Explanation
Background: Champions Golf Course is a bentgrass course with a terrain that has hills, slopes and many other types of terrain contours. Champions needs a mower that will not damage the bentgrass turf, which can require more maintenance than other turf while accommodating their layout and terrain contours. Champions’ golfers expect a perfectly manicured course for the greens fees that they pay.
Champions requests a Ventrac Model 4500Z with an MJ840 84” Contour Mower which allows for easy navigation around obstacles without damaging the turf. The Ventrac has all-wheel drive and an articulating chassis with a low center of gravity to provide superior traction, braking, stability, and security on tough terrain and slopes without disturbing turf when turning. The articulating chassis allows the tractor to pivot in the center allowing the rear wheels to follow the same path as the front tires. The front frame oscillates independently of the rear frame allowing the Ventrac to adapt to terrain and keep all tires in contact with the ground even on the roughest terrain which also improves the safety of the operator. In addition, this is important for maneuverability, reduced turf damage, increased agility and a great advantage on slopes and rough terrain (can mow safely on 30 degree slopes). The 84” contour mower has three independent decks and floats over slopes and dips and prevents scalping and gouging of turf. This is extremely important in mowing around sand traps and green and tee banks as it completes the mow and eliminates staff from having to go back with weedeaters to clean up grass missed by other mowers. This saves man hours. The larger flotation tires maintain a lighter footprint and the dual wheels allow for weight transfer and improved traction. Ventrac also offers 30 different commercial grade attachments besides mowers, i.e. stump grinder, aerators, vacuum collection, snow removal, spreaders, trenchers, etc., all which work in conjunction with the main tractor and when purchased is quite a savings over buying them as a single piece of equipment.
The Champions Golf Course Superintendent has done extensive research including demos and the testing of many mowers, and has talked with other superintendents in the area. She attends the yearly OTF Trade Show which brings vendors and equipment into one site with the availability to explore the market place. She has demonstrated this Ventrac and was extremely impressed by its ability to climb the hills and slopes at Champions. She stopped and started the tractor mower in the middle of the hills and the tires did not spin, slide or damage the turf. No other mower has had the slope ability or traction that compares with the Ventrac. Her years of experience in using the equipment, maintaining the equipment, and learning what works best with Champion’s terrain has gone into this decision.
A bid waiver is being requested because Baker Vehicle is a direct link for Ventrac. They also have the State of Ohio Contracts for Jacobsen products and they quote that pricing for the City. Demonstrations and testing of contour mowers have shown that the Ventrac Model 4500Z with an MJ840 84” Contour Mower will save time and resources in comparison to other contour mowers with similar but not equivalent specifications.
Prinicpal Parties:
Baker Vehicle Systems
9035 Freeway Drive
Macedonia, Ohio 44056
Matt Fellows, Rep
614-403-5382
CC#: 340690924
July 10, 2016
Emergency Justification: An emergency exists in the usual daily operations of the Recreation and Parks Department in that it is immediately necessary to enter into contract with Baker Vehicle so the Ventrac Model 4500Z with an MJ840 84” Contour Mower is ordered, purchased, delivered and ready for use by March 2016.
Fiscal Impact: $28,630.53 is required and budgeted in the Voted Parks and Recreation Bond Fund 712 to meet the financial obligations of this contract.
Title
To authorize the Director of Finance and Management to enter into contract with Baker Vehicle Systems for the purchase of golf course equipment for the Recreation and Parks Department; to waive the competitive bidding provisions of Chapter 329 of the City Codes; to authorize the expenditure of $28,630.53 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($28,630.53)
Body
WHEREAS, it is necessary for the Director of Finance and Management to enter into contract with Baker Vehicle Systems for the purchase of golf course equipment for the Recreation and Parks Department; and
WHEREAS, it is necessary to waive the competitive bidding provisions of Columbus City Code Chapter 329 in order to purchase the equipment. Baker Vehicle Systems is the regional supplier of Model 4500Z with an MJ840 84” Contour Mower ; and
WHEREAS, it is necessary for the Director of Recreation and Parks to authorize the expenditure of $28,630.53 from the Recreation and Parks Voted Bond Fund 712; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to enter into said contract so that the Toro Greensmaster TriFlex Hybrid 3220 Mower is purchased and ready for use by spring of 2016, thereby preserving the public health, safety and welfare; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized to enter into contract with Baker Vehicle Systems for the purchase of golf course equipment for the Recreation and Parks Department.
SECTION 2. That this Council finds it in the City's best interest to waive the competitive bidding provisions of Columbus City Code Chapter 329.
SECTION 3. That the expediture of $28,630.53 is hereby atuhorized from the Recreation and Parks Voted Bond Fund 712.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 6. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. That the City Auditor is hereby authorized to transfer $36,425.00 within the Recreation and Parks Voted Bond Fund 712 for the projects listed below:
FROM:
Project OCA Code Object Level 3 Amount
510429-100004 (Golf - Hard Surface Improvements) 753904 6651 $36,425.00
TO:
Project OCA Code Object Level 3 Amount
510429-100001 (Golf Equipment Replacement) 753901 6651 $36,425.00
SECTION 8. That the 2015 Capital Improvements Budget Ordinance 0557-2015 is hereby amended as follows in order to provide sufficient budget authority for this and future legislation.
CURRENT:
Fund 712; 510429-100001; Golf Equipment Replacement; $859 (Voted Carryover)
Fund 712; 510429-100004; Golf - Hard Surface Improvements; $0 (Voted Carryover)
Cancellation of AC036524-014 to 510429-100004; Golf - Hard Surface Improvements; $36,425 (Voted Carryover)
AMENDED TO:
Fund 712; 510429-100001; Golf Equipment Replacement; $37,284 (Voted Carryover)
Fund 712; 510429-100004; Golf - Hard Surface Improvements; $0 (Voted Carryover)
SECTION 9. For the purpose stated in Section 1, the expenditure of $28,630.53 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Voted Recreation and Parks Bond Fund 712 as follows:
Project OCA Code Object Level 3 Amount
510429-100001 (Golf Equipment Replacement) 753901 6651 $28,630.53
SECTION 10. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or 10 days after passage if the Mayor neither approves nor vetoes the same.