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Item 4KCITY OF SOUTHLAKE MEMORANDUM October 28, 2014 TO: Shana Yelverton, City Manager 4K-1 FROM: Candice Edmondson, Deputy Director of Community Services SUBJECT: Approve the purchase of a rotary mower from Professional Turf Products for an amount not to exceed $75,000 Action Requested: City Council authorization to purchase a rotary mower from Professional Turf Products for an amount not to exceed $75,000. Background Information: The City has received a bid price of $74,768.98 for the purchase of a wide area rotary mower with attachments from Professional Turf Products. The proposed purchase is through the Buy Board cooperative purchasing contract; therefore a sealed bid process is not required. The mower proposed for purchase is a Toro Groundsmaster 4700-D that will be used by the Parks Division for turf maintenance at North Park. The mower contains seven rotary decks, which provide a much wider cut (twice as wide) than the current mower, and it includes a leaf mulching kit; both of which will reduce staff time in maintaining the park. The mower currently used at North Park will be transferred to Bicentennial Park for use on the new large (60/90) baseball field. A copy of the quote is attached to provide an itemized list of the purchase price for the mower and attachments. Financial Considerations: Funding in the amount of $75,000 is approved within the FY 2015 SPDC Operating Budget for the purchase of the mower. Strategic Link: Approval of the purchase of the mower is linked to the City's Strategy Map related to the focus area of Performance Management & Service Delivery, and meets the corporate objectives to Provide Attractive & Unique Spaces for the City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager City Council Meeting Date — November 4, 2014 Page 2 of 2 4K-2 Enjoyment of Personal Interests and to Invest to Provide & Maintain High Quality Assets. Citizen Input/ Board Review: SPDC recommended approval of the FY 2015 SPDC Operating Budget (5-0) on August 12, 2014. City Council adopted the FY 2015 Budget on September 16, 2014. City Council consideration November 4, 2014 to authorize the purchase of the mower. Legal Review: N/A Alternatives: City Council authorization of purchase City Council decision not to authorize purchase Supporting Documents: Supporting documents include the following: ■ Copy of Professional Turf Products Quote with Buy Board Contract Information ■ Photo Staff Recommendation: City Council approval to purchase a rotary mower from Professional Turf Products for an amount not to exceed $75,000. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4K-3 Professional 'Turf Products, L.P. It 1010 North Industrial Blvd. Euless, Texas 76039 Count on CL Bobby Anderson rillir 5IONAl (888) 776-8873 ext. 5128 nnrr raunucrs andersonb cr proturf.com Ship To City Of Southlake - Parks & Rec.. Date 9/19/2014 Bill To BUYBOARD (CONTRACT 4 447-14) Tax Rate Contact Shane Cloud Destination 2.00% Address 2400 S. Maywood Ave. Trade-in City Southlake, TX Finance state TX Comments: Account Type Contract Postal Code 76092 Phone Fax Proposal 1 30882 Groundsmaster 4700-D (Tier 4 Final Compliant) $88,773,00 $70,095.16 1 30349 Universal Mount Sunshade $640.00 $505.34 7 104-5168 Roller Scraper Kit $555.73 $376.04 7 30836 Leaf Mulching Kit (order 1 per deck) $413.00 $326.13 1 108-1464 Atomic Mulching Blade Service Pack (7 blades) $138.39 $93.65 1 120-5179 Cover -Seat, Large $59.00 $39.93 1 115-4754 myTurf Wireless Hour Meter Assembly $112.00 $75.79 1 115-9542 myTurf Base Station Kit $560.00 $378.95 1 115-9543 myTurf Repeater Kit $300.00 $203.01 1 TCO 12 Month Subscription myTurf Total Cost of $649.00 $649.00 Ownership (1 month discount) 2 30408 400 Hour Filter Maintenance Kit $709.12 $559.92 GM4700 TIV $92,909.24 $73,302.92 SubTotal $ 73,302.92 Destination $ 1,466.06 Tax (Estimated) $ - TOTAL $ 74,768.98 Comments: For all New Equipment, Demo units may be available for up to 20% savings. For all New Equipment, Refurbished units may be available for up to 40% savings. Confidential Property of Professional Turf Products Page 1 of 2 4K -4 Terms & Conditions: 1. Orders are considered contractual. Order cancellations are subject to fees up to 10% of the original order value. Z. New equipment delivery time Is estimated at six weeks from the time credit is approved & documents are executed. 