HomeMy WebLinkAboutR-2004-008 Western Equipment Distributors, Inc. Sole Source AgreementRESOLUTION NO. R-2004-08
A RESOLUTION authorizing the City Manager to execute, as a sole source
agreement without calling for bids, an agreement between the City of
Yakima and Western Equipment Distributors, Inc. whereby said entity
shall provide annual maintenance and as -needed repair services for
commercial Toro lawn care equipment by commercially certified Toro
technicians.
WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima
Municipal Code Chapter 1.80 generally require that purchases of services in excess of
$25,000 be done by competitive bidding, subject to certain exceptions; and
WHEREAS, the law recognizes a "sole source" exception from these competitive
bid requirements when, due to unique service requirements, it would be futile to utilize
competitive bidding; and
WHEREAS, by Resolution No. D-5697 dated February 13, 1990, the Yakima City
Council resolved to standardize all City lawn mower equipment by authorizing the Parks
Division to purchase Toro lawn care equipment exclusively; and
WHEREAS, the Public Works Department currently requires assistance with
annual maintenance and as -needed repair services for the City's commercial Toro lawn
care equipment;
WHEREAS, Western Equipment Distributors, Inc. is the only authorized service
outlet for Toro commercial equipment in Washington, North Idaho, and Oregon; and
WHEREAS, Western Equipment Distributors, Inc. is willing to offer annual
maintenance and as -needed repair services by commercially certified Toro technicians in
exchange for annual service fees and as -needed repair fees listed in the attached
"Equipment Maintenance Agreement"; and
WHEREAS, the City Council finds it would be futile to call for bids regarding the
described services because Western Equipment Distributors, Inc. is the only source
available for commercially certified Toro maintenance and repair services; and
WHEREAS, the City Council finds that it is in the best interest of the City to
authorize the purchase of services from Western Equipment Distributors, Inc. as a sole
source purchase without calling for bids, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
YAKIMA:
The City Manager is hereby authorized to execute, as a sole source agreement
without calling for bids, the attached and incorporated "Equipment Maintenance
Agreement" whereby Western Equipment Distributors, Inc. shall provide annual
maintenance and as -needed repair service for commercial Toro lawn care equipment by
commercially certified Toro technicians.
ADOPTED BY THE CITY COUNCIL this 20thday of January, 2004
Mayor
ATTEST:
City Clerk
EQUIPMENT MAINTENANCE AGREEMENT
THIS EQUIPMENT MAINTENANCE AGREEMENT (hereinafter "Agreement") is
made and entered into by and between the City of Yakima, a Washington municipal corporation
(hereinafter "City"), and Western Equipment Distributors, Inc., a Washington corporation distributing
equipment and providing maintenance and repair services (hereinafter "Western Equipment").
WHEREAS, the City requires services related to the maintenance and repair of commercial
Toro lawn care equipment owned by the City.
WHEREAS, Western Equipment is the only authorized service outlet for Toro commercial
equipment in Washington, Northern Idaho, and Oregon.
NOW, THEREFORE, in consideration of the mutual covenants, promises, and agreements
set forth herein, it is agreed by and between the City and Western Equipment as follows:
1. Scope of Services. Western Equipment shall provide the City with annual equipment
maintenance services as described in Exhibit "A", attached hereto and incorporated herein by this
reference. Western Equipment shall also provide the City with reel sharpening services upon request.
In addition, when requested to do so, Western Equipment shall provide repair services on an as -needed
basis, provided, however that the City has pre -approved a written cost estimate for such work.
Western Equipment shall respond to infield equipment failures within twenty-four (24) hours of
notification, circumstances permitting, and shall provide the City with an estimated completion time for
such work. Under extreme circumstances, Western Equipment shall provide a piece of equipment to
ease the pressure of schedule requirements of the City; this will be at the discretion of Western
Equipment based on the needs of the City and the availability of equipment.
2. Term. This Agreement shall be effective January 10, 2004, for a term of one year, provided
however that the Agreement shall automatically renew for successive one-year terms until terminated
as set forth in Section 20 of this Agreement.
3. Compensation.
a. Fees for Services.
i. The fees for annual equipment maintenance services listed in Exhibit "A"
shall be as listed in Exhibit "A." If equipment usage exceeds annual estimates,
additional maintenance services shall be performed according to the schedule in
Exhibit "A" and the fee(s) for such additional work shall be as listed in Exhibit
«A„
ii. The fees for reel sharpening shall be as listed in Exhibit "B", attached hereto
and incorporated herein by this reference.
iii. All repairs over and above the mamtenance schedule shall be performed at
Western Equipment's published service rates plus required parts. The total
cost shall not exceed prior City -approved written cost estimates.
iv. Services specifically requested by the City to be performed beyond Western
Equipment's normal operating hours shall be charged at Western Equipment's
published service rates.
For purposes of this Agreement, Western Equipment's published service rates are as follows: the fee
for labor is Seventy Dollars ($70.00) per shop hour. The fee for infield service labor is Eighty Dollars
($80.00) per hour plus Forty Cents ($0.40) per mile with a Fifty Dollar ($50.00) trip charge. Travel
charges will be spread among the number of customers responded to within the immediate Yakima
area on a per visit basis. The intent of Western Equipment is to spread infield travel charges out so that
the impact on the City is minimal.
b. Taxes. There shall be added to the fees provided for in this Agreement amounts equal
to any required taxes, however designated, levied or based on such charges or on this Agreement, or on
the services rendered or parts supplied pursuant hereto, including all state and local charges.
Environmental charges relating to and including all disposal of replacement oils, greases, etc. shall be
in addition to the charges spelled forth in the attached maintenance schedule and all other work
performed beyond the schedule.
c. Payment of Compensation. Western Equipment shall provide the City with an itemized
invoice/billing no later than thirty (30) calendar days after services are provided. The City shall make
payment to Western Equipment within thirty (30) calendar days upon receipt of each invoice/billing.
