HomeMy WebLinkAboutDesert Willow Mountain View Course- Equipment Lease CITY eF PALM uf. �f�T
Memorandum '98 JUN 17 Pi 1 23
To: City Council & City Manager
From: Gregg Lindquist 6 /./
Date: June 25, 1998
Re: Request for Approval of Equipment Lease/Purchase for the South
Course @ Desert Willow
Recommendation:
By Minute Motion, authorize approval for lease/purchase of equipment for the South
Course at Desert Willow.
Background:
At the City Council meeting of June 11, 1998, we requested approval of a
lease/purchase of equipment for the new south golf course. The request was of an
emergency nature because we are due to take over maintenance of the new course in
mid-July and acquisition of the equipment is vital to our maintenance function. At
the time, we were under the assumption that Toro would be the best manufacturer to
buy the bulk of the equipment from to match our existing fleet. The day before the
Council meeting, we obtained information that required us to investigate further the
brand of machinery that would be economically prudent for the city to lease.
There were several manufacturers that submitted proposals for our equipment needs.
There were only two that submitted complete packages for all our requirements.
The other vendors, representing John Deere and Ransomes, submitted bids that
covered only a portion of the requirements. In examining these proposals, it appears
that comparable equipment were priced higher than the complete packages of
California Turf(Toro) or Jacobsen/Textron.
Both Toro and Jacobsen/Textron have national price account structures with Kemper
Sport Management. Attached, I have included a comparison of prices for the
complete packages from each of the companies. I have been working with Tom
Theobald of the City's Maintenance Division in comparing both the quality of the
RT WILLOW
equipment and the comparable prices. While the equipment will actually be titled to
the leasing company, the lease price structure will be based on these figures. The
price difference reflects a savings of$71,009 on the actual equipment costs,
excluding tax, by leasing the items provided by Jacobsen/Textron.
Staff recommends that the City Council,by Minute Motion, authorize leasing
equipment provided by Jacobsen/Textron, based on a purchase price of$406,463.
The monthly lease payments will be paid for through the Desert Willow operating
budget.
•
Gregg Lindquist Reviewed & Concur
General Manager City Manager
Desert Willow Golf Resort
0144-/PIA
Review & Concur
Finance Director
CITY COUNCIL ACTION:
APPROVED L— DENIED
2ECE IVED OTHER •-
'EETINC�DATE
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'BENT: A-
ABSTAIN: ——
VERIFIED BY: c
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Desert Willow Golf Resort
Lease Equipment Comparison
TORO $$ JACOBSEN $$ JOHN DEERE $$ RANSOMES $$
1 (2)Sand Pro 5020 18,331 Jac Sand Scorpion 15,024 Sands Pro 1200A 17,014
2 (2) Fairway aerator whines 17,600 Fairway Aerifier 12,000
3 (1)Ground Master 325 16,791 Turfcat Rotary Mower ' 12,576 13,920
4 (2) Rough TripleX 2300 D 31,428 TriKing#1900D 30,196 31,990 l
5 (3)Greens Triplex 3200 55,254 Greens King 51,039 41,985
6 (1)Fairway Mower 5300 26,395 LF-3800 21,158 3235 A 28,313
7 (1)Rough Mower 6700 40,535 3810 4WD 29,289 3235 4WD 31,346 30,995
8 (8)Greens Mower GR1000 32,912 GK-522 27,800 22A 28,672
9 (8)Light Kit-Greens Mower 3,528 Light Kits 2,376
10 (4)Grooming Kits-Greens 4,064 Grooming Kits 3,616
11 (4)Trailers-Greens 3,012 Trailers 3,848
12 (1)Sweeper RacoVac 20,755 (2)Goosen Vac* 24,400
13 (1)Sprayer SD1200 5,346 Sprayer 5,346
14 (8)ClubCar Carry All 40,816 1110 Hauler 30,928 Cushman 37,560
15 (1)Sprayers#5500 24,313 Spray Svar 23,881
16 (2)White Truck 29,526 White Truck 28,440 24,800
17 (1)Pronovost 5,056 Holland Trailer 5,995 Provost Torrance 5,056
18 (1)5400 SD 24,230 5400 SD 24,230 Torrance 5400 SD 24,230
TOTAL $399,892 $352,142 $105,345 $210,536
1 (2)Grooming Kits 5,264 Greens King V Groomers 5,484
2 (1)Trench Kits 3100 2,033 Greens King V Verticuts 2,133
3 (1)Broy Hill Brush 3100 3,160 Verti Brush 3,100
4 (1)Verticut Reels 9,024 3810 Verticuts 5,660 _
5 (1)Thatching Reel 6700 6,335 380 Verticuts 5,660 _
6 (1)Sweeper Brush 3250 2,100 Turfcat 60"Broom 2,100
7 (10)Aluminum Boxes 1,250 , Aluminum Boxes 1,000
8 (1) PA Sand Spreader 4,041 Penulum Spreader 3,425
9 (2)Core Harvester 4,990 Core Harvestor 4,800 _
10 (2)Adapter Harvester Kit 1,894 Harvestor Kit 460
11 (4) 11 Blade Reels-3100 3,776 11 Blade Reels GHV 2,586
12 (10)8 Blade Reels 13,390 7 Blade Reels 5,593
TOTAL $57,257 $42,001
1 (2)Workman Utility 3300 D 28,227 Ja Su Trucks, Diesel 2223 22,570 _ - _
2 (1)Workman Generator 4,296 Kubota 1,950
TOTAL $32,523 $24,520
1 GRAND TOTAL $489,672 J $418,663 $105,345 $210,536
*Smaller capacity w/1 unit
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LA CITY COUNCIL ITEM
Meeting Date: June 11, 1998
1) Reason for the delay: Discussions have been going on for the past week
with the various vendors bidding on the eugipment.