3. Pricing, including finance options, valld for 30 days from time of quotation. 4. After 30 days all prices are subject to change without notice. 5. Used and Demo equipment is in high demand and availability is subject to change. A. Upon firm customer commitment to purchase, said equipment availability will be determined and "locked". 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. 6. "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 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. 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: Confidential Property of Professional Turf Products Page 2 of 2 Index Page 1 of 1 Phone: 800-695--2919 a f r Fax*-2155454 +° s Email: info@buyboard,com CoOplryflrbPrrh� t_ Welcome Dianne [ Lo Off _ 9 t Administration RFQ Reports Shopping Cart I Help Vendor Contract Information Proposal Document Back Search: Vendor Name: Professional Turf Products Address: 1010 North Industrial Boulevard AEI Euless, TX 76039 0 Vendor Discounts Only Phone Number: (888) 776-8873 0 Catalog Pricing Only Email: spillmang@proturf.com Website: httoaluww.oroturf.com Refine Your Search: Federal ID: 06-1664252 Vendors Contact: George Spillman Professional Turf Products(X] Accepts RFQs: Yes Price Range Minority Owned Vendor: No Show all prices Cateoory Women Owned Vendor: No None Selected Contract Name: Grounds Maintenance Equip. & irrigation Paris, Supplies & Installation Cantract Contract#: 447-14 None selected Effective Date: 06/01/2014 Expiration Date: 05/31/2017 Additional Searches: PaymentTenns: Net 30 days Search by Vendor Delivery Days: 30 Shipping Terms: Prepaid and added to invoice Browse Contracts Freight Terms: FOB Destination Instructional Materials Ship Via: Common Carrier Region Served: Texas Regions 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 20 States Served: Arkansas, Kansas, Louisiana, Missouri, Oklahoma, Texas Quote Reference Number: GVS31079 Return Policy: Returns are subject to restocking fees, refurbishing, usage & shipping fees, returns must Additional Resources able to be sold as new, items missing parts are non -returnable. PTP will have sale discre. as to the resaleable condition of the product. Policy does not apply to defective or shippe, incorrectly items. Regulatory Notice: Click to view Bonding Regulatory Notice Construction Services Advisory: Click to view the Construction -Related Goods and Services Advisory Contact us 800-695-2919 ht[p,llwww.buyboard.comlSearchllndex?SearchTerrn=&Vendorld=869&DiscountProductId=-1 9/29/2014 Index Page 1 of I &VMYV9PftXAW1V Cis Search Results Search: AIh.._.... Vendor Discounts Only G Catalog Pricing Only Refine Your Search: Vendors Professional Turt ProductsiXI Price Rance Show all prices None Selected Conte None selected Additional Searches: Search by Vendor Browse Contracts Instructional Materials Additional Resources Show 25 results Vendor Description Phone: 800-695.-2919 .f�600 25454 Emar3:l of uyb0 d.com Welcome Dianne [ LoQ 0.171_ Administration RFQ Reports Shopping Cart F Help Narrow Results: Pricing Shoat Price city Add to Cad Professional Turf Hourly Labor Rate for RepairlSarvice Equipment N1A $103.86 Add Products 1. .....-... Shmll)dalie Professional Turt Products Hourly Labor Rate for., Installation of Equipment NIA $103.88 i_ _-' pill Show Details Professional Turf 38% Discount Off Toro Golf and Sentinel Irrigation pricelist for Large Turf Heads eet $0.0o @r� Products --- eh —Details Professional Turf 38% Discount Off Toro Golf and Sentinel Irrigation pricelist for Large Commercial & Central Pridna Sheet $0.00 grid Products Controllers --' Show Details Professional Turt 38% Discount Off Toro Golf and Sentinel Irrigation pricelist for Fleld Satellites Pricing sheet $0.00 - - Add Products - -- show D.Wls ProfessionaE Turf 30% Discount Off Toro LCE-Landscape Contractor Equipment pricelist for Zero Turn