All payments are expressly conditioned upon Western Equipment providing services hereunder that are
satisfactory to the City.
d. Payment in the Event of Termination. In the event that either party terminates this
Agreement under Section 20, Western Equipment shall be compensated in accordance with the above
terms for all satisfactory services provided to the City under this Agreement up to the effective
termination date.
4. Proposed Fee Change. Fees applicable to this Agreement, including published service rates,
are subject to change once a year, at the time of annual renewal of this Agreement. Western
Equipment must provide the City with at least ninety (90) days written notice of any proposed fee
change before the fee change can be implemented.
5. Maintenance of Financial Records/Documents. When requested to do so by City
representatives, Western Equipment shall make the work orders, cost estimates, and related financial
documents pertaining to this Agreement available for inspection by City representatives during the term
of this Agreement and for a period of three (3) years following the final payment to Western Equipment
by the City. In the event that any audit or inspection identifies any discrepancy in such fmancial
records, Western Equipment shall provide the City with appropriate clarification and/or financial
adjustments within thirty (30) calendar days of notification of the discrepancy.
6. City's Responsibilities. Western Equipment shall have full and free access to the equipment
to provide service thereon. If persons other than commercially certified Toro technicians perform
maintenance or repairs and, as a result, further work is required by Western Equipment to restore the
equipment to operating condition, such repairs will be billed at Western Equipment's published service
rates.
7. Standard of Performance. All services required under this Agreement shall be performed by
commercially certified Toro technicians only using the level of skill generally acceptable in the industry
with regard to the services of this kind. Western Equipment shall be responsible for the technical
soundness and accuracy of all work and services furnished pursuant to this Agreement.
8. Warranty. All service work and corresponding parts utilized in repair or maintenance by
Western Equipment pursuant to this Agreement shall be covered by a ninety (90) day parts and labor
warranty from the date of service or repair.
9. City Property. Western Equipment will be responsible for the proper custody and care of all
City -owned property furnished for Western Equipment's use in connection with the performance of
this Agreement. Western Equipment shall reimburse the City for any loss or damage to City property,
normal wear and tear excepted, provided however that Western Equipment shall be liable only for the
present value of equipment damaged beyond repair either in transit to or while in Western Equipment
facilities for winter maintenance.
10. Status of Western Equipment. Western Equipment and the City understand and expressly
agree that Western Equipment is an independent contractor in the performance of each and every part
of this Agreement. Western Equipment, as an independent contractor, assumes the entire responsibility
for carrying out and accomplishing the work/services required under this Agreement. Additionally,
and as an independent contractor, Western Equipment and its employees shall make no claim of City
employment nor shall claim against the City any related employment benefits, social security, and/or
retirement benefits. Nothing contained herein shall be interpreted as creating a relationship of servant,
employee, partnership or agency between Western Equipment and the City.
11. Taxes and Assessments. Western Equipment shall be solely responsible for compensating its
employees and for paying all related taxes, deductions, and assessments, including but not limited to,
federal income tax, FICA, social security tax, assessments for unemployment and industrial injury, and
other deductions from income which may be required by law or assessed against either party as a result
of this Agreement. In the event the City is assessed a tax or assessment as a result of this Agreement,
Western Equipment shall pay the same before it becomes due.
12. Nondiscrimination Provision. During the performance of this Agreement, Western
Equipment shall not discriminate on the basis of race, age, color, sex, religion, national origin, creed,
marital status, political affiliation, or the presence of any sensory, mental or physical handicap. This
provision shall include but not be limited to the following: employment, upgrading, demotion, transfer,
recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, selection
for training, and the provision of services under this Agreement.
13. Compliance With Law. Western Equipment agrees to perform all work/services under and
pursuant to this Agreement in full compliance with any and all applicable laws, rules, and regulations
adopted or promulgated by any governmental agency or regulatory body, whether federal, state, local,
or otherwise.
14. Safety. Western Equipment shall be responsible for complying with all relevant safety laws
and regulations and for taking all necessary safety precautions in connection with the performance of
this Agreement in order to protect all persons and property. Western Equipment shall comply with all
City policies regarding safety while on City property.
15. No Insurance. It is understood the City does not maintain liability insurance for Western
Equipment and/or its employees, agents, officers, and subcontractors.
16. Indemnification and Hold Harmless.
a. Western Equipment agrees to protect, defend, indemnify, exonerate, and hold harmless
the City, its elected officials, agents, officers, employees from any and all claims, demands, losses,
liens, liabilities, penalties, fines, lawsuits, and other proceedings and all judgments, awards, costs and
expenses (including attorneys' fees and disbursements) resulting from Western Equipment's
performance and/or nonperformance of this Agreement.
b. In the event both Western Equipment and the City are negligent, Western Equipment's
liability for indemnification of the City shall be limited to the contributory negligence for any resulting
suits, actions, claims, liability, damages, judgments, costs, and expenses (including reasonable
attorney's fees) that can be apportioned to Western Equipment, its officers, employees, agents, and/or
subcontractors.
c. Nothing contained in this Section or this Agreement shall be construed to create a
liability or a right of indemnification in any third party.
