TITLE
Consider a memorandum/resolution authorizing emergency purchase of turf for Stonetree Golf Course in the amount of $124,265.75.
SUMMARY:
DATE: August 3, 2021
TO: Kent Cagle, City Manager
FROM: Joe Brown, Executive Director of Recreation Services
SUBJECT: Emergency Purchase for Stonetree Golf Course Turf
BACKGROUND AND FINDINGS:
Killeen experienced Winter Storm Uri in February 2021. As a result, Stonetree Golf Course experienced a massive freeze that affected the greens and fairways. These effects were not seen until the Texas heat hit in late June 2021, leaving the overseed on the greens to die out as planned, but the Bermuda had largely died out. It was at this point a substantial amount of Bermuda was classified as winter kill due to winter storm Uri.
To avoid a negative impact of the golf course's ability to capture revenue and take advantage of the limited resources of turf availability, an emergency purchase was made to renovate the dead turf and re-plant new turf/sprigs. If this purchase was not made, the golf course would not have been able to be renovated and the turf would have stayed dead until June 2022.
Emergency renovations were initiated in accordance with the process provided by the City of Killeen Financial Management Policy and approved by the Assistant City Manager.
This emergency purchase enabled Recreation Services to protect and preserve City property from worsening. Stonetree Golf Course is able to keep the course open for play during these renovations at a reduced rate. The renovations began July 5, 2021 and are expected to be completed September 2021. This emergency renovation process replaced 109,000sf of greens and 80,000sf of collar, tees, and fairways.
The following vendors were used:
Thomas Turfgrass - Sunday Bermuda Sprigs
Texas Sports Sands - Golf sand and compost greensmix
King Ranch Turfgrass - Replacement of 419 TIF and turf planer to remove dead sections
THE ALTERNATIVES CONSIDERED:
Option 1 - Ratify the expenditures pursuant to the City of Killeen Financial Management Policy, Section VIII (Emergency Purchases).
Option 2 - Choose not to ratify the expenditures pursuant to the City of Killeen Financial Management Policy, Section VIII (Emergency Purchases)
Which alternative is recommended? Why?
Option 1 - Ratify the expenditures pursuant to the City of Killeen Financial Management Policy, Section VIII (Emergency Purchases).
CONFORMITY TO CITY POLICY:
Emergency purchase conforms with City of Killeen Financial Management Policy, Section VIII (Emergency Purchases) and state law.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
FY 2021 financial impact was $124,265.75
• Fertilizer $3,396.25
• Sand $12,937.50
• Grass-Green Sprigs $59,950.00
• Fairway/Tee Winterkill Sod $47,982.00
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
Yes, funds are available in account 010-3020-424.42-06
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Recreation Services staff recommends that the City Council ratify the expenditure of funds for the purchase of fertilizer, sand, grass-green sprigs and fairway/tee winterkill sod in the amount of $124,265.75
DEPARTMENTAL CLEARANCES:
Legal
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Memorandum
Certificates of Interested Parties