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Home My WebLink About49-14 RESOLUTIONRESOLUTION NO. 49-14 A RESOLUTION TO AUTHORIZE THE PURCHASE OF TWO (2) TORO GROUNDSMASTER 400D MULTI -DECK MOWERS FROM PROFESSIONAL TURF PRODUCTS OF LENEXA, KANSAS FOR THE PARKS DIVISION IN THE AMOUNT OF $112,088.66 PLUS ANY TAX PURSUANT TO THE NATIONAL IPA CONTRACT #120535, AND TO APPROVE A BUDGET ADJUSTMENT TO MOVE FUNDS TO THE FLEET EXPENSE ACCOUNT 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 (2) Toro Groundsmaster 400D Multi -Deck Mowers from Professional Turf Products of Lenexa, Kansas for the Parks Division in the amount of $112,088.66 plus any applicable tax pursuant to the National IPA Contract #120535. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A", to move $24,000.00 to the fleet expense account. PASSED and APPROVED this 4th day of March, 2014. APPROVED: LI J NELD I ;40 AN, Mayor ATTEST: By: SONDRA E. SMITH, City Clerk/Treasurer 0111111111 C)..° T Y 7....... irANsP V°. -°. \''' ,,,,,A„,,,,.„..,0\\:„ siv/ 0 N v0 iliii 11110 - City of Fayetteville, Arkansas Budget Adjustment Form V12.0724 Budget Year BY 2014 Division: Fleet Operations Department: Transportation Services Request Date 3/4/2014 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION Unit #2052 (a pickup truck) is budgeted for replacement in project 02078.2014. Parks needs it to be replaced with a Groundsmaster mower which will be purchased out of project 02083.2014. This BA will move budgeted funds from project to project. Fleet underestimated funds needed to purchase two new Groundsmaster multi -deck mowers, so $24,000 is requested from fund balance to cover the shortfall in the amount budgeted. $10,500 will go to 02083.2013 and $13,500 will go to 02083.2014. Sufficient funds remain to meet City objectives. 2— Da e Budget Director Depart=irector Date Date 2 -/.?-/y Finance Director Date Chief of Staff Date Mayor Date Prepared By: Barbara Olsen Reference: Fell, Barbara Budget & Research Use Only Type: A B C General Ledger Date Posted to General Ledger Checked / Verified Initial Date Initial Date Account Name TOTAL BUDGET ADJUSTMENT Account Number 24,000 24,000 Increase / (Decrease) Project.Sub Expense Revenue Number Vehicles and equipment Vehicles and equipment 9700.1920.5802.00 .3) 9700.1920.5802.00 E.?) 10,500 02083 . 2013 56,500 02083 . 2014 Vehicles and equipment Use of fund balance 9700.1920.5802.00 El.) 9700.0970.4999.99 u (43,000) 02078 . 2014 24,000 war . zestip. K\Budget\Budget Adjustments12014 Adjustments \1-31-14 Move funds 5046 5047 1 of 1 Jesse Beeks / Barbara Olsen Submitted By City of Fayetteville Item Review Form 2014-0083 Legistar File Number March 4, 2014 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Action Required: Transportation Services Department A resolution to purchase two Toro Groundsmaster 4000D Multi -deck mowers off the National IPA Contract #120535 in the amount of $56,044.33 each for a total of $112,088.66 from Professional Turf Products of Lenexa, Kansas, and approval of a budget adjustment to move funds to the Fleet expense account. Does this item have a cost? $112,088.66 Yes Cost of this request 9700.1920.5802.00 Account Number Various Project Number Budgeted Item? Yes Previous Ordinance or Resolution # Original Contract Number: $207,000.00 Tractors / Mowers Category or Project Budget Program or Project Name Vehicles and Equipment Funds Used to Date Program or Project Category $94,911.34 Remaining Balance Budget Adjustment Attached? Yes Shop Fund Fund Name anfilisiimeMIMMININIMMO 174Zteville THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS vvww.accessfayetteville.org CITY COUNCIL AGENDA MEMO To: Mayor/City Council Thru: Terry Gulley, Director of Transportation'PA From: Jesse Beeks, Fleet Operations Superintendent Date: February 12, 2014 Subject: Purchase of two Groundsmaster Mowers for Parks Division PROPOSAL: That City Council approve the purchase of two Toro Groundsmaster 4000D Multi -deck