17. Insurance Provided by Western Equipment.
a. Commercial Liability Insurance. Before this Agreement is fully executed by the
parties, Western Equipment shall provide the City with a certificate of insurance as proof of
commercial liability insurance with a minimum liability limit of One Million Dollars ($1,000,000.00)
combined with single limit bodily injury and property damage. The certificate shall clearly state who
the provider is, the coverage amount, the policy number, and when the policy and provisions provided
are in effect (any statement in the certificate to the effect of "this certificate is issued as a matter of
information only and confers no right upon the certificate holder" shall be deleted.) Said policy shall be
in effect for the duration of this Agreement. The policy shall name the City, its elected officials,
officers, agents, and employees as additional insureds, and shall contain a clause that the insurer will
not cancel or change the insurance without first giving the City thirty (30) calendar days prior written
notice (any language in the clause to the effect of "but failure to mail such notice shall impose no
obligation or liability of any kind upon the company" shall be crossed out and initialed by the insurance
agent.) The insurance shall be with an insurance company or companies rated A -VII or higher in
Best's Guide and admitted in the State of Washington.
b. Commercial Automobile Liability Insurance. Before this Agreement is fully executed
by the parties, Western Equipment shall provide the City with a certificate of insurance as proof of
commercial automobile liability insurance with a minimum liability limit of One Million Dollars
($1,000,000.00) combined single limit bodily injury and property damage. Automobile liability will
apply to "Any Auto" and be shown on the certificate. The certificate shall clearly state who the
provider is, the coverage amount, the policy number, and when the policy and provisions provided are
in effect (any statement in the certificate to the effect of "this certificate is issued as a matter of
information only and confers no right upon the certificate holder" shall be deleted.) Said policy shall be
in effect for the duration of this Agreement. The policy shall name the City, its elected officials,
officers, agents, and employees as additional insureds, and shall contain a clause that the insurer will
not cancel or change the insurance without first giving the City thirty (30) calendar days prior written
notice (any language in the clause to the effect of "but failure to mail such notice shall impose no
obligation or liability of any kind upon the company" shall be crossed out and initialed by the insurance
agent.) The insurance shall be with an insurance company or companies rated A -VII or higher in
Best's Guide and admitted in the State of Washington.
18. Delegation. The services provided for herein shall be performed by Western Equipment, and
no person other than regular associates or employees of Western Equipment shall be engaged upon
such work or services except upon written approval of the City.
19. Assignment. This Agreement, or any interest herein, or claim hereunder, shall not be assigned
or transferred in whole or in part by Western Equipment to any other person or entity without the prior
written consent of the City.
20. Termination. The City or Western Equipment may terminate this Agreement at any time,
with or without cause, by giving the other party thirty (30) days' written notice of termination.
21. No Conflict of Interest. Western Equipment represents that it or its employees do not have
any interest and shall not hereafter acquire any interest, direct or indirect, which would conflict in any
manner or degree with the performance of this Agreement. Western Equipment further covenants that
it will not hire anyone or any entity having such a conflict of interest during the performance of this
Agreement.
22. Non -Waiver. The waiver of either the City or Western Equipment of the breach of any
provision of this Agreement by the other party shall not operate and/or be construed as a wavier of any
subsequent breach by either party or prevent either party thereafter enforcing such provision.
23. Survival. Any provision of this Agreement which imposes an obligation after termination or
expiration of this Agreement shall survive the term or expiration of this Agreement and shall be binding
on the parties to this Agreement.
24. Severability. If any portion of this Agreement is changed per mutual agreement or any portion
is held mvalid, the remainder of the Agreement shall remam in full force and effect.
25. Integration. This written document constitutes the entire agreement between the City and
Western Equipment. There are no other oral or written Agreements between the parties as to the
subjects covered herein. No changes or additions to this Agreement shall be valid or binding upon
either party unless such change or addition be in writing and executed by both parties.
26. Drafting. Both Western Equipment and the City have participated in the drafting of this
Agreement. As such, it is agreed by the parties that the general contract rule of law that ambiguities in
the contract language shall be construed against the drafter of a contract shall have no application to
any legal proceeding, arbitration and/or action in which this Agreement and its terms and conditions are
being interpreted and/or enforced.
27. Notices. Unless stated otherwise herem, all notices and demands shall be in writing and sent to
the parties to their addresses as follows:
TO CITY: Chris Waarvick
Public Works Director
2301 Fruitvale Boulevard
Yakima, WA 98902
TO WESTERN EQUIPMENT: Norm Wills
Commercial Sales Manager
Western Equipment Distributors, Inc.
20224 80th Ave. S.
Kent, WA 98032
or to such other addresses as the parties may hereafter designate in writing. Notices and/or demands
shall be sent by registered or certified mail, postage prepaid, or hand delivered. Such notices shall be
deemed effective when mailed or hand delivered at the addresses specified above.
28. Governing Law. This Agreement shall be governed by and construed in accordance with the
laws of the State of Washington.
29. Venue. The venue for any action to enforce or interpret this Agreement shall lie in the
Superior Court of Washington for Yakima County, Washington.
30. Industrial Insurance. Western Equipment shall comply with the provisions of Title 51,
RCW, Industrial Insurance. Prior to performing work under this contract, Western Equipment shall
provide or purchase industrial insurance coverage for Western Equipment employees, as may be
required of an "employer" as defined in Title 51 RCW, and shall maintain full compliance with Title 51
RCW during the course of this contract. If Western Equipment fails to provide industrial insurance
coverage or fails to pay premiums or penalties on behalf of its employees as may be required by law,
the City may collect from Western Equipment the full amount payable to the Industrial Insurance
accident fund. The City may deduct the amount owed by Western Equipment to the accident fund
from the amount payable to Western Equipment by the City under this Agreement and may transmit
the deducted amount to the Department of Labor and Industries. This provision does not waive any of
L&I's rights to collect from Western Equipment.
Industrial Insurance coverage through the Department of Labor & Industries is optional for sole
proprietors, partners, corporate officers and others, per RCW 51.12.020.
CITY OF YAKIMA WEST y, EQUIPMEN % ISTIBUTORS, Inc.
