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CITY OF FORT COLLINS
INVITATION TO BID
BID #5676
GOLF CARS
BID OPENING: FEBRUARY 26, 2002, 2:30P.M. (our clock)
Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and Risk
Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522, at the
time and date noted on the bid�roposal and/or contract documents. If delivered, they are to be sent
to 215 North Mason Street, 2" Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O.
Box 580, Fort Collins, 80522-0580.
Bids must be received at the Purchasing Office prior to 2:30p.m. (our clock), February 26,
2002.
A copy of the Bid may be obtained as follows:
Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #25676. (The bid number must be preceded by a 2 when
using the Fax -line.)
2. Download the Bid from the Purchasing Webpage, Current Bids page, at:
www.fcgov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request
a copy of the Bid.
Special Instructions
All bids must be properly signed by an authorized representative of the company with the legal
capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour
set for closing. Once bids have been accepted by the City and closing has occurred, failure to
enter into contract or honor the purchase order will be cause for removal of supplier's name from
the City of Fort Collins' bidders list for a period of twelve months from the date of the opening.
The City may also pursue any remedies available at law or in equity. Bid prices must be held
firm for a period of forty-five (45) days after bid openings.
Submission of a bid is deemed as acceptance of all terms, conditions and specifications
contained in the City's specifications initially provided to the bidder. Any proposed modification
must be accepted in writing by the City prior to award of the bid.
Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly
identified by the bid number and bid name contained in the bid proposal.
No proposal will be accepted from, or any purchase order awarded, to any person, firm or
corporation in default on any obligation to the City.
215 North Mason Street - 2nd Floor - P.O. Box 580 - Fort ollins, CO 80522-0580 - (970) 221-6775 - FAX (970) 221-6707
Bids must be furnished exclusive of any federal excise tax, wherever applicable.
Bidders must be properly licensed and secure necessary permits wherever applicable
Bidders not responding to this bid will be removed from our automated vendor listing for the
subject commodities.
The City may elect where applicable, to award bids on an individual item/group basis or on a
total bid basis, whichever is most beneficial to the City. The City reserves the right to accept or
reject any and all bids, and to waive any irregularities or informalities.
Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be rendered.
This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor,
entertainment, kickback or any items of monetary value from any person who has or is seeking to
do business with the City of Fort Collins is prohibited.
Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All
freight charges must be included in prices submitted on proposal.
Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and
not entered as separate pricing on the proposal form.
Purchasing restrictions: your authorized signature of this bid assures your firm's compliance
with the City's purchasing restrictions. A copy of the resolutions are available for review in the
Purchasing Office or the City Clerk's Office. Request Resolution 91-121 for cement restrictions.
Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and
reported to authorities as such. Your authorized signature of this bid assures that such bid is
genuine and is not a collusive or sham bid.
Bid results: for information regarding results for individual bids send a self-addressed,
self -stamped envelope and a bid tally will be mailed to you. Bid results will be posted in our
offic days after
the bid opening.
4e O'NeFNill ll, PO, GP
ire r of Purchasing and Risk Management
CITY OF FORT COLLINS
GOLF CARTS
BID PROPOSAL
BID # 5676
BID OPENING: February 26, 2002, 2:30pm, (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS REQUIREMENTS FOR GOLF
CARTS, WHICH HAVE BEEN EVALUATED AND JUDGED ACCEPTABLE TO THE GOLF
DIVISION, as specified below:
1.0 SCOPE
1.1 The City of Fort Collins is soliciting bids for the purchase of:
Eighteen (18) 2002 Model Golf Carts
For the purposes of this bid, the following golf carts have been judged to be acceptable to the Golf
Division: 2002 Club Car DS Gasoline with top, 2002 Yamaha G16A Gasoline with top, and the 2002
EZ-GO TXT Gasoline with top.
Pricing (Part 7.2) shall include a trade-in allowance for fifteen (15) golf carts. The cars are located
at SouthRidge Golf Course, 6090 S. Lemay Ave, Fort Collins. It is the responsibility of the bidder
to arrange to inspect these cars, which will be traded in on a where -is, as -is basis. Inspections may
be arranged by contacting Randy Bonneville, 970-223-6604.
