Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute All Documents Necessary to Purchase a Mulch Blower for the Parks and Urban Forestry Division of the Recreation and Parks Department for a Cost of $112,771.19 and Authorize a Contingency Due to Market Volatility of up to $13,000 for a Total Not-to-Exceed Amount of $125,771.19
Staffreport
COUNCIL PRIORITY
• Quality of Life
• Infrastructure
SUMMARY
The Parks & Urban Forestry Division is responsible for turf reduction and landscape beautification projects Citywide. Mulch and compost installation is a critical component of these efforts, supporting water conservation, soil health, and long-term landscape sustainability. The cost of installing mulch and compost has increased significantly due to rising labor and contractor expenses. The purchase of a mulch blower will improve operational efficiency by allowing Staff to install materials more quickly and effectively, reducing reliance on contracted services and lowering overall project costs. This investment supports the City’s ongoing efforts to enhance landscape quality while maintaining fiscal responsibility
RECOMMENDATIONS
Staff recommend that the City Council adopt a Resolution to approve and authorize the City Manager or her designee to execute all documents required to purchase a mulch blower for the Recreation and Parks Department in an amount not to exceed $125,771.19, which includes a contingency of up to $13,000 to account for potential market price fluctuations.
BACKGROUND
The proposed action is in accordance with industry standards, including those established by the International Society of Arboriculture (ISA) and Re-scape, which emphasize the use of compost and mulch to improve soil health, reduce weed competition, retain moisture, and support long-term plant establishment.
Currently, Staff install mulch through two primary methods: manual distribution of free mulch material provided by tree contractors, or through contracted mulch blowing services that include both material purchase and installation. While utilizing free material reduces direct material costs, the manual labor required to install mulch around plants and shrubs is time-intensive and limits staff capacity to complete additional projects.
Alternatively, contracted out mulch blowing services typically require a minimum order of approximately 20 cubic yards per site, with costs reaching up to $5,000 per location. These requirements reduce operational flexibility and can result in higher overall project costs, particularly for smaller or phased beautification efforts.
The purchase of a mulch blower will improve operational efficiency by significantly reducing manual labor demands, decreasing reliance on contracted services, and allowing staff to apply materials more precisely and cost-effectively. This investment will enable the City to expand low-cost landscape beautification efforts over time while maintaining high-quality standards for installation and sustainability.
Analysis
The equipment will be procured from Global Machinery, the authorized dealer of Finn equipment, through Sourcewell Cooperative Purchasing Contract No. 070821-FNN. Use of this cooperative purchasing contract satisfies the City’s competitive procurement requirements while allowing the City to secure competitive pricing and expedited delivery.
Equipment pricing is subject to change due to market volatility, including factors such as trade policies, supply chain constraints, inventory availability, and increased demand. To avoid delays in procurement and ensure timely acquisition, Staff recommend authorizing a contingency of up to 11.5% ($13,000) of the original contract amount.
The contingency will only be utilized if required due to documented price changes at the time of purchase and will not exceed the total not-to-exceed amount authorized by Council. Any use of contingency funds will be limited to verified cost increases and will not be used to expand the scope of work or procure additional equipment. This approach ensures procurement efficiency while maintaining appropriate fiscal controls.
Financial Impacts
This Council action will not impact fund balance because there are sufficient funds available in the FY 2026 adopted budget for this purchase in the CIP Projects Fund 210-62-146:
• Mulch Blower $ 112,771.19
• 11.5% contingency for market volatility $ 13,000.00
Total $ 125,771.19
ATTACHMENTS
A: DRAFT Resolution for the Purchase of a Mulch Blower
B: Quote from Global Machinery
PREPARED BY: Jennifer Auletta, Parks and Landscape Manager, Recreation and Parks Department