By:
R. A. Zais, .City Manager
er
DAZE: %T a 3-'a
AT 1hST:
City Clerk
City Contract No. 2004-06
Resol.uti on No. R-2004-08
Exhibit "A"
Proposed Maintenance Expenses -City of Yakima
10/22/03
Equipment Description Service Description Quantity Unit Cost Total
Groundsmaster 580D Annual Service 2 $ 1,085.00 $ 2,170.00
A Service 10 $ 90.17 $ 901.70
B Service (Includes A Service Items) 8 $ 145.17 $ 1,161.36
Groundsmaster 325D Annual Service 5 $ 835.00 $ 4,175.00
A Service 14 $ 111.00 $ 1,554.00
B Service (Includes A Service Items) 7 $ 126.00 $ 882.00
Reelmaster 6700D
Reelmaster 5500D
Annual Service 1 $ 725.00 $ 725.00
A Service 2 $ 70.00 $ 140.00
B Service (Includes A Service Items) 2 $ 97.00 $ 194.00
(Full Service Does Not Include Reel Maintenance and Repair)
Annual Service 1 $ 725.00 $ 725.00
A Service 2 $ 70.00 $ 140.00
B Service (includes A Service Items) 2 $ 97.00 $ 194.00
(Full Service Does Not Include Reel Maintenance and Repair)
Workman Utility Vehicles Annual Service 2 $ 275.00 $ 550.00
A Service 5 $ 90.00 $ 450.00
B Service (Includes A Service Items) 4 $ 111.00 $ 444.00
Greensmaster 3100 Annual Service 1 $ 425.00 $ 425.00
A Service 4 $ 90.00 $ 360.00
B Service (Includes A Service Items) 3 $ 104.00 $ 312.00
(Full Service Does Not Include Reel Maintenance and Repair)
Reelmaster 216
Rake -O -Vac
Topdresser
Accessories
Annual Service 1 $ 396.00 $ 396.00
A Service 2 $ 70.00 $ 140.00
B Service (Includes A Service Items) 1 $ 122.00 $ 122.00
(Full Service Does Not Include Reel Maintenance and Repair)
Annual Service 1 $ 375.00 $ 375.00
A Service 2 $ 90.00 $ 180.00
B Service (Includes A Service Items) 1 $ 132.00 $ 132.00
Annual Service 1 $ 225.00 $ 225.00
A Service 2 $ 70.00 $ 140.00
B Service (Includes A Service Items) 1 $ 90.00 $ 90.00
Removing Decks, Installing Snow
Plow Blades & Blowers, Reinstalling
Decks on 300 Series Groundsmasters
$ 1,750.00
Subtotal $ 19,053.06
WA State Sales Tax @ 8.1% $ 1,543.30
Total Annual Service (Excluding In -Season Breakdown Repairs) $ 20,596.36
Exhibit "B"
REEL GRINDING PRICES
A!! re& grinclingc include: check reel bearings, check roller bearings, spin grind, grind
bedknife (face and relief), set reel to bedknife, level rollers to reel, set height of cut, &
lube. (Mounting new bedknives $27.00 ea.)
WALK GREENSMQWER
TRIPLEX GREENsmOWFR
TRIPLEX TRIM MOWER*
LIGHTWEIGHT FAIRWAY MOWER
HEAVY FAIRWAY MOWER*
PULL GANG MOWERS*
$75.00
$7nnn
880.00
$75.00
$105.00
$105.00
*Add $35.00 for a relief cut on reel after spin grind.
Cutting units with groomers are an additional $30.00 per unit. For this charge we will
inspect groomer shaft bearings, check drive belt or gears, check engagement dogs,
and true groomer blades.
All prices are quoted with cutting units off machine. These prices do not include
bedknives or screws. Any repairs required will be charged at our normal shop rate of
$70 per hour plus parts.
Free pick-up and delivery available for work scheduled before the end of
December. After that date normal pick-up and delivery charges will apply.
1
,
Groundsmaster® 580—D Maintenance Schedule
Maintenance Procedure Maintenance Interval & Service
Every
Every
Lubricate Al! Grease Fittings Every
Inspect Air Filter, Dust Cup, and Baffle 50hrs
Clean Under Cutting Unit Belt Covers
Check Cutting Unit Drive Belt Adjustment A Service
Every
100hrs
loan
400hrs
800hrs
$ Change Engine OH and Replace Filter
t Check Fan and Alternator Belt Tension
Inspect Cooling System Hoses B Service
Service Air Filter
Replace Fuel/Water Separator Filter
t Torque Wheel Lug Nuts C Service
Check Battery Level/Cable Connections
$ Replace Hydraulic Filter
$ Torque Head and Adjust Valves
$ Check Engine RPM (idle and full throttle) D Service
$ Change Planetary Gear Drive Fluid
Check Rear Wheel Toe -In E Service
t Initial break in at 10 hours
$ Initial break in at 50 hours
Change Brake Fluid
Change Fuel Filter Annual Recommendations:
Change Thermostat Items listed are recommended every 1000
Replace Safety Switches hours or 2 years, whichever occurs first.
Flush Cooling System and Replace Hoses
Fuel Tank- Drain/Flush
Change Hydraulic Oil
Product Records and Maintenance
Page 2 -10 Rev. A Groundsmaster 580-D
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Groundsmaster® 580—D Maintenance Supervisor Work Order
(Duplicate this page for routine use.)
Unit Designation:
TORO I.D. #:
Hours:
Service to perform (circle):
ABC DE Other
Technician:
A- Service (every 50 hours)
❑ Lubricate All Grease Fittings
❑ Inspect Air Filter, Dust Cup, and Baffle
❑ Clean under Cutting Unit Belt Covers
❑ Check Cutting Unit Drive Belt Adjustment
0
0
0
0
0
D - Service (every 400 hours)
❑ Check Battery Level/Cable Connections
❑ Replace Hydraulic Filter
❑ Torque Head and Adjust Valves
❑ Check Engine RPM (idle and full throttle)
❑ A, B, and C - Service Required
0
0
0
Date:
Remarks:
B - Service (every 100 hours)
❑ Change Engine Oil and Filter
❑ Inspect Cooling System Hoses
❑ Check Fan and Alternator Belt Tension
❑ A -Level Service Required
0
0
0
0
0
E - Service (every 800 hours)
❑ Change Planetary Gear Drive Fluid
❑ Check Rear Wheel Toe -in
❑ A, B, C, and D - Service Required
0
o
❑
0
0
0
(See Operator's and Service Manual for specifications and procedures.)
