Explanation
This ordinance is to authorize the Director of Finance and Management to enter into contract for the purchase of Golf maintenance equipment for the Recreation and Parks Department.
Background: In July 2015, The City of Columbus partnered with R&R Products Inc. (manufacturer and parts supplier of mowing equipment) and the Propane Education and Research Council (PERC) to test propane powered mowing equipment designed for golf courses. The program offered the city the opportunity to test out propane mowing equipment for free over the course of a year in exchange for recording performance data on each mower (city provided fuel and basic maintenance). At the end of the testing period, the city has the option to purchase any of the equipment at a 55% depreciated rate.
Columbus was one of eight golf locations selected nationally to participate in this program and the only municipal course selected. Fleet Management selected the Airport Golf Course as the course to participate in this program. The city was provided with four new propane powered pieces of golf course equipment. Three of these units are used for mowing fairways and greens; the fourth piece of equipment is a sand bunker groomer.
Results: The fairway mower encompassed 1,162 acres of operation and used 725 gallons of fuel during the testing period. The bunker groomer operated for more than 36 hours raking sand traps and used 27 gallons of propane. One mower was dropped from the testing due to on-going mechanical issues while the fourth mower will be tested for an additional twelve months to further evaluate newly designed cutting heads.
Fuel prices fluctuated over the course of the testing period, but overall propane averaged $.30/gallon less than diesel. The propane powered fairway mower was $218 cheaper to operate during the testing period based on fuel use & costs compared to a diesel powered fairway mower.
According to PERC, propane reduces greenhouse gas (GHG) emissions and carbon monoxide (CO) emissions by 15 percent and 40 percent, respectively, compared to gasoline and diesel. The actual final emissions report from Columbus’ program testing will be available in September of this year. Signage regarding the propane mowers and environmental benefits was posted on Airport clubhouse doors and received positive feedback from patrons.
Recommendations: Based on the overall results of the equipment testing and the feedback from the operators of the equipment, Fleet Management recommends that two of the fairway mowers (Reel Max 744) and one of the bunker groomer (Sand Max 521) be purchased. The propane equipment testing program was legislated and approved by City Council (Ordinance # 1120-2015). Costs are below:
|
Equipment |
Regular unit price |
Unit price with 55% prog. discount |
# of units |
Cols Cost w/dis. |
Savings |
|
Reel Max 744 |
$37,995 |
$17,097.75 |
2 |
$34,195.50 |
$41,794.50 |
|
Sand Max 521 |
$13,495 |
$6,072.75 |
1 |
$6,072.75 |
$7,422.25 |
|
Cylinders and other equip. |
$29,720.85 |
$13,374.38 |
|
$13,374.38 |
$16,346.47 |
|
Total Costs |
$119,205.85 |
|
|
$53,642.63 |
$65,563.22 |
After reviewing the above details provided by Fleet it was determined that Recreation and Parks, through the purchasing office would enter into contract with R&R products for the purchase of the above listed equipment as part of research authorized by ordinance #1120-2015.
The department is requesting the waiver of the formal bidding provisions of the Columbus City Codes to enter into a contract with R&R as noted within ordinance #1120-2015.
Principal Parties:
R & R Products Vendor #010544
3334 E Milber St
Tucson, AZ 85714
520-889-3593
CC# 86-0258505
Fiscal Impact: $53,642.63 is required and budgeted in the Voted Parks and Recreation Bond Fund 7702 to meet the financial obligations of these expenditures.
Title
To authorize the Director of Finance and Management to enter into contract for the purchase of Golf maintenance equipment for the Recreation and Parks Department; to authorize the expenditure of $53,642.63 from the Recreation and Parks Voted Bond Fund, and to waive the competitive bidding provisions of the Columbus City Codes. ($53,642.63)
Body
WHEREAS, per ordinance 1120-2015, a study to test out propane mowing equipment for free over the course of a year in exchange for recording performance data on each mower was conducted; and
WHEREAS, R&R Products offered the city the mowers at a discounted price for participation in the study; and
WHEREAS, funding is available for these purchases from unallocated balances within the Voted Recreation and Parks Bond Fund 7702; and
WHEREAS, it is in the best interest of the City of Columbus to waive the formal bidding provisions of the Columbus City Code 329 to enter into contract with R&R Products for Golf Equipment; and
WHEREAS, it has become necessary in the usual daily operation of the Recreation and Parks Department to authorize the Director of Finance and Management to enter into contract with R&R Products for golf maintenance equipment, for the public health, safety and welfare; now, therefore,
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 R & R Products in the amount of $53,642.63 for the purchase of Golf equipment on behalf of the Recreation and Parks Department as noted above and per ordinance #1120-2015.
SECTION 2. That this Council finds it in the best interest of the City of Columbus to waive the competitive bidding provisions of the Columbus City Code Chapter 329 for this contract.
SECTION 3. 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 4. 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 5. 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 6. For the purpose stated in Section 1, the expenditure of $53,642.63, 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 No. 7702 as follows:
See attached DAX funding Information
SECTION 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.