longevity of the equipment. Working with the authorized distributor typically expedites the repair process due to the vast inventory on hand. Currently Collier County owns 154 pieces of Toro commercial, residential, landscape contractor and golf irrigation equipment. @ the initial cost totaling over 1.8 million dollars. The manufacturer (Toro) limits the number distributors in a geographical area. Because of these restrictions’ competition is limited, and due to the nature of the repairs other brands would not be relevant. Parts from other brands would not fit Toro equipment and may possibly shorten the life of the equipment. At the time of the initial purchase, each piece of equipment was selected to perform a necessary function to provide an essential service for the residents. Fleet’s software system tracks previous purchase prices of parts and supplies to monitor for increases over time. If the increase is over a predetermined amount it is flagged. The system will also monitor historical cost of each piece of equipment to determine a ranking among its competitors. Historically the prices for service and parts have increased but remained consistent with the consumer price index. The alternate approach would be to replace the equipment rather than repair it. ✔ 16.E.10.b Packet Pg. 2529 Attachment: FY20 Waiver Request 085 - Wesco Turf (12755 : Approve Wesco Turf, Inc., as the sole source vendor for Toro commercial turf and Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the technology or vendor offerings have changed? Based on the life expectancy of the product, when do you anticipate evaluating the market again? Please attach a detailed market evaluation report should the complexity, duration, and dollar amount of the purchase be a high risk to the County. It is a felony to knowingly and intentionally circumvent a competitive process for commodities or services by fraudulently specifying sole source to obtain a benefit for any person or to cause unlawful harm to another. Florida Statute 838.22(2). Requested by: Signature: Date: Division Director: Signature: Date: Department Head: Required if over $50,000 Signature: Date: Procurement Strategist: Signature: Date: Procurement Director: Or designee Signature: Date: For Procurement Use Only:  †Approved †Requesting Additional Information †Requires RFI/Intent to Sole Source †Rejected Procurement Comments: †Current FY Approval †Multi-Year Approval Start Date: ______________ End Date: __________ Fleet Management has tried to purchase Toro parts and supplies through other sources, but has been directed to the local distributer Wesco Truf. Fleet periodically checks to see if the geographical boundaries change for Toro distributors. Market research is performed with each new piece of equipment, to provide the County with the most cost-effective and efficient vendor to procure parts and service. Michael Burks Dan Croft 06/24/2020 Len Price Sara Schneeberger Sandra Herrera Replaces current waiver FY19 #27 07/01/2020 09/30/2025 Michael Burks Digitally signed by Michael Burks Date: 2020.06.24 11:55:13 -04'00' CroftDan Digitally signed by CroftDan Date: 2020.06.24 12:43:27 -04'00' PriceLen Digitally signed by PriceLen Date: 2020.06.30 14:08:29 -04'00' SchneebergerS ara Digitally signed by SchneebergerSara Date: 2020.07.01 15:21:38 -04'00' Sandra Herrera Digitally signed by Sandra Herrera Date: 2020.07.01 15:41:05 -04'00' ✔ ✔ 16.E.10.b Packet Pg. 2530 Attachment: FY20 Waiver Request 085 - Wesco Turf (12755 : Approve Wesco Turf, Inc., as the sole source vendor for Toro commercial turf and June 29, 2020 Collier County Fleet Management Attn: Michael Burks Senior Operations Analyst 2901 County Barn Rd Naples Fl 34112 RE: Authorized Toro Distributor Please be advised that the sole source provider for Toro commercial, residential, landscape contractor and golf irrigation whole goods and parts in your area is: Wesco Turf, Inc. 2101 Cantu Court Sarasota, FL 34232-6242 Phone: 941-377-6777 Wesco Turf is the authorized provider of warranty and service for Toro commercial and golf irrigation products. Counties included in Wesco Turf’s area of responsibility are: Florida: Alachua Baker Bradford Brevard Charlotte Citrus Clay Collier Columbia Desoto Dixie Duval Flager Franklin Gadsden Gilchrist Glades Hamilton Hardee Hendry Hernando Highlands Hillsborough Jefferson Lafayette Lake Lee Leon Levy Liberty Madison Manatee Marion Nassau Orange Osceola Pasco Pinellas Polk Putnam Sarasota St. Johns Seminole Sumpter Suwannee Taylor Union Volusia Wakulla Georgia: Brantley Brooks Camden Charlton Clinch Decatur Echols Glynn Grady Lanier Lowndes Pierce Seminole Thomas Ware Should you have any further questions, please contact me at 952/887-8533. Sincerely, Beverly A. Brosam Distributor Development /bb 8111 Lyndale Avenue South, Bloomington, Minnesota 55420-1196 952/888-8801 FAX 952/887-7961 16.E.10.b Packet Pg. 2531 Attachment: FY20 Waiver Request 085 - Wesco Turf (12755 : Approve Wesco Turf, Inc., as the sole source vendor for Toro commercial turf and