C - Service (every 200 hours)
❑ Service Air Filter
❑ Replace Fuel/Water Separator Filter
❑ Torque Wheel Lug Nuts
❑ A and B - Service Required
0
0
Other -Annual Service & Specials
0
0
0
o
0
0
0
0
o
0
0
0
Change Brake Fluid
Change Fuel Filter
Change Thermostat
Replace Safety Switches
Flush Cooling System and Replace Hoses
Drain/Flush Fuel Tank
Change Hydrulic Oil
Form No. 95 -847 -SL
GROUNDSMASTER® 322-D and 325-D Maintenance Schedule 1
Minimum Recommended Maintenance Intervals:
Maintenance Procedure
Maintenance Interval & Service
Ar
Check Battery Fluid and Cable Connections
Lubricate Grease Fittings
Lubricate Brake Cables
Check Cutting Unit Gear Box Oil Level
Clean Under Cutting Unit Belt Covers
Check Cutting Unit Drive Belt Adjustment
Change Engine Oil
Check PTO Belt Tension
Inspect Air Filter, Dust Cup and Baffle
Every
5ohrs
A Leve!
Service
$ Replace Engine Oil Filter
t Check Fan and Alternator Belt Tension
Inspect Cooling System Hoses
Every
100hrs
B Level
Service
t Replace Transmission Oil Filter
Service Air Filter
Decarbon Spark Arrestor Muffler
Check Rear Wheel Toe -In and Steering Linkage
t Torque Wheel Lug Nuts
Every
200hrs
C Level
Service
Replace Diesel/Water Separator Filter
Replace Electric Fuel Pump Filter
Check Fuel Lines and Connections
Change Cutting Unit Gear Box Oil
Pack rear wheel bearings (2WD)
Change Rear Axle Lubricant (4WD)
Change Transmission Oil
$ Torque Head, Adjust Valves, and Check RPM
t Initial break in at 10 hours
$ Initial break in at 50 hours
Every
400hrs
D Level
Service
Replace Moving Hoses
Replace Safety Switches
Coolant System - Flush/Replace Fluid
Fuel Tank - Drain/Flush
Annual Recommendations:
Items listed are recommended every
1500 hours or 2 years whichever occurs
first.
(See Operator's and Service Manual for specifications and procedures)
GROUNDSMASTER® 322-D and 325-D Supervisor Maintenance Work Order
duplicate this page for routine use
Unit Designation:
TORO I.D. #:
Hours:
Service to perform (circle):
ABCD Other
Technician:
A - Service (every 50 hours)
❑ Check Battery Fluid and Cable Connections
O Lubricate Grease Fittings
❑ Lubricate Brake Cables
❑ Check Cutting Unit Gear Box Oil Level
❑ Clean Under Cutting Unit Belt Covers
❑ Check Cutting Unit Drive Belt Adjustment
❑ Change Engine Oil
❑ Check PTO Belt Tension
❑ Inspect Air Filter, Dust Cup and Baffle
D - Service (every 400 hours)
O Replace Diesel/Water Separator Filter
❑ Replace Electric Fuel Pump Filter
❑ Check Fuel Lines and Connections
❑ Change Cutting Unit Gear Box Oil
❑ Pack rear wheel bearings (2WD)
❑ Change Rear Axle Lubricant (4WD)
❑ Change Transmission Oil
❑ Torque Head, Adjust Valves, & Check RPM
❑ A, B, and C Service required
Date:
Remarks:
B - Service (every 100 hours)
Replace Engine Oil Filter
Check Fan and Alternator Belt Tension
Inspect Cooling System Hoses
A -Service required
Annual Service
Replace Moving Hoses
Replace Safety Switches
Coolant System - Flush/Replace Fluid
Fuel Tank - Drain/Flush
(See Operator's and Service Manual for specifications and procedures)
C - Service (every 200 hours)
❑ Change Transmission Oil
❑ Replace Transmission Oil Filter
❑ Service Air Filter
❑ Decarbon Spark Arrestor Muffler
❑ Check Rear Wheel Toe -In and Steering
❑ Torque Wheel Lug Nuts
❑ A and B Service required
0
0
Additional Servicing Items
0
0
0
0
0
0
0
Form No. 95 -855 -SL
REELMASTER 6500 -D/6700 -D Maintenance Schedule
Minimum Recommended Maintenance Intervals
Maintenance Procedure Maintenance Interval & Service
Every
Every
Lubricate Alt Grease Fittings Every
Inspect Air Filter, Dust Cup, and Baffle 50hrs
A Level
Check Battery Level/Cable Connections Service
Every
100hrs
20Ohrs
400hrs
800hrs
$ Change Engine Oil and Filter
Inspect Cooling System Hoses B Level
t Check Fan and Alternator Belt Tension Service
t Torque Wheel Lug Nuts Servi e
® Service Air Filter
Change Fuel Filter
Inspect Fuel Lines and Connections
$ Check Engine RPM (idle and full throttle)
Check Rear Axle Oil Level (4wd) D Level
Check Front Planetary Gear Lube Service
Inspect Engine Timing Belt (see note below)
Drain and Clean Fuel Tank
Change Hydraulic Oil
Change Hydraulic Oil Filter
13 Change Front Planetary Gear Lube
Pack 2WD Rear Axle Bearings
Change Rear Axle Oil Level (4wd) E Level
Check Rear Wheel Toe -In Service
t Initial break in at 10 hours
$ Initial break in at 50 hours
Initial break in at 200 hours
If indicator shows red
Replace Moving Hoses Annual Recommendations:
Replace Safety Switches Items listed are recommended every 1500
Cooling System Flush/Replace Fluid hours or 2 years, whichever occurs first.
NOTE: Replace Timing Belt if wom, cracked or oil soaked. A new Timing Belt should be installed
any time the Belt is removed or loosened.