mowers off the National IPA contract #120535 in the amount of $56,044.33 each for a total of $112,088.66 from Professional Turf Products of Lenexa, Kansas, and approval of a budget adjustment to move funds to the Fleet expense account. RECOMMENDATION: Unit 5010 is a 2008 Groundsmaster 4000D multi -deck riding mower that was due for replacement in 2012 and was pushed back to this year. It is worn out and needs to be replaced. It will be replaced with the same type mower. Unit #2052 is a 2002 Ford F250 4x4 pickup truck that is worn out and needs to be replaced. Parks wants to replace it with a second Groundsmaster 4000D multi -deck riding mower as that will better fit the Division's needs for mowing equipment. Fleet recommends the purchase of two Groundsmaster 4000D multi -deck mowers off the National IPA contract from Professional Turf Products of Lenexa, Kansas in the amount of $112,088.66. BUDGET IMPACT: These have been budgeted for on the operating side. A budget adjustment is needed on the capital side to move funds from the light truck project 02078 to the tractor/mower project 02083, and to move funds from Fleet fund balance as the replacement price was underestimated in the capital budget. As sufficient replacement funds have not been collected on 5010 and 2052, Parks is requesting to turn in #998 (a 1998 Aerator) which will not be replaced. Replacement funds collected on this unit will cover the shortfall in replacement funds on the two mowers. RESOLUTION NO. A RESOLUTION TO AUTHORIZE THE PURCHASE OF TWO (2) TORO GROUNDSMASTER 400D MULTI -DECK MOWERS FROM PROFESSIONAL TURF PRODUCTS OF LENEXA, KANSAS FOR THE PARKS DIVISION IN THE AMOUNT OF $112,088.66 PLUS ANY TAX PURSUANT TO THE NATIONAL IPA CONTRACT #120535, AND TO APPROVE A BUDGET ADJUSTMENT TO MOVE FUNDS TO THE FLEET EXPENSE ACCOUNT 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 (2) Toro Groundsmaster 400D Multi -Deck Mowers from Professional Turf Products of Lenexa, Kansas for the Parks Division in the amount of $112,088.66 plus any applicable tax pursuant to the National IPA Contract #120535. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A", to move $24,000.00 to the fleet expense account. PASSED and APPROVED this 4th day of March, 2014. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer Groundskeeping, Golf and Sports Field Maintenance Equipment Executive Summary Lead Agency: City of Tucson, AZ RFP Issued: May 4, 2012 Date Open: June 12, 2012 Awarded to: Count on it Solicitation: RFP #120535 Pre -Proposal Date: May 22, 2012 Proposals Received: 3 The City of Tucson, AZ Department of Procurement issued RFP #120535 on May 4, 2012 to establish a national cooperative contract for groundskeeping, golf and sports field maintenance equipment. Notice of the solicitation was sent to potential offerors, as well as advertised in the following: • City of Tucson, AZ website • Hawaii Tribune—Herald, HI • Daily Journal of Commerce, OR • The State, SC • The Olympian, WA • National IPA website On June 12, 2012 proposals were received from the following offerors: • Jacobsen Textron Company • R&R Products • The Toro Company The proposals were evaluated by an evaluation committee. Using the evaluation criteria established in the RFP, the committee elected to enter into interview and equipment demonstrations with the top two ranked firms, Jacobsen Textron Company and The Toro Company. At the conclusion of the interviews and demonstrations, the evaluation committee individually scored and ranked the short-listed firms. As a result, the committee recommended entering into exclusive negotiations with the intent to award to the top ranked firm, The Toro Company. The City of Tucson, AZ, National IPA and The Toro Company successfully negotiated a contract and the City of Tucson executed the agreement with a contract effective date of November 27, 2012. Page 1 of 2 Count on it Contract includes: Groundskeeping, golf and sports field maintenance equipment Term: Initial one