CITY COUNCIL MEETING AGENDA PACKET

Page 1 of 3 Item #6 CITY COUNCIL AGENDA REPORT November 18, 2025 Public Works - Operations Division TITLE: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PURCHASE ORDER WITH BELKORP AG, LLC FOR THE PURCHASE OF ONE JOHN DEERE 9009A TERRAINCUT ROUGH MOWER IN AN AMOUNT NOT TO EXCEED $129,161, INCLUSIVE OF A 15 PERCENT CONTINGENCY SUMMARY The City is responsible for managing and maintaining a fleet of 445 vehicles and equipment that support essential citywide operations. As part of the City’s Asset Management Plan, a data-driven analysis identified one mower that has exceeded its useful service life, carrying a high-risk rating, and facing escalating maintenance costs and reduced reliability. This unit was prioritized for replacement to ensure operational efficiency, compliance with regulatory requirements, and alignment with the City’s long-term fleet replacement strategy. Staff recommends replacing mower No. 8009, a 2008 Toro Groundsmaster 4500 with over 5,400 operating hours. The proposed replacement unit is a John Deere 9009A TerrainCut Rough mower to be purchased from Belkorp Ag, LLC through Sourcewell Contract No. 112624-DAC (PG BT CG 76). The total purchase amount, including contingency, shall not exceed $129,161. This mower replacement supports critical parks operations and aligns with the City’s long-term equipment replacement plan. RECOMMENDATION Approve the purchase order of one John Deere 9009A TerrainCut Rough Mower from Belkorp Ag, LLC in an amount not to exceed $129,161, inclusive of a 15 percent contingency, and authorize the City Manager to execute all purchase documents related to this procurement. BACKGROUND The City relies on large-scale commercial mowing equipment to maintain over 400 acres of developed parkland and sports fields. Mower No. 8009, a 2008 Toro Groundsmaster 4500, has been in service beyond its expected lifecycle and is now functionally obsolete due to frequent breakdowns, rising repair costs, and reduced operational reliability. This unit has accumulated over $20,000 in lifetime repair costs. The replacement of this equipment was planned as part of the City’s 20-Year Repair and Replacement Plan and the FY 2025/26 budget. The replacement of the equipment is mandatory to continue providing essential services to the City. The City, working with Kayuga Solutions, conducted a high-level asset management analysis of the City’s fleet and equipment inventory and developed a 10-Year Fleet Repair and Replacement Plan, identifying all Fleet assets scheduled for replacement within this period. The City’s 10-Year Fleet Repair and Replacement plan scheduled the retirement of all vehicles that have reached the end of their useful service life. The plan incorporates multiple evaluation Page 61 of 399