Product Records and Manuals
Page 2 -12 Rev. C
Reetmaster 6500 -D/6700 -D
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1 REELMASTER® 6500-D, and 6700-D Supervisor Maintenance Work Order
duplicate this page for routine use
Unit Designation:
TORO I.Q. #:
Hours:
Service to perform (circle):
A B C D E Other
Technician:
A -.Service (every 50 hours)
❑ Lubricate Ail Grease Fittings
❑ Inspect Air Filter, Dust Cup, and Baffle
❑ Check Battery Fluid Level
❑ Check Battery Cable Connections
0
0
0
0
0
D -Service (every 400 hours)
❑ Service Air Filter
❑ Change Fuel Filter
❑ inspect Fuel Lines and Connections
❑ Check Engine RPM (idle and full throttle)
❑ Check Rear Axle Oil Level (4wd)
❑ Check Front Planetary Gear Lube
❑ A, B, and C Service required
0
0
Date:
Remarks:
B Service (every 100 hours)
❑ Change Engine Oil and Filter
❑ Inspect Cooling System Hoses
❑ Check Fan and Alternator Belt Tension
❑ A -Service required
0
0
0
0
0
E -Service (every 800 hours)
❑ Inspect Engine Timing Belt
❑ Drain and Clean Fuel Tank
❑ Change Hydraulic Oil
❑ Change Hydraulic Oil Filter
❑ Change Front Planetary Gear tube
❑ Pack 2WD Rear Axle Bearings
❑ Change Rear Axle 011(4WD)
❑ Check Rear Wheel Toe -In
❑ A, B, C, and D Service required
(See Operator's and Service Manual for specifications and procedures)
C -Service (every 200 hours)
❑ Torque Wheei Lug Nuts
❑ A and B Service required
0
0
0
0
0
0
0
Other - Annual Service and Specials
❑ Replace Moving Hoses
0 Replace Safety Switches
❑ Coolant System - Flush/Replace Fluid
0
0
0
0
0
0
Form No. 95 -875 -SL
,
Reelmaster ® 5500-D Maintenance Schedule
Minimum Recommended Maintenance Intervals:
Maintenance Procedure Maintenance Interval & Service
Every
Every
Every
800hrs
Check Battery Fluid Level Every
Check Battery Cable Connections 50hrs
Lubricate Alt Grease Fittings
Change Engine Oil A -Level
Inspect Air Filter, Dust Cup, & Baffle Service
1 UOhryrs
200hrs
400hrs
t Check Fan and Alternator Belt Tension
$ Replace Engine Oil Filter B -Levet
Inspect Cooling System Hoses Service
Drain Moisture from Hydraulic Tank
Drain Moisture from Fuel Tank
Check Reel Bearing Preload
Lubricate Front Axle Bearings C -Level
t Torque Wheel Lug Nuts Service
Q Service Air Cleaner
Replace FueVWater Separator Filter
Replace Fuel Filter
Inspect Traction Linkage Movement 0 -Level
$ Check Engine RPM (idle & full throttle) Service
Change Hydraulic Filter
t Change Transmission Fluid
t Replace Transmission Filter
Check Rear Wheel Toe -in
Pack Bearings to Both Rear Wheels (2WD)
Change Rear Axle Lubricant (4WD) E -Levet
Adjust Valves (Kubota Diesel Engine) Service
t Initial break in at 10 hours
$ Initial break in at 50 hours
Q When indicator shows red
Replace All Moving Hoses
Replace Interlock Safety Switches Annual Recommendations:
Flush/Replace Cooling System Fluid Items listed are recommended every 1600 hours
Drain/Flush Fuel Tank or 2 years, whichever comes first.
Drain/Flush Hydraulic Tank
(See proper section of Operator's and Service Manuals for procedures and fluid specifications.)
Product Records and Maintenance
Page 2-10
Reelmaster 5500-D
Reelmaster ® 5500-D Maintenance Supervisor Woeksheet
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Unit Designation:
TORO 1.D. #:
Hours:
Service to perform (circle):
A B C D E Other
Technician:
A - Service (every 50 hours)
❑ Check Battery Fluid Level
❑ Check Battery Cable Connections
❑ Lubricate All Grease Fittings
❑ Change Engine Oil
❑ Inspect Air Filter, Dust Cup, & Baffle
0
0
0
❑
D - Service (every 400 hours)
❑ Service Air Cleaner
❑ Replace Fuel/Water Separator Filter
❑ Replace Fuel Filter
❑ Inspect Traction Linkage Movement
❑ Torque Head Bolts & Adjust Valves
❑ Check Engine RPM (idle & full throttle)
❑ A, B, and C - Service required
0
0
Date:
Remarks:
B - Service (every 100 hours)
❑ Check Fan and Alternator Belt Tension
❑ Replace Engine Oil Filter
❑ Inspect Cooling System Hoses
❑ A - Service required
0
0
0
0
0
E - Service (every 800 hours)
❑ Change Hydraulic Fluid
❑ Change Transmission Fluid
❑ Replace Transmission Filter
❑ Check Rear Wheel Toe -In
❑ Pack Bearings of Both Rear Wheels (2WD
❑ Change Rear Axle Lubricant (4WD)
❑ A, B, C, and D - Service required
❑
(See Operator's and Service Manual for specifications and procedures.)
