Title
Resolution to Appropriate and Amend the FY2010 Field Operations Unit's General Fund Budget ($57,170.00) ,to Appropriate and Amend the Fleet and Facility Unit's FY2010 budget ($138,000.00) and to Approve the Purchase of Three Commercial 16 foot Four Wheel Drive High Capacity Zero Turn Mowing Units from Spartan Distributors (State of Michigan Contract #71B7200194) for $235,170.00 (8 Votes Required)
Memorandum
The attached resolution authorizes the carry over and appropriation of $57,170.00 from the General Fund from Fiscal Year 2009, to the Field Operations Unit's Fiscal Year 2010 General Fund operating budget, and the appropriation of $138,000.00 from the Motor Equipment Fund's fund balance to the Fleet and Facility Unit's FY2010 budget. The resolution also authorizes the purchase of three 2009 Toro model 5910 commercial sixteen-foot wide mowing units at $78,390.00 each for a total of $235,170.00 through the Cooperative Purchase provision of the 2009 State of Michigan Extended Purchasing contract.
Staff evaluated all commercial 16 foot high capacity mowers industry wide and deemed the Toro 5910 to be the superior option. The Toro 5910 Groundsmaster is equipped with unique features including full time four wheel drive and a 99 hp turbo diesel engine that is bio-diesel compatible up to B20. These zero turn mowing units are also equipped with an Info Center which provides maintenance reminders, alarms to notify the operator of potential problems, and multi-function sensing allowing technicians to quickly identify the source of maintenance issues. The three mowing decks rise vertically allowing for clear side and rear viewing. The units also are equipped with a factory installed cab with heating and air conditioning reducing operator fatigue resulting in increased productivity.
These units will replace three Toro model 580 Groundsmaster which are experiencing increased downtime due to their age, increase in road miles driven, hours of operation and fuel incompatibility. Each unit has averaged over one repair per week since the beginning of this year's mowing season. Each repair takes the mower, and the operator, out of service for a minimum of 2 hours.
When the existing mowers were purchased we anticipated an 8 year useable life for the machines. Given the increase in the amount and frequency of repairs the new mowers will be set up on a 6 year replacement inspection schedule. This change will increase future Fleet charges but may eliminate the need to use fund balance on future replacement purchases.
By purchasing the new Toro units we will increase fuel efficiency and reduce down time, better positioning the unit to meet the 14 day on average mowing cycle. These units will be utilized to mow the large park spaces throughout the system. Staff further recommends that 2 of the mowers be staged at outlying facilities to reduce travel time and road miles. By doing so, all parks mowed by these high capacity mowers would be within a 2.5 mile radius of their base of operation.
Spartan Distributors of Sparta, MI was awarded Contract Number 071B7200194 by the State of Michigan for Lawn & Garden Equipment. This contract is part of the State's extended purchasing program, which allows local government agencies to purchase off it through the Cooperative Purchase provision.
The funding for this purchase will come from the Motor Equipment Fund's fund balance in the amount of $138,000.00, the General Fund's fund balance of unspent money from FY 2009 Field Operations mowing account in the amount of $57,170.00, and from the budgeted FY 2010 Field Operation's mowing account in the amount of $40,000.00
Spartan Distributors received Human Rights approval on June 23, 2009.
Staff
Prepared by: Matthew J. Kulhanek, Fleet & Facility Unit Manager
Reviewed by: Craig Hupy, Interim Field Operations Unit Manager, Sue F. McCormick, Public Services Administrator
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, The Fleet & Facility Unit needs to purchase replacement mowers for the City's fleet;
Whereas, Competitive bids were received by the State of Michigan;
Whereas, Spartan Distributors of Sparta, MI, received the contract for Lawn & Garden Equipment;
Whereas, Due to an abnormally dry month of August 2008 funds from the Field Operations Unit's Mowing budget for FY 2009 were returned to the General Fund's fund balances on or after July 1, 2009; and
Whereas, Spartan Distributors received Human Rights approval on June 23, 2009;
RESOLVED, That the City Council approves an amendment to the FY2010 Field Operations Unit's General Fund budget by appropriating $57,170.00 from the General Fund Balance;
RESOLVED, That the City Council approves an amendment to the FY 2010 Fleet and Facility Unit budget by appropriating $138,000.00 from the Motor Equipment Fund Balance;
RESOLVED, That City Council approve the issuance of a purchase order to Spartan Distributors in the amount of $235,170.00 for the purchase of three 2009 Toro model 5910 commercial 16 foot four wheel drive zero turn mowers at $78,390.00 each with $138,000.00 coming from the amended Fleet and Facility Unit FY2010 budget $97,170.00 from the amended FY2010 Field Operation Unit budget;
RESOLVED, That the units being replaced, nos. 6755, 6756, and 6885 be sold at the next City vehicle auction after delivery of new units; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.