TO: Board Of County Commissioners
THROUGH: John Titkanich, County Administrator
FROM: Michael Zito, Deputy County Administrator
DATE: June 3, 2025
SUBJECT: First Extension of Contract with International Golf Maintenance, Inc. for Maintenance Services at Sandridge Golf Club
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BACKGROUND
International Golf Maintenance (IGM) has been providing course maintenance services at Sandridge Golf Club since 1996. The current contract was granted to IGM in response to the County’s Request for Proposals and approved by the Board on July 7, 2020, for an initial term of five years. The contract expires on September 30, 2025, with the term of the current contract allowing for two, five-year renewals dependent upon vendor performance, mutual agreement on terms and a determination that renewal is in the County’s best interest.
ANALYSIS
Sandridge Golf Club benefits immeasurably from their relationship with IGM. Much of the golf courses’ success is attributed to IGM’s standard of excellence in the golf course maintenance industry. The golf course is in exceptional condition as a direct result of the attention to detail IGM has provided, and conditions of the golf course are the number one driver of golf course revenue. Since the contract was signed in 2020, the golf course has experienced a 30% increase in rounds played and now hosts over 129,000 rounds of golf annually.
According to the National Golf Foundation, the golf industry continues to experience an incredible boom across the country with millions of new golfers coming to the game every year. This intensity has put a new strain on the golf course with added play and additional golf cart traffic resulting in the need for additional maintenance to the courses. The driving range, which was expanded in 2012, has experienced unprecedented growth with a 120% increase in revenue since 2020 and 2.4 million range balls dispensed in fiscal year 2024.
Over the course of the initial term of the Agreement, Sandridge has enjoyed explosive growth in rounds played, driving range activity, and the revenues attendant to these offerings. At the same time IGM has absorbed the increased maintenance obligations to keep pace. While the course remains in excellent condition, additional maintenance is now required as well as 2 additional services that fall within the general scope of original contract.
The driving range will now require a dedicated maintenance worker and equipment to both maintain the range and rotate the tee launching positions. Additionally, this employee will improve the surrounds of the Clubhouse project, practice putting green, and new practice areas now available at Sandridge. IGM has proposed taking on these additional duties including the new hire at a cost of $79,732.00.
The most important quality indicator of any golf course is the condition of the greens. Although Sandridge has enjoyed a reputation for maintaining superior greens, they are scheduled for replacement as early as 2029 at a projected cost of $800,000. Until then, the greens will require an elevated maintenance plan and specialized equipment including a professional roller. IGM has proposed to acquire the necessary equipment and provide this additional service at cost of $59,487.00.
BUDGETARY IMPACT
For the first year of the new five-year extension, staff has negotiated with IGM a onetime 7% increase to $1,539,195.00 due to the increasing costs of labor, fertilizer and chemicals used to maintain the golf course. Staff has also asked for two additional services including greens rolling three times a week (annual cost of $59,487.00) to maintain smoother putting surfaces and additional daily maintenance and repair services (annual cost of $79,732.00) to address the wear and tear to the driving range and clubhouse surrounds. The new total contract price for the first year of the five-year extension beginning October 1, 2025, is proposed at $1,678,414.00. Sufficient funding will be included in the FY 2025/2026 budget in the Golf Course/Maintenance/Other Contractual Services account, number 41822172-033490.
In years two through five of the proposed extension, the contract rate may be adjusted annually at a maximum rate equal to the lesser of 3% or the Consumer Price Index (CPI). The rate of adjustment shall be based on 75-percent of the change in CPI between the month of April in the prior year (CPI1) and the month of April in the current year (CPI2). The CPI shall be determined by the South Urban Region, All Items-All Urban Wage Earners and Clerical Workers, published by the United States Department of labor, Department of Labor Statistics (Series ID = CWUR0300SA0).
PREVIOUS BOARD ACTIONS
July 7, 2020
August 16, 2022
POTENTIAL FUTURE BOARD ACTIONS
Second Renewal 2030
STRATEGIC PLAN ALIGNMENT
Quality of Life
STAFF RECOMMENDATION
Recommended Action
Staff recommends the Board approve the first five year extension to the current Agreement with International Golf Maintenance, Inc., including 2 additional services, and authorize the Chairman to sign the Second Amendment and Renewal Agreement after receipt and approval of the required insurance by the Risk Manager, the receipt and approval of the Public Construction Bond in the amount of 10% of the first year contract price, the required Human Trafficking Affidavit, and the County Attorney’s approval of the agreement as to form and legal sufficiency.