C - Service (every 200 hours)
❑ Drain Moisture from Hydraulic Tank
❑ Drain Moisture from Fuel Tank
❑ Check Reel Bearing Preload
❑ Torque Wheel Lug Nuts
❑ A and B - Service required
0
0
0
0
Other - Annual service and specials
❑ Replace AH Moving Hoses
❑ Replace Interlock Safety Switches
❑ Flush/Replace Cooling System Fluid
❑ Drain/Flush Fuel Tank
❑ Drain/Flush Hydraulic Tank
❑ A, B, C, 0, and E - Service required
1
WORKMAN® 3200, 3210, 3220, and 4200 Maintenance Schedule
Minimum Recommended Maintenance Intervals
Maintenance Procedure Maintenance Interval & Service
Every
Every
Check Battery Fluid Level Every
Check Battery Cable Connections 50hrs
A Level
Check Dust Cup and Baffle Service
1QOhrs
00Evehrs
400hrs
800hrs
Lubricate All Grease Fittings
Inspect Condition and Wear of Tires
Check Front Differential Oil Level (4WD)
$ Change Engine Oil and Filter
Inspect Cooling System Hoses B Level
Check Governor Oil Level Service
t Check Cable Adjustments
Check Alternator, Governor and Fan Belts
Change Air Cleaner Filter
Check Front Axle CV Boot Joint (4WD)
Check Engine RPM (Idle and Full Throttle) C Level
t Torque Wheel Lug Nuts Service
Check Front Wheel Alignment
Inspect Service and Parking Brakes
Inspect Fuel Lines
Replace Fuel Filter
Adjust Valves D Level
Replace Spark Plugs and Check Timing Service
t Replace Transaxle Filter
Change Transaxle Oil
Clean Transaxle Strainer
Pack Front Wheel Bearings (2WD) E Level
Change Front Differential Oil (4WD) Service
t Initial break in at 10 hours
$ Initial break in at 50 hours
Replace all Interlock Switches Annual Recommendations:
Flush/Replace Coolant System Fluid Replace switches, Coolant and Brake Fluid every
1200 hours or 2 years, whichever occurs first
Change Brake Fluid Replace Engine Timing Belt every 2000 hours or 2
Replace Engine Timing Belt years, whichever occurs first.
(See Operator's and Service Manual for specifications an procedures)
Product Records and Maintenance Page 2 —16
Rev. D
Workman 3000/4000 Series
1
Product Records and Maintenance
sauaS 00014000£ ueunpoM
WORKMAN® 3200, 3210, 3220, and 4200 Supervisor Work Order
(Duplicate this page for routine use.)
Unit Designation:
TORO W. #:
Hours:
Service to perform (circle):
ABC D Other
Technician:
A— Service (every 50 hours)
❑ Check Battery Fluid Level
❑ Check Battery Cable Connections
❑ Check Dust Cup and Baffle
0
0
0
0
D — Service (every 400 hours)
❑ Check Front Wheel Alignment
❑ Inspect Service and Parking Brakes
❑ Inspect Fuel Lines
❑ Replace Fuel Filter
❑ Adjust Valves
❑ Replace Spark Plugs and Check Timing
❑ A, B, and C — Sevice required
0
0
Date:
Remarks:
B — Service (every 100 hours)
❑ Lubricate AH Grease Fittings
❑ Inspect Condition and Wear of Tires
❑ Check Front Differential Oil Level (4WD)
❑ Change Engine 011 and Filter
❑ Inspect Cooling System Hoses
❑ Check Governor 011 Level
❑ A — Service required
0
0
E — Service (every 800 hours)
❑ Replace Transaxle Filter
❑ Change Transaxle Oil
❑ Clean Transaxle Strainer
❑ Pack Front Wheel Bearings (2WD)
❑ Change Front Differential Oil (4WD)
❑ A, B, C, and D — Service Required
0
0
0
(See Operator's and Service Manual for specifications and procedures.)
0
0
0
0
0
o
0
C — Service (every 200 hours)
Check Cable Adjustments
Check Alternator, Governor and Fan Belts
Change Air Cleaner Filter
Check Front Axle CV Joint Boot (4WD)
Check Engine RPM (Idle & Full Throttle)
Torque Wheel Lug Nuts
A and B — Sevice required
Other — Annual Service and Specials
❑ Replace All Interlock Switches
❑ Flush/Replace Coolant System Fluid
❑ Change Brake Fluid
❑ Replace Engine Timing Belt
0
0
0
0
0
Form No. 95-853—SL
GREENSMASTER® 3100/3050 Maintenance Schedule
Minimum Recommended Maintenance Intervals:
Maintenance Procedure
Maintenance Interval & Service
Check Battery Fluid Level
Check Battery Cable Connections
Service Air Filter Pre -Cleaner
Lubricate All Grease Fittings
t Change Engine Oil
Every
50hrs
A Level
Service
Replace Engine Oil Filter
Replace Air Filter Element
Every
100hrs
8 Level
Service
Check Reel Bearing Preload Adjustment
Torque Wheel Lug Nuts
Every
200hrs
C Level
Service
Replace Spark Plugs
Replace Fuel Filter
Decarbon Combustion Chambers
Torque Heads and Adjust Valves
Check Engine RPM (idle and full throttle)
Every
800hrs
D Level
Service
t Initial break in at 8 hours
Replace Moving Hoses
Replace Safety Switches
Fuel Tank - Drain/Flush
Hydraulic Tank - Drain/Flush
Replace Hydraulic Filter
Annual Recommendations:
Items listed are recommended every 2000
hours or 2 years whichever occurs first.