Mowers, Pricing Sheet $0.00 grid Products Equipment, Supplies, & Accessories she. Det.Va Professional Turf 30% Discount Off Toro LCE-Landscape Contractor Equipment pricelist for Walk Behind Pricing Sheet $0.00 Arid Products Mowers, Equipment, Supplies, & Accessories - - showue%lls Professional Turf 3%.Discount Off Flowtronex pricelist for Bunker Pumps, Equipment & Supplies Pricing Sheet $0.00 grid NnAucts -----I Shaw Dotalls Professional Turf 20% Discount Off Toro Commercial Equipment pricelist for Wide Area Mowers, Equipment, Pricino Shoat $0,00 add Products Supplies, & Accessories ---- Show Dataila Profell Tu f 20% Discount Off Toro Commercial Equipment pricelist for Utility Vehicles, Equipment, Pricing Sheet $0.00 Add Products Supplies, & Accessories - - show Details Professional Turf 20% Discount Off Toro Commercial Equipment pricelist for Turf Maintenance Sweepers & Pricing Shoe 4 $0.00 1 grid Products Equipment, Supplies, & Accessories '----- show Darius Professional Turf 20% Discount Off Toro Commercial Equipment pricelist for Sprayers, Supplies, & Accessories Pricing Sheet $0.0 grid Products show Detells Professional Turf 20% Discount Off Toro Commercial Equipment pricelist for Landscape & Turf Care Pridno Sheet $0.00 - i grid Products Attachments Show Details ro'e &indfggipment3gpplie , Products &Accessories ._ --- show Det-ila Professional Turf 20% Discount Off Tom Commercial Equipment pricelist for Front Mowers, Equipment, Pricino Sheet $0.00` AN Products Supplies, & Accessories --- Bhovc6etasa Professional Turt 20% Discount Off Toro Commercial Equipment pricelist for Cutters & Shredders, Equipment, Pricing Sheet $D.00 r add Products Supplies, & Accessories `-- Show Details QlnfessionalTurf 10% Discount off Oltcrbfne pricallst for Industrial Aerator Products, Equipment & Supplies Pricing Sheet $0.00 i....., gold Pradpois Professional Turf 10% Discount Off Oherbine, pricelist for Aerating Fountain Products, Equipment & Lighting pridna Sheet $0.00 Products ----- �nawoareoe Professional Turt 10% Discount Off Club Car pricelist for Utility Vehicles, Equipment, Supplies, & Accessories Pricing Sheet $0,00 l add - Products _ `.--- Show Details Professional Turf 0% Discount ONToro Repair Paris pricelist for Ground Maintenance Equipment Repair Parts Pridna Shoat $0.00 Ir 1, Ladd -Product "---' Show Detalle Professional Turf 0% Discount Off PTP Planned Maintenance Agreement pricelist for Ground Maintenance Pricino Sheet Woo � - grid Products Equipment Service Agreements -- - - sho Detaas FMI[essional Turt 0% Discount Off Professional Turf Products pricelist for Large Commercial & Central N1A $0.00 - grid Products Controllers Service Agreements - - show Delano Professional Turf 0% Discount Off Professional Turf Products pricelist for rogation Equipment Service Ni $0.00 Add Products Agreements--- $now Daraua Professional Turt 0% Discount Off Professional Turf Products pricelist for Irrigation Equipment Repair Parts NIA $0.00 add Products ---- sh—Details Professional Turt 0% Discount Off Allied pricelist for All Other Types of Grounds Maintenance Equipment, Pricino Sheet $0.00 - - Add Products Supplies & Accessories -- Show Detal Showing 1 to 25 of 25 entries Contact us 800-695-2919 First Previous 1� Next FLa.7i http://www.buyboatd.com/Search/Index?Search'erm=&Vendorld=869&DiscountproductId=-I 9/29/2014 4K-7 t�o0 L) o o 0 0 0o 0.0 0 �00 0o p Zoo H O O 00 0 0 0 0 H ll11f1 L(I p L r r H to Ln H Ln r•I C N E 0 0 O d0 0 0 C} O p O N O o p 0 0 t�Hs+ L' 0 Ln F, io In o 0 0 E o 0 0 H G P4 0 0 0 0 Ix 0 a ra H , E W A a1 0 Id Q) 0 (d Q d) (d m 0 -i L7 N 4, O ro ar ri H N rl w ?, (a 4 4J W � •H aJ -H N w 4-)x� . 0 r_l � JJ m H Iq p 0 4 H N+J m rd N N-0•HU U24 �mO-- m H x .ro N r-I :3 0Hro A �laJ 44 Cd NH mE -H +J0rdLH 00 vm 0 I 0 u rd H q H I~ x rn -H 4-J CO H Q) _1 r 1 •H O fd a H fd H 0 3 to rd .sti 1-1 0 r-I 04 r. rd R O m O Sir . •H 0 N .O r i p, rd N 0 u rtO(dH 1~ w (u E� Z V4-) 3a 0� q, m (a. rdNaas H w 10H��Q)wNm•�I �u� OtH .0.4 0 04 N N S� w 44- 1� (d -H � (d m H ,7,H •H N 04 S r-I N +� SC rd N 01 •n •Hr-..uroU �,' .N Up . 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