2) a) This document was not previously submitted per#1 above:
b) This document incorporates the following changes to the original report which was
submitted with the Agenda packet:
Changes that continued the action for -the purchase of South
Course.
3) The sense of urgency in presenting this to the City Council at this meeting is as follows:
Due to continued review of the lowest responsible bidders, item
needs to be continued to the present meeting.
MEETIN6%DATE_SQ L—
•
NTINJIED TO
interoffice :.2 pASSED To 2ND READING
9
MEMORANDUM
PUBLIC WORK -7 i - 111111111
To: Paul Gibson, Director of Finance
From: Thomas Theobald, Maintenance Services Manager
Subject: CONTINUANCE OF CITY COUNCIL ACTION CONCERNING EQUIPMENT
PURCHASES FOR SOUTH COURSE AT DESERT WILLOW
Date: June 11, 1998
Two weeks ago I was asked to assist Gregg Lindquist, General Manager of Desert
Willow, in preparing a bid package for equipment purchases for the new south course. I met with
Mr. Lindquist on June 2, 1998, and we examined the proposed equipment list and discussed their
needs. He stated that Kemper Sports Management would be taking over maintenance of the new
course in mid July. I advised him that we would not have sufficient time to go through the bid
process, order the equipment and take delivery in time. Subsequently, on June 3rd he wrote you a
memorandum outlining the time problem. Consideration for purchase without bidding was placed
on the City Council agenda for tonight.
In the past week, I have met with Mr. Lindquist, Sergio Casas, the golf course
superintendent and several equipment manufacturer's representatives. There has been
considerable information discovered over the past week that would impact the City Council's
decision on this action. A synopsis of this information is as follows:
1. The majority of the equipment on the recommended list was from Toro. Most of the
equipment in current use on the north course was provided by Toro at a good price. I
called their home office in Bloomington, Minnesota, and was informed the current pricing
is below national account figures and are as low as they can go. I was told yesterday by a
competitive vendor that these new quotes are significantly higher than last year. I am in
the process of investigating this information.
2. I received a proposal two days ago that was previously submitted by Jacobsen Textron
(equipment). Their pricing was significantly lower than Toro. I met with their
representatives yesterday and they were asking why we were going with Toro. I am
investigating the two proposals to see if the machinery quoted is comparable.
3. Yesterday, Kemper Sports Management in Chicago, received a letter of intent from
Jacobson asking for an exclusive equipment contract. I do not know at this time if the
pricing is even lower than the previous quote. Kemper manages 27 Golf Courses and
would be a large account. Mr. Lindquist and I are setting up a conference call in the very
near future with the Kemper home office to discuss this.
Paul Gibson. Director of Finance
Page 2
June 11, 1998
4. Both manufacturers have committed to providing enough loaner equipment for Kemper to
maintain the south course during the grow in period. I was just informed of this from the
manufacturers during the past few'days. This is a temporary fix and we still need to order
the new equipment as soon as possible.
There was a lot of information that had not surfaced when I first met with Gregg Lindquist
last week. This does not reflect on Mr. Lindquist since the information was just recently provided
by the vendors. It would not be prudent for the City Council to act on this until we can supply all
the pertinent information. It is my recommendation that we continue this item until the City
Council meeting of,iuly-9 1998.
..7u.. z5
If you have any questions regarding this, please call me at your convenience.7To Theobald
..._.___7‹,-
cc: Ray Diaz
Dick Folkers
Gregg Lindquist
RECEIVED
JUN031998
Memorandum CITY OF PALM DESERT
CITY MANAGER'
To: Ray Diaz, City Manager
CC: Tom Theobald, Paul Gibson
From: Gregg Lindquist W
Date: June 3, 1998
Re: Equipment Purchases for South Course at Desert Willow
I apologize for the delay in this correspondence regarding equipment purchases
for the new South Course. When we leased the equipment for the North Course, it
was done through Kemper Sports Management asking the four major vendors for
proposals. Knowing the City's preference to go through a formal public agency bid
process, Paul Gibson suggested contacting Tom Theobald for procedural advice
which was done on Monday, June 1st.
After meeting, Tom brought sample bid documents and explained the time lines
for City Council actions and the actual bid process. It was evident that we would not
be able to prepare the bid package, go through the legal publishing requirements and
have the City Council ratify the bid results before the Council meeting of July 9t. It
then takes several weeks to order the equipment and take delivery form the
manufacturer. The challenge is that we will be assuming maintenance of the South
Course by mid-July.