(See Operator's and Service Manual for specifications and procedures)
GREENSMASTER® 3100/3050 Maintenance Work Order
1
duplicate this page for routine use
Unit Designation:
TORO I.D. #:
Hours:
Service to perform (circle):
ABCD Other
Technician:
A -Service (every 50 hours)
❑ Check Baitery Fluid Level
❑ Check Battery Cable Connections
❑ Service Air Filter Pre -Cleaner
O Lube All Grease Fittings
❑ Change Engine Oil
0
0
0
❑
D -Service (every 800 hours)
❑ Replace Spark Plugs
O Replace Fuel Filter
❑ Decarbon Combustion Chambers
❑ Torque Heads and Adjust Valves
O Check Engine RPM (Idle/Full Throttle)
❑ A, B, and C Service required
0
0
0
Date:
Remarks:
B -Service (every 100 hours)
❑ Replace Engine Oil Filter
❑ Replace Air Filter Element
❑ A -Service required
0
0
0
0
0
0
Annual Service
❑ Replace Moving Hoses
❑ Replace Safety Switches
❑ Fuel Tank - Drain/Flush
❑ Hydraulic Tank - Drain/Flush
❑ Replace Hydraulic Filter
0
0
0
0
(See Operator's and Service Manual for specifications and procedures)
C -Service (every 200 hours)
❑ Adjust Reel Bearing Preload
O Torque Wheel Lug Nuts
❑ A and B Service required
0
0
0
0
0
0
Additional Service Items
0
0
0
0
❑
❑
❑
0
0
Form No. 95 -840 -SL
r
REELMASTER® 216 Maintenance Schedule
Minimum Recommended Maintenance Intervals:
1 Maintenance Procedure
Maintenance Interval & Service
Check Battery Fluid/Connections
Lubricate Grease Fittings
Service Air Filter Pre -Cleaner
1- Change Engine Oil
f Check Traction Belt Tension
Service Air Filter Paper Element
Service Spark Plug
f Torque Wheel Lug Nuts
Every
25hrs
A Level
Service
Every
50hrs
Level
Service
Every Every
00hrs 200hrs
C Level
Service
t Replace Hydraulic Filter
Adjust Electric Clutch
Inspect Traction Linkage Movement
Change Hydraulic Fluid
Decarbon Combustion Chamber
Adjust Valves and Torque Head Bolts
$ Check Engine RPM (idle and full throttle)
t Initial break in at 5 hours
$ Initial break in at 50 hours
D Level
Service
Every
400hrs
E Level
Service
Replace Moving Hoses
Replace Safety Switches
Fuel Tank - Drain/Flush
Replace Fuel Filter
Hydraulic Tank - Drain/Flush
Annual Recommendations:
Items listed are recommended every 1000
hours or 2 years whichever occurs first.
(See Operator's and Service Manual for specifications and procedures)
REELMASTER® 216 Supervisor Maintenance Work Order
duplicate this page for routine use
Unit Designation:
TORO I.D #•
Flours:
Service to perform (circle):
A B C DE Other
Technician:
A -Service (every 25 hours)
❑ Check Battery Fluid/Connections
❑ Lubricate Grease Fittings
❑ Service Air Filter Pre -Cleaner
❑ Change Engine Oil
0
0
0
0
D -Service (every 200 hours)
❑ Replace Hydraulic Filter
❑ Adjust Electric Clutch
❑ Inspect Traction Linkage Movement
❑ A, B, and C Service required
0
0
0
0
0
Date:
Remarks:
B -Service (every 50 hours)
❑ Check Traction Belt Tension
❑ Service Air Filter Paper Element
❑ A -Service required
0
0
0
0
E - Service (every 400 hours)
❑ Change Hydraulic Fluid
❑ Decarbon Combustion Chamber
❑ Adjust Valves and Torque Head Bolts
❑ Check Engine RPM (idle & full throttle)
❑ A, B, C, and D Service required
0
0
0
0
(See Operator's and Service Manual for specifications and procedures)
C -Service (every 100 hours)
❑ Service Spark Plug
❑ Torque Wheel Lug Nuts
❑ A and B Service required
0
0
0
0
0
Other - Annual Service and Specials
❑ Replace Moving Hoses
❑ Replace Safety Switches
❑ Fuel Tank - Drain/Flush
❑ Replace Fuel Filter
❑ Hydraulic Tank - Drain/Flush
0
0
0
0
Form No. 95 -845 -SL
Exhibit "B"
REEL GRINDING PRICES
All reel grindings include: check reel bearings, check roller bearings, spin grind, grind
bedknife (face and relief), set reel to bedknife, level rollers to reel, set height of cut, &
lube. (Mounting new bedknives $27.00 ea.)
UNIT TYPE PRICE
WALK GREENSMOWER
TRIPLEX GREENSMOWER
TRIPLEX TRIM MOWER*
LIGHTWEIGHT FAIRWAY MOWER
HEAVY FAIRWAY MOWER*
PULL GANG MOWERS*
$75.00
$70.00
$80.00
$75.00
$105.00
$105.00
*Add $35.00 for a relief cut on reel after spin grind.
Cutting units with groomers are an additional $30.00 per unit. For this charge we will
inspect groomer shaft bearings, check drive belt or gears, check engagement dogs,
and true groomer blades.
All prices are quoted with cutting units off machine. These prices do not include
bedknives or screws. Any repairs required will be charged at our normal shop rate of
$70 per Hour plus parts.
Free pick-up and delivery available for work scheduled before the end of
December. After that date normal pick-up and delivery charges will apply.
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. *11
For Meeting of January 20, 2004
ITEM TITLE: A resolution authorizing a sole source agreement between the City of
Yakima and Western Equipment Distributors, Inc. for commercial
lawn care equipment maintenance and as -needed repair services.
SUBMITTED BY: Chris Waarvick, Director of Public Works
Richard Wonner, Fleet Manager
CONTACT PERSON/TELEPHONE: Richard Wonner
576-6412
SUMMARY EXPLANATION:
Staff respectfully requests City Council consideration of a resolution authorizing an
agreement with Western Equipment Distributors, Inc. to repair and maintain Parks and
Recreation's commercial lawn care equipment. This would be a sole source agreement and
formal bid requirements would be waived since Western Equipment Distributors, Inc., is
the only authorized service outlet for Toro commercial lawn care equipment in
Washington, North Idaho, and Oregon. The bargaining unit contract provisions for
"outsourcing" of traditional bargaining unit work have been satisfied.
Funding is available in the 2004 Budget to cover the $25,000 costs for commercially
certified Toro technicians to provide the repair and maintenance services.
Resolution X Ordinance Other (Specify) Agreement
Contract Mail to (name and address):
Phone:
Funding Source: Parks and Recr tion Equipment Maintenance Fund
APPROVED FOR SUBMITTAL:-
City Manager
STAFF RECOMMENDATION: Staff respectfully requests Council approval of the
resolution waiving formal bid requirements and allowing the sole source equipment
maintenance agreement with Western Equipment Distributors, Inc. to repair and
maintain the City's lawn care equipment.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION:
COUNCIL ACTION: Resolut i on adopted . RESOLUTION R-2004-08