year agreement from November 27, 2012 through November 26, 2013, with option to renew for four (4) additional one-year periods through November 26, 2017. Pricing/Discount: Discount off Toro MSRP for Commercial, Landscape Contract Equipment and Compact Utility Equipment. Serviced and supported by local Toro distributors/dealers. Value Added Services: • Used equipment • Financing options • Smart Value Program volume incentive program Page 2 of 2 PROFESSIONAL TUC,' PE.1111'cl, bl7q, DL( -7 Professional Turf Products, L.P. 10935 Eicher Dr. Lenexa, Kansas 66219 Paul Downard (888) 776-8873 ext. 5472 downardp@proturf.com =,CouIt on it. Ship To City of Fayetteville Date Agatpoi4 • Bill To NAT'L IPA TaxRte • Contact Jesse Seeks 'Destitiatien,,.`• Address Fayetteville Trail& City AR State teniMentif. Account T Corp Postal Code Phone Fax Proposal 30448N 30349 30056 Groundsmaster 4000-D Universal Mount Sunshade 400 Hour Filter Maintenance Kit GM4000_GM4010 SubTotal Destination Tax (Estimated) TOTAL $55,410.35 $512.99 $120.99 $55,410.35 $512.09 $120.99 $$6,044.33 56,044.33 Included 56,044.33 Confidential Property of Professional Turf Products Page 1 of 2 Comments: For all New Equipment, Demounits may be available for up to 20% savings. For all New Equipinent;Rpfuitbished units may be available for up to 40% savings. Terms & Conditions: 1. Pricing, induding finance options, valid for 30 days from time of quotation. 2. After 30 days all prices are subject to change without notice. 3. Used and Demo equipment is in high demand and availability is subject to change. A. Upon firm customer commitment to purchase, said equipment availablity will be determined and "locked". 13. 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. 4. "Trade In Allowances" will be treated as -a credit for future parts purchases on PTP account unless other arrangements have been made. Returns Policy: 1. All returns are subject to restocking, refurbishing, usage, and shipping fees. 2. All returns must be able •to be sold as new. 3. Items missing parts are non returnable. 4. Professional Turf Products will have sole discretion as to the resalable condition of the product. 5. This policy does not apply to items that are defective, or shipped Incorrectly by PTP or one of its vendors. Payment: 1. Terms are net10-uniess priorarrangements 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. E. New equipment delivery time is estimated at six weeks from the time credit is approved & documents are executed. 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. Confidential Property of Professional Turf Products Page 2 of 2 City Of Fayetteville - Purchase Order (PO) Request (Not a Purchase Order) All purchases under $2500 shall be used on a P -Card unless medical or 1099 service related. (Call x256 with questions) All PO Request shall be scanned to the Purchasing e-mail: Purchasing@afayetteville.ar.us Requisition No.: Date: 2/12/2014 P.O Number: Expected Delivery Date: Vendor #: 20157 Vendor Name:, PROFESSIONAL TURF PRODUCTS Mail Yes: No: X Address: Fob Point: Taxable Yes: No: X Quotes Attached Yes: No: City: State: Zip Code: Ship to code: 50 D \ 'son Head Apprarl: ' c. __x_ Requester: BARBARA OLSEN Requesters Requester's Employee #: 1940 ..)Z_N --E)ct sion: 3485 Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory # Fixed Asset # 1 2 3 4 5 6 7 8 9 10 GROUNDSMASTER 4000-D MULTI -DECK EA $0.00 MOWER PER QUOTE AND NATIONAL IPA $0.00 CONTRACT, WITH SUNSHADE AND 400 HR $0.00 FILTER MNTC KIT, TO BE UNIT 5046, FA705046 1 56,044.33 $56,044.33 9700.1920.5802.00 02083.2013 705046 AND UNIT 5047, FIXED ASSET 705047 1 56,044.33 $56,044.33 9700.1920.5802.00 02083.2014 705047 $0.00 $0.00 $0.00 $0.00 $0.00 Shipping/Handling Lot $0.00 - Special Instructions: Subtotal: Total: $112,088.66 $112,088.66 Approvals: Mayor: Finance Dispatch Department Director: Budget Manager: Utilities Manager: Purchasing Manager: & Internal Services Director: IT Manager: Manager: Other: Revised 1/2/2008