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Home My WebLink About158-26 RESOLUTION Page 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 158-26 File Number: 2026-1852 A RESOLUTION TO APPROVE THE PURCHASE OF TWO COMMERCIAL MOWERS FROM PROFESSIONAL TURF PRODUCTS, L.P. IN THE TOTAL AMOUNT OF $205,512.92, PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT, PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, OR DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of two commercial mowers from Professional Turf Products, L.P. in the total amount of $205,512.92, pursuant to a Sourcewell cooperative purchasing contract, plus any applicable surcharges, freight charges, or delivery fees up to 10% of the original purchase price. PASSED and APPROVED on July 7, 2026 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2026-1852 MEETING OF JULY 7, 2026 TO: Mayor Rawn and City Council THROUGH: Terry Gulley, Asst Public Works Director - Ops FROM: Ross Jackson, Fleet Operations Superintendent SUBJECT: Large commercial grade mower replacements for Parks Maintenance through Professional Turf Products, L.P. RECOMMENDATION: A RESOLUTION TO APPROVE THE PURCHASE OF TWO COMMERCIAL MOWERS IN THE AMOUNT OF $205,512.92 FROM PROFESSIONAL TURF PRODUCTS, L.P. PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT (112624-TTC) PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE. BACKGROUND: 5067 (PRKS_F060) 2016 Toro GM-4000D has surpassed its expected service life of 6 years. 5082 (PRKS_F047) 2017 Toro GM-4000D has surpassed its expected service life of 6 years. DISCUSSION: The proposed purchase of Toro Groundsmaster mowing equipment will continue the City’s ongoing operational improvement efforts by replacing existing units with the same proven OEM platform currently utilized within operations. The Groundsmaster utilizes an approximate 11-foot mowing width compared to the 60-inch cutting width of the City’s Hustler mower platforms, allowing significantly more acreage to be maintained in less time while reducing labor hours and overall equipment runtime. The Groundsmaster platform is designed specifically for heavy-duty municipal operations involving large open areas, uneven terrain, and extended daily use, providing improved durability, stability, and reliability for City mowing operations. Additionally, the proposed units include operator cooling fans integrated into the canopy system to improve operator comfort and safety during extreme summer temperatures. Enhancing operator working conditions helps reduce heat-related fatigue while supporting employee wellbeing, retention, and recruitment efforts in demanding outdoor work environments. BUDGET/STAFF IMPACT: These assets are fiscal year 2026 budgeted replacements, sufficient funds have been budgeted within the fleet fund. ATTACHMENTS: 3. Staff Review Form, 4. Quote $205,512.93, 5. Price Hold Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2026-1852 A RESOLUTION TO APPROVE THE PURCHASE OF TWO COMMERCIAL MOWERS FROM PROFESSIONAL TURF PRODUCTS, L.P. IN THE TOTAL AMOUNT OF $205,512.92, PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT, PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, OR DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of two commercial mowers from Professional Turf Products, L.P. in the total amount of $205,512.92, pursuant to a Sourcewell cooperative purchasing contract, plus any applicable surcharges, freight charges, or delivery fees up to 10% of the original purchase price. Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E City of Fayetteville Staff Review Form 2026-1852 Item ID 6/16/2026 City Council Meeting Date - Agenda Item Only N/A for Non-Agenda Item Ross Jackson 5/18/2026 FLEET OPERATIONS (770) Submitted By Submitted Date Division / Department Action Recommendation: A RESOLUTION TO APPROVE THE PURCHASE OF TWO COMMERCIAL MOWERS IN THE AMOUNT OF $205,512.92 FROM PROFESSIONAL TURF PRODUCTS, L.P. PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT (112624-TTC) PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE. Budget Impact: 9700.770.1920-5802.00 SHOP Account Number Fund 97001.2250.521 Fleet Replacements- Parks Project Number Project Title Budgeted Item?Yes Total Amended Budget $422,511.00 Expenses (Actual+Encum)$11.18 Available Budget $422,499.82 Does item have a direct cost?Yes Item Cost $205,512.92 Is a Budget Amendment attached?No Budget Amendment $- Remaining Budget $216,986.90 Purchase Order Number:Previous Ordinance or Resolution # Change Order Number:Approval Date: Original Contract Number: Comments: Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E top Ship To Date 5/18/2026 Bill To Estimated Tax Rate Contact Destination