HomeMy WebLinkAboutA020 - Resolution awarding contract to Van Wall Equipment of Madrid, IA, for one (1) fairway mower with sun canopyITEM #:22
DATE:03-11-25
DEPT:FLEET
SUBJECT:
FLEET REPLACEMENT PROGRAM - FAIRWAY MOWER FOR
HOMEWOOD GOLF COURSE
COUNCIL ACTION FORM
BACKGROUND:
Parks and Recreation’s Homewood Golf Course uses one turf mower specifically designed for finish-
mowing fairways. This mower is used throughout the golfing season and is indispensable for
maintaining the expected turf condition for course patrons. This mower is also used to mow the tee
boxes. Having one mower for this application requires a reliable and technically sophisticated machine
to perform the best mowing with the greatest efficiency.
A replacement for the existing mower was scheduled as part of the FY 2024/25 budget year.
Specifications for the new mower included sensors designed to adjust mowing speed correlated to the
density of the turf grass, ensuring only one pass to complete the cut and making second passes
unnecessary. Bids were solicited and responses due by January 13, 2025. One bid was received, as
shown below:
Bidder Year / Make Model Base Bid Canopy Total Price
Van Wall
Equipment, Inc.
of Madrid, IA
2025 / John
Deere 6500A E-Cut $67,875 $973 $68,848
Staff contacted representatives from Jacobsen and Toro, which are other specialty turf equipment
suppliers. Jacobsen was unable to meet the specified mowing width of 100 inches. Toro does offer a
mower that meets the City's specifications, the Toro Reelmaster 3550, but Toro indicated their
equipment delivery timelines are between six and twelve months from award of contract, which is well
outside the City's specified delivery timeline of April 1, 2025.
The bid amount from Van Wall Equipment Inc. for the John Deere 6500A E-Cut is comparable
in price to the Toro Reelmaster 3550, and therefore staff believes the bid from Van Wall
Equipment of Madrid, IA for the 2025 John Deere 6500A E-Cut for $67,875 and sun canopy for
$973 for a total of $68,848 meets the City’s specifications and is acceptable.
FUNDING:
The mower being replaced was purchased in 2017 for approximately $40,000. Since 2017, costs of
specialized turf equipment have increased substantially, leaving shortfall in the amount available to
purchase the proposed mower. The table below outlines the funding for the purchase of the mower,
which includes a contribution from the fund balance to finance the shortfall. The current Homewood
Golf Course Fund Balance as of June 30, 2024 is $708,354.
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Escrow funds available $ 36,930
Salvage Value of current mower (#1180)$ 3,000
Homewood Golf Course Undesignated
Fleet Funds $ 19,867
Homewood Golf Course Fund Balance
Contribution $ 9,051
Total Funding $ 68,848
ALTERNATIVES:
1. Award a contract to Van Wall Equipment of Madrid, IA for the 2025 John Deere 6500A E-Cut
for $67,875 and sun canopy for $973 for a total of $68,848.
2. Reject award of bid.
3. Refer back to staff.
CITY MANAGER'S RECOMMENDED ACTION:
The fairway mower is a crucial piece of equipment in order to maintain excellent turf standards
on golf course fairways and tees. Parks and Recreation staff and the Fleet Director are confident
the 2025 John Deere 6500A ECut Fairway Mower will enable staff to provide exceptional service
at the best price. Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1 as described above.
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