1.2 Should the manufacturer's current published data or specifications exceed the City's
specifications, they shall be considered minimum and furnished.
2.0 BID CLARIFICATION
2.1 Clarification regarding these specifications shall be obtained from the Director of Purchasing
and Risk Management prior to the time and date of the Bid Opening.
Any changes to these specifications will be made by an addendum issued by the Director.
3.0 DELIVERY
3.1 The date of delivery is an essential element of this proposal. Delivery of equipment shall be
made to:
SouthRidge Golf Course (15 cars)
6090 S. Lemay Avenue
Fort Collins, CO 80525
Randy Bonneville 970-223-6604
City Park Nine Golf Course (3 cars)
411 S. Bryan Ave
Fort Collins, CO 80521
Dave Sadler 970-221-6653
M
3.2 The word "delivery', as used in this specification, encompasses delivery of the actual
equipment, as specified, complete with all necessary papers such as Manufacturer's
Statement of Origin, application for title, invoice, warranty, shop, operator's and technical
manuals, parts books, etc., as applicable.
3.3 All equipment must be completely washed and serviced in accordance with standard new
equipment "make ready", and the manufacturer's specifications and be ready for delivery in
drive away condition.
3.4 All units to be new and of the manufacturer's latest model in production at the time of delivery
and standard equipped, unless otherwise specified. Time is of the essence. The City shall
be kept advised of any anticipated delay in delivery. In the event the successful bidder,
hereinafter referred to as the Contractor, fails to properly perform delivery as specified
above, within the specified time limit set forth by the Contractor in his bid proposal, the City
shall sustain damages in an amount difficult to ascertain. Accordingly, after due allowance
for any time extensions which are agreed by the City to be due to conditions beyond the
Bidder's control, the Contractor shall be liable to the City, in the amount of Ten ($10) dollars
for each undelivered unit, as liquidated damages, and not as a penalty, for each and every
calendar day that delivery is delayed. Additionally, no payment shall be made by the City
for any delivery of specified equipment until all aspects of the contract have been fulfilled,
unless pre -arranged and approved jointly by the Director of Purchasing and Risk
Management and the Operations Services Director.
4.0 WARRANTY
4.1 The manufacturer shall unconditionally warrant the entire vehicle and all component parts,
but not accessory equipment, for a warranty period of specified usage that is currently being
offered in open trade for that vehicle at the time of delivery. Additionally, the Contractor shall
furnish the City a fully priced copy (parts and labor) of any warranty or commercial cost
repair order which originates in his repair facility, subsequent to delivery, during the warranty
period. No charge for service calls, travel time, travel expenses, mileage, or per diem will
be allowed by the City in connection with the performance of any warranty repairs.
5.0 DEALER IDENTIFICATION
5.1 No dealer identification will be allowed on any vehicle sold to the City of Fort Collins.
S
6.0 Specifications:
GENERAL: The following specifications describe gasoline -powered golf carts to be purchased and
used by the City of Fort Collins Golf Division. All bids must include complete and up-to-date
manufacturer's specifications.
Meets Specifications? (check applicable space) Yes No
6.1 QUANTITY:
18 cars
6.2 TYPE:
New, four wheel, gasoline
Powered. Only bids for the makes and
models listed in Section 1.1 will be considered.
6.3 ENGINE:
8.5hp minimum, 285 CC, 4-cycle
air cooled, automotive type oil
system w/oil filter or approved filtering
system, low oil pressure light, RPM
limiter, remote air intake w/three-stage
air filter or approved system. Noise
level shall not exceed 70 dba at 25 Feet,
6.0 gallon fuel tank. Engine to be
lowest HC emission available for the
model bid.
6.4 TRANSMISSION:
Automatic.
6.5 BRAKES:
Dual rear drum or disc brakes, self
adjusting.
6.6 PARKING BRAKE:
Foot or hand operated for parking
on slopes.
