TITLE
Consider a memorandum/resolution authorizing the purchase of fitness equipment for the Lions Club Park Senior Center.
SUMMARY
DATE: October 2, 2018
TO: Ronald L. Olson, City Manager
FROM: Brett Williams, Executive Director of Community Services
SUBJECT: Fitness Equipment Purchase for Lions Club Park Senior Center
BACKGROUND AND FINDINGS:
The City of Killeen opened the Lions Club Park Senior Center in May of 2008. The facility is designed to provide recreational opportunities for area senior citizens ages 55 and older. The 14,000 square foot facility includes a fitness room. The fitness room provides senior citizens with access to a variety of equipment to improve and maintain their level of fitness.
A broken water line resulted in the Lions Club Park Senior Center flooding on Saturday, July 7, 2018. The flooding within the facility damaged the fitness equipment located in the Senior Center. The overall damage to the Senior Center exceeded the City’s insurance deductible. As a result, the City has submitted the required paperwork to receive funding to replace the damaged equipment and restore the facility to its status prior to the flood.
Community Services seeks to purchase replacement equipment for the Lions Club Park Senior Center. Staff proposes to procure equipment that provides the same functionality as the damaged equipment. The damaged equipment was the original equipment placed in the facility in 2008. The proposed replacement equipment will be slightly different; however, it will still provide the same functionality for patrons.
Staff seeks authorization to purchase the following pieces of equipment for the Lions Club Park Senior Center:
• TRM 835-S, qty. 2 - Treadmill
• EFX 833-S, qty. 1 - Elliptical Crosstrainer
• EFX 835-S, qty. 1 - Elliptical Crosstrainer
• RBK 835-S, qty. 1 - Recumbent Bike
• PRO230-INT, qty. 1 - Total Body Bike
• CO24ES, qty. 1 - Multi Press
• CO26ES, qty. 1 - Pull Down / Seated Row
• CO27ES, qty. 1 - Leg Extension / Leg Curl
• CO25ES, qty. 1 - Biceps Curl / Triceps Extension
• ABX100-Titanium, qty. 1 - Abdominal Trainer
• C240, qty. 1 - Stretch Trainer
Staff has obtained pricing from Marathon Fitness. Marathon Fitness is a member of the BuyBoard. Marathon Fitness has served the City of Killeen’s fitness equipment needs on several occasions at the Family Recreation Center. They have been responsive and effective in servicing equipment that we purchase from them.
The proposed equipment purchase from Marathon Fitness is valued at $56,517.10.
THE ALTERNATIVES CONSIDERED:
Staff could utilize an equipment lease to replace the damaged equipment at the Lions Club Park Senior Center. The lease option would result in a recurring expense for monthly lease payments for a period of 36 months. This alternative is utilized when staff has identified maintenance issues with equipment related to excessive usage. The fitness room located within the Lions Club Park Senior Center does not experience the usage that would support replacing the equipment every three years.
Staff could also elect to not replace the fitness equipment at the Lions Club Park Senior Center. This option would result in the existing fitness room being converted to a multi-purpose room. The mission of the senior centers is to provide high quality facilities and services that offer wellness, lifelong learning, and social opportunities to seniors age 55 and beyond. Eliminating the fitness room would contradict the mission of the division.
Which alternative is recommended? Why?
Staff is recommending that the City utilize the BuyBoard method to procure fitness equipment for the Lions Club Park Senior Center. The BuyBoard provides municipalities with goods at a pricing that has been vetted amongst various product providers in the industry and is accepted as a fair value. Utilizing the BuyBoard serves as an efficient way to procure the necessary equipment to expedite the re-opening of the fitness room located within Lions Club Park Senior Center. The purchase and installation of the equipment will provide senior citizens access to a fitness room that provides a diverse offering of fitness opportunities.
If staff opted to lease the equipment, it would not be fiscally responsible based on usage history. Opting to eliminate the fitness room would compromise the fitness needs of area senior citizens. The purchase approach meets the needs of Lions Club Park Senior Center for the foreseeable future.
CONFORMITY TO CITY POLICY:
The Texas Local Government Code and the City’s Purchasing Policy allow departments / divisions to utilize the TASB BuyBoard to make qualifying purchases to satisfy bidding requirements.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The fiscal impact for FY18 is $56,517.10.
Is this a one-time or recurring expenditure?
This is a one-time expenditure. However, maintenance costs will be incurred in future years.
Is this expenditure budgeted?
Yes. Funds in the amount of $56,517.10 are available in account 010-9501-491.44-85 (Claims and Damages) for the purchase of replacement fitness equipment for the Lions Club Park Senior Center.
If not, where will the money come from?
Funds were made available via the Claims and Damages account since the costs will be covered through a damage claim with Texas Municipal League.
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes.
RECOMMENDATION:
Staff recommends City Council authorize the City Manager or designee to accept the sales proposal and authorize the purchase of fitness equipment for the Lions Club Park Senior Center from Team Marathon Fitness, and that the City Manager or designee is expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
City Attorney
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Equipment
Quote
Certificate of Interested Parties