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Home My WebLink About28-23 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 28-23 File Number: 2023-352 TURF TANK: A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND APPROVE THE PURCHASE OF A TURF TANK ROBOTIC LINE PAINTER FROM TURF TANK 1N THE AMOUNT OF $49,936.25 PLUS APPLICABLE TAXES AND FREIGHT CHARGES, FOR USE BY THE PARKS AND RECREATION DEPARTMENT WHEREAS, Staff purchased a Turf Tank in January 2020 thru the NIPA/OMNIA Cooperative Purchasing Contract; and WHEREAS, the painter is no longer available for purchase through the cooperative purchasing program and is only available directly from the manufacturer/supplier; and WHEREAS, the only other known robotic line painter is not compatible with the City's existing equipment. NOW, THEREFORE, 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 determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and approves the purchase of a Turf Tank robotic line painter from Turf Tank line painter in the amount of $49,936.25 plus applicable taxes and freight charges, for use by the Parks and Recreation Department. PASSED and APPROVED on February 7, 2023 Approved: Attest: r i Li eld ] rdan, or Kara Paxton, City Cl-eW Treasurer Page 1 CITY OF W41iFAYETTEVILLE ARKANSAS MEETING OF FEBRUARY 7, 2023 TO: Mayor Jordan and City Council THRU: Susan Norton, Chief of Staff Chris Brown, Public Works Director Terry Gulley, Asst Public Works Director - Ops FROM: Byron Humphry, Parks Maintenance Superintendent DATE: CITY COUNCIL MEMO 2023-352 SUBJECT: A Resolution to waive the requirements of formal competitive bidding and authorize the purchase of a Turf Tank robotic line painter in the amount of $49,936.25. RECOMMENDATION: A Resolution to waive the requirements of formal competitive bidding and authorize the purchase of a Turf Tank robotic line painter in the amount of $49,936.25. BACKGROUND: Parks maintenance staff lays out and paints 32 soccer fields for Spring league play. Once these fields are laid out and painted the initial time, they require weekly repainting to keep the lines visible throughout the season. For the Fall season, the same process is repeated. With a manual line painter, laying out the fields requires a minimum of 2 people (easier with 3) to pull the measuring tapes to achieve the correct field dimensions. Once the dimensions are marked, 2 people are required to pull string lines to be used as guides to paint straight lines. This is a laborious and time-consuming process that requires great attention to detail. The Turf Tank robotic line painter is an automated line painter that uses GPS to layout and paint the field in one pass. Field layout dimensions are preloaded into an I -pad and can be manually adjusted electronically. The Turf Tank is then given a starting point on the field and will paint the programmed layout quickly and efficiently, with precision accuracy that cannot be rivaled with manual methods. One person can operate the robot, which makes more efficient use of staff time. The robot also paints at a steady rate that utilizes a more consistent amount of paint as opposed to manual methods. DISCUSSION: Staff purchased a Turf Tank in January 2020 thru the NIPA/OMNIA Cooperative Purchasing Contract. This painter has performed excellent, painting perfectly straight lines and requiring just one staff to operate. After three years of intensive use, a few service issues are beginning to occur. In order to not have downtime when the painter is needed during season, a second Turf Tank is needed which can serve as the primary painter. The two Turf Tanks can also share the same controller and field layout software and can be used in tandem to speed the painting process. Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 The Turf Tank is no longer available for purchase on a Cooperative Purchasing program and is only available directly from the manufacturer/supplier. The new Turf Tank line painter will be compatible with all existing equipment, software and GPS base system that we currently own. All parts are interchangeable which will assist in maintenance and repair, and it will not be necessary to train staff on a new product. The only other known robotic line painter in the world, uses a completely different GPS/satellite configuration requiring a monthly service and is not compatible with existing equipment, making it an impractical option. Therefore, a bid waiver is requested. BUDGET/STAFF IMPACT: The price of the new Turf Tank is $49,936.25. This price is the 2022 price and is locked in with an expiration date of February 8, 2023, to allow for City Council approval. If not approved, the price will increase after this date. This item was budgeted from operating funds in the 2023 Park Maintenance budget. ATTACHMENTS: SRF Turf Tank, Turf Tank Quote Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 - Legislation Text File #: 2023-352 A Resolution to waive the requirements of formal competitive bidding and authorize the purchase of a Turf Tank robotic line painter in the amount of $49,936.25. A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND APPROVE THE PURCHASE OF A TURF TANK ROBOTIC LINE PAINTER FROM TURF TANK IN THE AMOUNT OF $49,936.25 PLUS APPLICABLE TAXES AND FREIGHT CHARGES, FOR USE BY THE PARKS AND RECREATION DEPARTMENT WHEREAS, Staff purchased a Turf Tank in January 2020 thru the NIPA/OMNIA Cooperative Purchasing Contract; and WHEREAS, the painter is no longer available for purchase through the cooperative purchasing program and is only available directly from the manufacturer/supplier; and WHEREAS, the only other known robotic line painter is not compatible with the City's existing equipment. NOW, THEREFORE, 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 determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and approves the purchase of a Turf Tank robotic line painter from Turf Tank line painter in the amount of $49,936.25 plus applicable taxes and freight charges, for use by the Parks and Recreation Department. Page 1 Byron Humphry Submitted By City of Fayetteville Staff Review Form 2023-352 Item ID 2/7/2023 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 1/13/2023 PARKS & RECREATION (520) Submitted Date Division / Department Action Recommendation: A Resolution to waive the requirements of formal competitive bidding and authorize the purchase of a Turf Tank robotic line painter in the amount of $49,936.25. 1010.520.5260-5802.00 Account Number Project Number Budgeted Item? Yes Does item have a direct cost? Yes Is a Budget Adjustment attached? No Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: General - Vehicles & Equipment Base Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Fund Project Title $ 49,937.00 49,937.00 $ 49,936.25 Previous Ordinance or Resolution # Approval Date: V20221130 � TURF TANK" [AR] Fayetteville Parks and Recreation - Plus Outright Purchase Quote created on April 18, 2022 - Reference: 20220418-144237477 [AR] Fayetteville Parks and Recreation 1455 S Happy Hollow Rd. Fayetteville, AR 72701 United States Byron Humphry Parks Maintenance Superintendent bhumphry@fayetteville-ar.gov (479) 841 5484 Products & Services US - Turf Tank Plus Package - Upfront Implementation Cost 1 x $500.00 Includes: - Configuration & Shipping of Robot - Secure Inventory & Lock in Installation Date - Product Training & Online Resources US - Turf Tank Plus Package - Outright Purchase 1 x $45,000.00 Includes: - GPS Paint Robot + GPS Package - Continuous Software Improvements - Free Form Text Creation - Standard Geometry Package - Extended Geometry Package - Paint: $2,000 Allotment of Paint (White) - (2) Robot Batteries - Customer Support: Normal Business Hours (Mon -Fri) - Hardware Warranty Program: Limited (Excludes Consumables) - Standard Turf Tank Accessories One-time subtotal $45,500.00 Tax $4, 436.25 Total $49,936.25 This quote expires on February 8, 2023. Signature Fe PI 14v I% ,L Printed name Date Questions? Contact me 0 Zach Grosenheider Regional Territory Manager zach.grosenheider@turftank.com +1 (217) 313-6960 Turf Tank 3330 Cobb Parkway NW, Suite 324-380 Acworth, GA 30101 United States