6.7 SUSPENSION:
Heavy-duty springs - front and rear.
Heavy-duty shocks - front and rear.
6.8 STEERING:
Automotive -type with self-adjusting
rack and pinion and automotive -type
steering wheel, or approved equal.
Turning radius not to exceed 19 feet.
6.9 FRAME:
Aircraft -type aluminum chassis frame.
or approved equal
6.10 BUMPERS: Front and rear bumper protection. _
Bumpers must protrude far enough
out to protect body and tires. Rear
bumper must have rubber cover or
other acceptable spike protection.
6.11 BODY: Urethane, Fiberglass, or Armor -flex,
metal bodies are unacceptable.
6.12 TIRES: 8.50 x 8, 4-ply rated, power rib.
6.13 COVER:
Canopy or sun roof top.
6.14 COLOR:
White or beige
6.15 SEAT:
Individual or bench -type seat(s)
6.16 BAG RACK:
Large enough to accommodate two
oversized golf bags.
6.17 SPIKE PROTECTION:
Spike -proof dash, floor covering,
and pedals.
6.18 ACCESSORIES:
- Minimum of 2 drink holders
_
- Scorecard holders
- Storage area for golf balls or small
personal items
- Back-up warning alarm
- Any and all other accessories
advertised as standard by manufacturer
- Sweater basket
- Three (3) number decals
-Two (2) sand bottle divot repair kits,
behind the seats of each cart
6.19 WARRANTY:
Warranty is to be a full four (4)
years, commencing from date of delivery.
Warranty shall cover defective components
and workmanship, and shall cover all
parts and labor associated with any defects.
All warranty work is to be performed at the
SouthRidge or City Park Nine Golf Course
Shop, as appropriate.
6.20 DELIVERY:
Bid price shall include delivery of golf carts
prior to May 1, 2002. Cars shall be delivered in
ready -to -operate condition.
6.21 ORDERING:
Awarded vendor will be promptly notified.
6.22 BUYBACK:
Bid proposal must include a guaranteed buy back amount per
car, as set forth in Section 7.0, Bid Proposal. The buy back
must not be tied to any future golf cart purchase. Cars
covered by the buy back provision and returned to the selling
dealer under that provision shall be in good repair and shall
not have been abused, subject to the normal wear and tear
related to the cars use on a golf course for their designed
purpose.
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7.0 BID PROPOSAL (Bid #5676)
7.1 MAKE MODEL YEAR
7.2 PRICING
7.2.1 BASE PRICE PER UNIT $ (as specified)
7.2.2 BASE PRICE FOR EIGHTEEN (18) UNITS $
7.2.3 TRADE-IN FOR FIFTEEN (15) UNITS $
7.2.4 BASE PRICE LESS TRADE-IN $
7.2.5 YEAR 2007 Guaranteed buy back, per car $ x 18 = $
Buy back amount must not be tied to any future golf cart purchase. Bid will be awarded to the
lowest net cost calculated using Base Price minus Trade -In.
7.3 At the option of the City additional purchases may be made from this bid for up to two years
following the initial award. Planned purchases include 13 new golf carts at City Park Nine
in 2003 (12 trade-ins) and about 17 new golf carts for SouthRidge in 2004 (17 trade-ins).
Trade-in terms for these purchases shall be as specified in this bid. Golf cart base price
changes must be negotiated by and agreed to by both parties. Notwithstanding the above,
the City may elect to solicit separate bids for the additional golf carts.
8.0 FREIGHT TERMS
8.1 FOB destination, freight prepaid. All freight charges must be included in base price.
9.0 DELIVERY
9.1 Delivery will occur days after proper notification of bid award.
10.0 VENDOR'S STATEMENT
10.1 1 have read and fully understand all the conditions, specifications, and special instructions
herein set forth above. I hereby agree to comply with all said conditions, special instructions,
and specifications as stated or implied.
Company Name
Address (Street, City, State, Zip)
Date
Authorized Signature
ritle
Telephone Number
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