Title
Resolution to Authorize the Purchase of Golf Course Equipment from Spartan Distributors Inc. (Omnia Partners - $534,189.62)
Memorandum
The attached resolution authorizes the purchase of three Toro Groundsmaster 3500D mowers at $45,427.45 each, two Toro Groundsmaster 3150Q mowers at $44,067.29 each, two Toro Reelmaster 5010H mowers at $94,953.85 each, one Toro Groundsmaster 4500D mower at $93,037.74, one Toro Sand Pro 3040 sand bunker maintenance equipment at $26,827.25 for a total cost of $534,189.62 through the Omnia Partners, Public Sector cooperative purchasing program (#2017025) for use by the Community Services Area, Parks and Recreation Unit. This golf course equipment is used by staff to maintain the two city golf courses. During the winter, this equipment is stored indoors to help prolong the life of the units.
The three proposed Toro Groundsmaster 3500D mowers will replace one 2017 Toro Groundsmaster 7200 mower (#6902) and two 2017 Toro Groundsmaster 3500D mowers (#6907 and #6908), with operational time of 1,351 hours, 1,460 hours, and 1,310 hours respectively. The two Toro Groundsmaster 3150Q mowers will replace two 2017 Toro Groundsmaster 3150Q mowers (#6913 and #6922), with 3,064 hours and 2,660 hours of operation respectively. The two Toro Reelmaster 5010H mowers will replace two 2017 Toro Reelmaster 5410D mowers (#6910 and #6923), with 2,610 hours and 1,985 hours of operation respectively. The one Toro Groundsmaster 4500D mower will replace one 2017 Toro Groundsmaster 4500D mower (#6914) with 3,590 hours of operation, and the one Toro Sand Pro 3040 sand bunker maintenance equipment will replace one 2017 Toro Sand Pro 3040 sand bunker maintenance equipment (#6904), with 1,595 hours of operation. These assets are all beyond their useful life for front line equipment.
Parks and Recreation will be keeping assets #6908 and #6913 as back up equipment and selling two older golf assets that are not in the Fleet Fund. These older, back up assets are in poorer condition than the outgoing #6908 and #6913. Assets #6908 and #6913 will be removed from the Fleet Fund replacement schedule.
The Toro Company was awarded contract #2017025 by the Omnia Partners, Public Sector (formerly National IPA) cooperative purchasing program for Grounds Maintenance Equipment. Spartan Distributors Inc., Sparta, MI, is a dealer of record for the Toro Company under the Omnia Partners, Public Sector contract.
Spartan Distributors Inc. complies with the requirements of the City’s Conflict of Interest and Non-Discrimination ordinances.
Budget/Fiscal Impact: The City continues to experience significant equipment price increases due to inflationary pressures and supply issues. The Parks and Recreation budget was unable to absorb the replacement cost shortage for this equipment and a one-time transfer of $117,019.62 was made from the Parks Fairness Fund to the Fleet Services Fund Operations and Maintenance Budget to cover the difference.
With the capital contribution from the Parks Fairness Fund, adequate funding for the purchase of this equipment is available in the FY2024 Fleet Services Fund Operations and Maintenance Budget.
Each piece of golf course equipment will be placed on an 8-year replacement schedule which is consistent with our other pieces of golf course equipment. Park and Recreation will have an annual replacement cost of $76,129.00 for the new equipment being purchased. This Fleet replacement cost covers the future cost of replacing the equipment purchased under this resolution.
Green Fleet Policy:
There are currently no fully electric options for this type of equipment. The City is purchasing two of the Toro Goundsmaster 5010H which are hybrid versions of the Toro Groundsmaster 5410D that are being replaced. The Groundsmaster 5010H utilizes a smaller diesel engine combined with an in-line motor generator that recharges the 48-volt battery pack, with this small engine and battery pack this unit is expected to save on average 20% on fuel usage while also lowering its carbon footprint.
The Green Fleet Committee approved the need for the replacement of this equipment, that the proposed replacement is consistent with the Green Fleet Policy and recommended the approval of this resolution. The Sustainability and Innovations Manager has concurred with the actions of the Committee.
Staff
Prepared by: CJ Stegink, Fleet Supervisor
Matthew J. Kulhanek, Fleet & Facilities Unit Manager
Reviewed by: John Fournier, Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase replacement equipment for the City’s fleet;
Whereas, Competitive bids were received by the Omnia Partners, Public Sector cooperative purchasing program and the Toro Company was awarded contract #2017025 for Grounds Maintenance Equipment;
Whereas, Spartan Distributors Inc., Sparta, MI, is a dealer of record for the Toro Company under the Omnia Partners, Public Sector contract;
Whereas, Spartan Distributors Inc. complies with the requirements of the City’s Conflict of Interest and Non-Discrimination Ordinances; and
Whereas, Adequate funds for the purchase of this equipment are available in the approved FY2024 Fleet Services Fund Operations and Maintenance Budget;
RESOLVED, That City Council approve the issuance of a purchase order to Spartan Distributors Inc. for the purchase of three Toro Groundsmaster 3500D mowers at $45,427.45 each, two Toro Groundsmaster 3150Q mowers at $44,067.29 each, two Toro Reelmaster 5010H mowers at $94,953.85 each, one Toro Groundsmaster 4500D mower at $93,037.74, one Toro Sand Pro 3040 sand bunker maintenance equipment at $26,827.25 for a total amount of $534,189.62;
RESOLVED, That funds for the purchase of this equipment in the amount of $534,189.62 comes from the FY2024 Fleet Services Fund Operations and Maintenance Budget with funds to be available without regard to fiscal year;
RESOLVED, That the equipment being replaced (nos. 6902, 6904, 6907, 6910, 6914, 6922, 6923, and two un-numbered assets) be sold at the next City vehicle auction after the equipment is removed from service; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.