Trade-In x Finance Phone Account Type CONTRACT y Email CPQ: ID 04520061 Qty Model #Description MSRP Sourcewell Selling Price toro eq. 2 30609 Toro Groundsmaster 4000-D (T4)$198,334.44 16 93-5974 8 Inch Foam Filled Caster Wheel Assembly $3,285.49 2 30669 Universal Sunshade, White $1,696.59 2 03247 Operator Cooling Fan $720.97 2 03248 Universal Sunshade Switch Panel $577.11 2 44967 MVP Kit 1000 Hour (PX Hydraulic Fluid)$898.33 1 DEST Destination machine Toro Groundsmaster 4000-D (T4) 263,478.12$ $205,512.93 endmachine add Subtotal SubTotal 205,512.93$ Destination Destination INCLUDED Tax Tax (Estimated)-$ Total fin TOTAL 205,512.93$ Comments: bottom Returns Policy: 1. All returns & Canceled PO's are subject to restocking, refurbishing, usage, and shipping fees. 2. All returns must be able to be sold as new. 6. Used and Demo equipment is in high demand and availability is subject to change. A. Upon firm customer commitment to purchase & credit is approved, said equipment availability will be determined. B. In the event equipment is unavailable at time of order, PTP will employ every resource to secure an acceptable substitute. C. PTP strongly advises the customer to issue a firm PO as quickly as possible after acceptance of quotation. 7. "Trade In Allowances" will be treated as a credit for future parts purchases on PTP account unless other arrangements have been made. 2. Due to the volatility of inflation, rising transportation costs, and supply shortages, some orders may incur additional cost increases that are beyond the control of PTP and the vendors we represent. These pricing adjustments may be made from the time the order is entered through equipment delivery. Any adjustments will be communicated to customers with orders in the system with a new sale price as they occur. 3. Order cancellations are subject to fees up to 10% of the original order value. 4. Equipment delivery time is estimated once credit is approved & documents are executed & is contingent on Manufacturer availability. 5. Payments by Credit Card are subject to convenience fee. For all New Equipment, Refurbished units may be available for up to 40% savings. Due to unexpected issues with much of our supply chain, we are experiencing longer lead times than we have seen in the past. We are doing everything we can to get products to you as quickly as possible. Terms & Conditions: 1. Prices & Finance Rates are subject to change at any time. Monthly Payments are Estimates based on Prices & Rates when quoted. rjackson@fayetteville-ar.gov Comments Sourcewell Cooperative Contract #112624 - TTC ; City of Fayetteville ID #34143. Applicable Property and Sales Tax Not Included. Quote inclusive of equipment setup & delivery to the Fayetteville, AR address identified. Sourcewell Pricing: 22% OFF MSRP. Proposal For all New Equipment, Demo units may be available for up to 20% savings. City of Fayetteville SOURCEWELL (CONTRACT #112624) Ross Jackson Address 1525 S Happy Hollow Rd Fayetteville, AR 72701 (479) 879-6221 Professional Turf Products, L.P. 2201 N Beech Ave Broken Arrow, Ok 74012 Derrick Trotter (682) 416-1905 trotterd@proturf.com Confidential Property of Professional Turf Products Page 1 of 2 Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E 3. There will be a service charge equal to 1.5% per month (18% per annum) on all past due invoices. 4. By Law we are required to file a "Notice to Owner" of our intent to file lien in the event of payment default. This notice must be sent within 60 days of the date the original invoice and will happen automatically regardless of any special payment arrangements that may have been made. Authorized Signature: _________________________________________________________________________Date: ___________________________________________ 1. Terms are net 10 unless prior arrangements have been made. 2. Quoted prices are subject to credit approval. A. PTP will work with third party financial institutions to secure leases when requested to do so. B. When using third party financiers, documentation fees & advance payments may be required. C. For convenience, monthly payments are estimated based on third party rate factors in effect at time of the quotation. D. PTP assumes no liability in the event credit becomes unavailable or rates change during the approval process. 