To: Honorable Mayor and Members of Town Council
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution Waiving the Formal Written Bidding Requirement on the Basis of Sole Source and Approving an Equipment and Services Acquisition Agreement with LLJMWT LLC d/b/a L.L. Johnson Distributing Company, Inc. for Red Hawk Ridge Golf Course Equipment
Body
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Executive Summary
The purpose of this agenda item is to seek approval to waive the formal written bidding requirement on the basis of sole source and approve an equipment and services acquisition agreement with LLJMWT LLC d/b/a L.L. Johnson Distributing Company, Inc. (“L.L. Johnson”) for the purchase of maintenance equipment for Red Hawk Ridge Golf Course for total purchase authorization of $999,662.83.
The proposed acquisition includes replacement of essential equipment utilized in daily golf course operations. Much of the existing equipment has exceeded its useful life, resulting in increased maintenance costs, operational inefficiencies, and reliability concerns. Replacement will support continued high-quality course conditions and maintain the level of service expected by Red Hawk Ridge customers.
History of Past Town Council, Boards & Commissions, or Other Discussions
Town Council previously approved golf course equipment acquisitions to support ongoing operations and replacement of aging fleet for the course. The 2026 adopted budget and 2026-2030 Balanced Financial Plan for the Golf Course Fund identified replacing golf maintenance equipment as a capital priority. The adopted budget includes funding within the Five-Year Capital Improvement Program for new golf equipment and related golf course capital improvements.
Discussion
Staff is requesting approval to purchase golf course maintenance equipment from L.L. Johnson, the authorized regional distributor for Toro equipment. The proposed purchase utilizes competitively solicited Sourcewell cooperative purchasing pricing under Contract #112624-TTC.
The proposed package totals $999,662.83 and includes replacement of several critical pieces of equipment utilized throughout golf course operations. The proposed acquisition also includes trade-in allowances for existing equipment that has reached or exceeded expected operational life.
Equipment proposed for acquisition includes:
• Groundsmaster 4500
• Reelmaster 5410-D fairway mowers
• Greensmaster 3150-Q greens mowers
• Sand Pro 5040 bunker maintenance equipment
• Toro GreensPro 1700 greens rollers
• Multi Pro 5800-G sprayer
• ProCore aeration equipment
• Workman utility vehicles
• Groundsmaster 3500-D mower
• Ventrac tractor and attachments
• Additional accessories, attachments, and support equipment
Staff recommends utilizing L.L. Johnson due to the company’s status as the authorized regional Toro distributor, its ability to provide local parts and service support, and the operational efficiencies gained through standardization of Toro equipment across golf course operations. The cooperative procurement process through Sourcewell satisfies the Town’s competitive procurement requirements while reducing administrative costs and leveraging nationally solicited pricing.
Replacement of this equipment is necessary to maintain course quality standards, reduce downtime associated with aging equipment, improve operational efficiency, and support the long-term sustainability of golf course operations.
Budget Impact
The total acquisition cost is $999,662.83. Funding for the acquisition was included in the Town’s adopted 2026 Golf Course Fund budget and Five-Year Capital Improvement Program.
The General Fund shall provide an interfund loan to the Golf Fund in the amount of $999,683 for the acquisition of golf course maintenance equipment. The Golf Fund shall repay the General Fund over a five-year term at an interest rate of 1.5% per annum. Annual payments are estimated at approximately $209,023 through 2030.
Annual principal payments will be charged to 214-5390-453.90-30. Interest payments will be charged to 214-5390-453.90-20.
Staff Recommendation
Staff recommends that Town Council approves the resolution as introduced by title.
Proposed Motion
“I move to approve the resolution as introduced by title.”
Alterative motions:
“I move to approve the resolution as introduced by title, with the following conditions: (list conditions).
“I move to continue this item to the Town Council meeting on _____ date to allow additional time to (list information needed).”
Attachments
Resolution
Sole Source Justification Form
Acquisition Agreement