It was suggested that we prepare this correspondence immediately and ask for
emergency action at the June 11 m City Council meeting. If we do not order
equipment by mid-June, we would assume maintenance next month without the
means to perform the work.
Attached, you'll find a list of the equipment, including prices, using four different
manufacturers. The pricing is comparable to bulk product numbers usually received
by Kemper. The equipment matches existing pieces leased for the North Course.
Toro has a local maintenance facility and we stock frequently used parts from this
machinery. Our proposed lease agreement matches the existing one, which is very
desirable .
DESERT WILLOW GOLF
June 3, 1998
In view of the emergency nature of these purchases, it is our recommendation that
the lease/purchase of this equipment be placed on the next City Council agenda for
ratification. If you have any questions regarding this, please give me a call.
2
Desert Willow Golf Resort -
Pre-Opening Equipment
Placed In Lease Payments FYE
Description QTY Unit Price Extension Service Jul-98 Aug-98 Sep-98 Total
COURSE EQUIPMENT
JOHN DEERE
Sandpros model 1200 A 2 8,507 17,014 May-98 374 374 374 1,122
Total John Deere 2 17,014
JACOBSEN
Fairway Aerifer Airway Model 2 6,000 12,000 Jun-98 264 264 264 792
Turfcat Rotary Mower 1 12,576 12,576 May-98 277 277 277 830
Total Jacobsen 3 24,576
TORO
Rough Units Triplex model 2300 D 2 15,714 31,428 Jul-98 691 691 691 2,074
Greens King Triplex model 3200 3 18,418 55,254 May-98 1,216 1,216 1,216 3,647
Fairway Mower#5300 1 26,395 26,395 Jun-98 581 581 581 1,742
Rough Mower#6700 1 37,654 37,654 Jul-98 828 828 828 2,485
Greens Mower Walking GR 1000 8 4,114 32,912 May-98 724 724 724 2,172
Light Kits-Green Mower 8 441 3,528 May-98 78 78 78 233
Grooming Reel Kits-Greens Mower 4 1,016 4,064 May-98 89 89 89 268
Trailer Trans Pro Walk Greens Mower 4 753 3,012 May-98 66 66 66 199
Sweeper Rake-O-Vac 1 20,755 20,755 Sep-98 457 457
Sprayer SDI 200 1 5,346 5,346 Jun-98 118 118 118 353
Club Car Carryall-Utility Vehicle 8 5,102 40,816 May-98 898 898 898 2,694
Sprayers Multi Pro 5500 1 24,313 24,313 Jun-98 535 535 535 1,605
Ransomes/Cushman white trucks 2 14,763 29,526 May-98 650 650 650 1,949
Total Toro 44 315,003
Torrence Farm Implements
Pronovost Trailer 1 5,056 5,056 Jul-98 111 111 111 334
Tractor 4 Wheel model 5400SD 1 24,230 24,230 Jun-98 533 533 533 1,599
Total Torrance 1 29,286
Subtotal Course Equipment 385,879
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Desert Willow Golf Resort
Pre-Opening Equipment
Placed In Lease Payments FYE
Description QM( Unit Price Extension Service Jul-98 Aug-98 Sep-98 Total
ATTACHMENTS&ACCESSORIES
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Grooming kits model 3200 2 2,632 5,264 Jun-98 116 116 116 347
Thatching Kits model 3100 1 2,138 2,138 Jun-98 47 47 47 141
Broy Hill Brush model 3100 1 3,160 3,160 Jun-98 70 70 70 209
Verticut Reels Toro 1 9,024 9,024 Sep-98 199 199
Thatching Reel model 6700 D 1 6,335 6,335 Sep-98 139 139
Sweepster Broom Turfcat 1 2,100 2,100 May-98 46 46 46 139
Aluminum boxes carry all model 5 250 1,250 May-98 28 28 28 83
PA Sand Spreader Workman 1 4,041 4,041 Jun-98 89 89 89 267
Core Harvestor 2 2,495 4,990 Jun-98 110 110 110 329
Adapter Harvestor Kit 2 947 1,894 Jun-98 42 42 42 125
5 Gang Verticut PTO 1 13,960 13,960 Sep-98 307 307
11 Blade Reels for 3100 4 944 3,776 May-98 83 83 83 249
8 Blade Tee Reels for 3200 10 1,339 13,390 May-98 295 295 295 884
Subtotal Accessories 71,322
DESERT PALLET/PERIMETER EQUIPMENT
Workman Utility Vehicles
Perimeter 1 14,155 14,155 May-98 311 311 311 934
South Course Desert Pallet 1 14,155 14,155 Jun-98 311 311 311 934
Workman Generator-Power Perimeter 1 4,296 4,296 May-98 95 95 95 284
Subtotal Perimeter/Desert Pallet 32,606
TOTAL EQUIPMENT COST 489,807
Total Lease Payments 9,674 9,674 10,775 30,123
Principal Portion 7,449 7,449 8,297 23,195
Interest Portion 2,225 2,225 2,478 6,928
Note:
All Items include sales tax
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