3. Items missing parts are non returnable. Payment: Confidential Property of Professional Turf Products Page 2 of 2 Molly Rawn, Mayor 07/07/2026 Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E 1 Jackson, Ross From:Derrick Trotter <trotterd@proturf.com> Sent:Tuesday, June 2, 2026 4:05 PM To:Jackson, Ross Subject:Re: Updated Toro Proposal 5.18.26 - Professional Turf Products CAUTION: This email originated from outside of the City of Fayetteville. Do not click links or open attachments unless you recognize the sender and know the content is safe. Yes sir! Thanks, Derrick Trotter Professional Turf Products (682) 416-1905 From: Jackson, Ross <rjackson@fayetteville-ar.gov> Sent: Tuesday, June 2, 2026 3:59:04 PM To: Derrick Trotter <trotterd@proturf.com> Cc: Jackson, Ross <rjackson@fayetteville-ar.gov> Subject: RE: Updated Toro Proposal 5.18.26 - Professional Turf Products Think Before You Click This email originated outside our organization Derrick, I have this set to go to City Council on July 7th with a PO approximately 07/24/26. Will pricing be good through then? Thank you, Ross Jackson Jr., CAFM Fleet Operations Superintendent Fleet Operations Public Works Department City of Fayetteville, Arkansas 479-444-3494 rjackson@fayetteville-ar.gov From: Derrick Trotter <trotterd@proturf.com> Sent: Tuesday, May 19, 2026 7:53 AM To: Jackson, Ross <rjackson@fayetteville-ar.gov> Subject: RE: Updated Toro Proposal 5.18.26 - Professional Turf Products Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E 2 CAUTION: This email originated from outside of the City of Fayetteville. Do not click links or open attachments unless you recognize the sender and know the content is safe. Mr. Jackson, A PO works just fine. There is no need to sign the quote. We will do billing net 30 upon delivery of the 2 GroundsMasters. I will hold pricing through the end of June – No Problem. We greatly appreciate the opportunity to quote. I’m here to support City of Fayetteville with current/future Toro commercial equipment. Always give me a ring when you have any questions or concerns! I also have some customer events coming up soon that I’ll keep you and your team posted about. Thanks! Derrick Trotter Professional Turf Products (682) 416-1905 From: Jackson, Ross <rjackson@fayetteville-ar.gov> Sent: Monday, May 18, 2026 3:16 PM To: Derrick Trotter <trotterd@proturf.com> Subject: RE: Updated Toro Proposal 5.18.26 - Professional Turf Products Think Before You Click This email originated outside our organization Derrick, Will you accept a PO in lieu of signature? Also we typically operate off of a net 30. Once a PO is issued, equipment will arrive and we will have 30 days from signing of sales docs and delivery to issue payment. Please let me know if this is acceptable. Lastly, I plan to put this on the City Council Agenda for June 16th agenda pending first, internal approvals then city council final approval. Will you be able to hold the current quoted price through the end of June which would be the latest a PO could be approved? Thank you, Ross Jackson Jr., CAFM Fleet Operations Superintendent Fleet Operations Public Works Department City of Fayetteville, Arkansas 479-444-3494 rjackson@fayetteville-ar.gov Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E 3 From: Derrick Trotter <trotterd@proturf.com> Sent: Monday, May 18, 2026 2:49 PM To: Jackson, Ross <rjackson@fayetteville-ar.gov> Subject: Updated Toro Proposal 5.18.26 - Professional Turf Products CAUTION: This email originated from outside of the City of Fayetteville. Do not click links or open attachments unless you recognize the sender and know the content is safe. Mr. Jackson, Thanks for reaching out. Please see attached updated quote  I added a 2nd Toro GM4000D  All Sourcewell account numbers are in the Comments Section  Sourcewell discount percentage is in the Comments Section  I included Toro’s MSRP final price  I included City of Fayetteville’s Sourcewell discounted final price highlighted in yellow Please let me know if you have any questions or concerns. I’m more than happy to help! Thanks, Derrick Trotter Professional Turf Products (682) 416-1905 ______________________________________________________________________ To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet.Professional Turf Products Derrick Trotter | Golf & Grounds Account Executive | 004702 Broken Arrow Commercial , 817-785-1900 | c: | www.proturf.com ______________________________________________________________________ To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. Professional Turf Products Derrick Trotter | Golf & Grounds Account Executive | 004702 Broken Arrow Commercial , 817-785-1900 | c: | www.proturf.com Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E 4 ______________________________________________________________________ To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet. Professional Turf Products Derrick Trotter | Golf & Grounds Account Executive | 004702 Broken Arrow Commercial , 817-785-1900 | c: | www.proturf.com Docusign Envelope ID: 4175B64C-BF90-82CD-83E6-AB17E6123A1E