Title
Resolution to Approve a Sole Source Purchase Order with Revels Turf and Tractor LLC for the Purchase of a Greens Roller Manufactured by Agrimetal ($26,626.58) and Appropriate Funding ($28,696.00) (8 Votes Required)
Memorandum
The attached resolution authorizes the purchase of one Greens Roller Model GR-660, manufactured by Agrimetal, for $26,626.58 for the Community Services Area, Parks, and Recreation Unit. This golf course equipment is used to maintain the city's two golf courses. During winter, it is stored indoors to prolong its life.
The new Agrimetal Greens Roller will replace the existing 2018 model (asset #6719) at Leslie Golf Course, which is now beyond its useful life as a front-line machine. Parks and Recreation have requested this machine due to its industry-leading 66” rolling width with a TriPlex roller design. This wider machine allows them to stay ahead of play and complete morning course setups efficiently. It remains towable by their vehicles and the three floating heads contour to the surface, eliminating rolling lines and ridges that smaller units cause, enhancing putting performance. The included trailer, with spring assist loading, is safer and easier for new staff to use.
Parks and Recreation will keep asset #6719 as a backup unit for the Huron Hills Golf Course and will pay the fleet the auction value to retain it.
Agrimetal is the sole manufacturer of a greens roller with the largest rolling width with a TriPlex roller design in the industry, model GR-660.
Revels Turf and Tractor LLC of Brighton, MI is the only dealer in the state that sells Agrimetal products.
Revels Turf and Tractor LLC of Brighton MI, complies with the requirements of the City’s Conflict of Interest and Non-Discrimination ordinances.
Parks and Recreation is keeping the existing greens roller rather than selling it for its estimated auction value of $2,069.00 as a back-up roller.
Budget/Fiscal Impact: The City continues to experience significant equipment price increases due to inflationary pressures and supply issues. Fleet has not collected enough funding for the full cost of this piece of equipment and the Parks and Recreation budget was unable to absorb the replacement cost shortage for this Agrimetal Greens Roller and will need to appropriate a portion of the funds for this purchase which is $8,003.00 from the General Fund fund balance to the FY2025 General Fund Parks and Recreation expenditure budget. This amount covers the additional funding needed for the new greens roller ($5,934.00) and the auction value of the existing greens roller ($2,069.00) needed to make the Fleet Fund whole. These funds will then be transferred as a capital contribution to the FY2025 Fleet Services Fund Operations and Maintenance budget.
The Fleet Services budget is requesting to appropriate the entirety of this funding ($28,696.00). Neither the original amount collected or the additional contributed capital were budgeted in the FY25 Fleet Services budget, however, $20,693.00 of the funding is available in the fund balance of the Fleet Services Fund as it was collected in prior fiscal years for replacement of the greens roller.
City Code and policy requires sole source procurement over $25,000.00 receive City Council approval.
This new greens roller will be placed on an 8-year replacement schedule which is consistent with our other golf course equipment. Park and Recreation will have an annual replacement cost of approximately $3,795.00 for this greens roller.
Green Fleet Policy: The Green Fleet Committee approved the need for this greens roller, that the proposed new greens roller 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
Carl Konopaska, Fleet and Facilities Unit Manager
Reviewed by: Marti Praschan, Interim Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Fleet and Facilities Unit needs to purchase replacement equipment for the City’s fleet;
Whereas, Agrimetal is the sole manufacture of a greens roller with the largest rolling width with a triplex roller design in the industry, model GR-660;
Whereas, Revels Turf and Tractor LLC of Brighton MI, is the only dealer in the state that sells Agrimetal products;
Whereas, Revels Turf and Tractor LLC complies with the requirements of the City’s Conflict of Interest and Non-Discrimination ordinances; and
Whereas, Upon approval of the appropriation from Fleet Services Fund fund balance and the appropriation from General Fund fund balance, adequate funding for the purchase of this new Agrimetal Greens Roller is available in the FY2025 Fleet Services Fund Operations and Maintenance budget;
RESOLVED, That City Council approve the issuance of a sole source purchase order to Revels Turf and Tractor LLC for one new Agrimetal Greens Roller in the amount of $26,626.58;
RESOLVED, That funding in the amount of $8,003.00 be appropriated from the General Fund fund balance to the FY2025 General Fund Parks and Recreation expenditure budget as a transfer to the Fleet Fund;
RESOLVED, That funding in the amount of $20,693.00 be appropriated from the Fleet Services Fund fund balance to the FY2025 Fleet Services Fund Operations and Maintenance budget for the greens roller; thereby, increasing both the revenue and expenditure budgets;
RESOLVED, That contributed capital in the amount of $8,003.00 be appropriated to the FY2025 Fleet Services Fund Operations and Maintenance budget for the greens roller; thereby, increasing both the revenue and expenditure budgets;
RESOLVED, That funds for the purchase of this new Agrimetal Greens Roller comes from the FY2025 Fleet Services Fund Operations and Maintenance budget with funds, to be available without regard to fiscal year; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.