HomeMy WebLinkAboutBID - 5582 VEHICLES GOLF CART LEASING (2)Administi,__.ve Services
Purchasing Division
CITY OF FORT COLLINS
City of Fort Collins INVITATION TO BID
BID #5582
VEHICLES: GOLF CART LEASING
BID OPENING: FEBRUARY 26, 2001, 2:30 P.M. (our clock)
Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and
Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado 80521, at the time and
date noted on the bid proposal and/or contract documents.
Bids must be received at the Purchasing Office prior to 2:30p.m. (our clock), February
26, 2000.
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 #25582. (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 256 W. Mountain Ave., 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 Bids may be withdrawn up to the date and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.
Bids must be furnished exclusive of any federal excise tax, wherever applicable
256 W. Mountain Avenue - P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
15. Entire Agreement
This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute
the entire Agreement of the parties. Covenants or representations not contained in this Agreement
shall not be binding on the parties.
16. Law/Severability
The laws of the State of Colorado shall govern the construction interpretation, execution and
enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid
or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render
unenforceable any other provision of this Agreement.
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EXHIBIT A: INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work
under this bid, the Service Provider shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of
expiration of policies, and containing substantially the following statement"
" "The insurance evidenced by this Certificate will not be cancelled or materially altered,
except after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the
City may deem proper and may deduct the cost of such insurance from any monies which
may be due or become due the Service Provider under this Agreement. The City, its
officers, agents and employees shall be named as additional insureds on the Service
Provider's general liability and automobile liability insurance policies for any claims arising
out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain
during the life of this Agreement for all of the Service Provider's employees engaged
in work performed under this agreement:
Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000
disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during
the life of this Agreement such commercial general liability and automobile liability
insurance as will provide coverage for damage claims of personal injury, including
accidental death, as well as for claims for property damage, which may arise directly
or indirectly from the performance of work under this Agreement. Coverage for
property damage shall be on a "broad form" basis. The amount of insurance for
each coverage, Commercial General and Vehicle, shall not be less than $500,000
combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall
be responsible for any liability directly or indirectly arising out of the work performed
under this Agreement by a subcontractor, which liability is not covered by the
subcontractor's insurance.
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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 their dependent or person residing
in and sharing the expenses of their household, shall have a financial interest in the sale to the
City of any real or personal property, equipment, material, supplies or services. This rule also
applies to subcontracts with the City. This shall not apply to members of any authority, board,
committee or commission of the city, other than the members of the City Council. 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. Any
vendor knowing of this type of activity is encouraged to report in confidence to the Director of
Purchasing and Risk Management, Director of Finance, City Attorney or City Manager so the
matter can be dealt with.
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.
Cement restrictions: City of Fort Collins Resolution 91-121 requires that suppliers and
producers of cement or products containing cement to certify that the cement was not made in
cement kilns that burn hazardous waste as a fuel.
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
f'ce' days after the bid opening.
.!a es B. eill ll, CPPO
rector of Purchasing and Risk Management
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BID PROPOSAL
BID # 5582
BID OPENING: February 26, 2001, 2:30pm (our clock)
We hereby enter our bid for the City of Fort Collins' requirements for GOLF CART LEASING,
per the bid invitation and any referenced specifications:
General
The City of Fort Collins Golf Division desires to lease annually twelve (12) to fifteen (15) four-wheel,
2001 Model, gasoline -powered golf carts for the six month 2001 golf season, beginning no later
than April 16, 2001, and ending no earlier than October 15, 2001; with possible annual six-month
renewal options utilizing new golf carts each year for a similar period of time for the years 2002,
2003, 2004, and 2005.
The City plans to rent these leased golf carts to the public in conjunction with our City -owned fleet
of golf carts.
Specifications
Quantity: A minimum of twelve (12) to a maximum of fifteen (15) golf carts (to be determined
annually) to be located at Collindale Golf Course, 1441 East Horsetooth, Fort Collins, CO 80525.
Model/Tvoe: New 2001 Model in 2001, and new models annually thereafter; all being four-wheel
gasoline powered.
Engine/Noise: Noise level shall not exceed 70 dba at 25 feet. Engine to be a four-cycle with the
lowest HC emission available.
Transmission: Automatic.
Brakes: Self adjusting dual real drum or disc brakes, with a foot or hand operated parking brake
for parking on slopes.
Suspension: Heavy-duty springs both front and rear. Heavy-duty shocks both front and rear.
Steering: Automotive -type steering wheel with a turning radius not to exceed twenty (20) feet.
Bumpers: Front and rear bumper protection.
Tires: Standard 18 x 8.50-8, 4-ply rated, premium tread
Cover: Canopy or sun roof top.
Color: White or beige only.
Seat: Individual or bench -type seat(s).
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Accessories:
• Bag rack large enough to accommodate two oversized golf bags.
• Minimum of two (2) drink holders.
• Storage area for golf balls or small personal items.
• Scorecard holder(s).
• Back-up warning alarm.
• Sweater basket.
• Two (2) number decals minimum.
• Any and all other accessories advertised as standard by manufacturer.
Repairs and Maintenance
The City shall be responsible for repairing all damage to the golf carts as a result of vandalism or
golfers mistreatment. The Lessor (Vendor) shall be fully responsible to perform all mechanical and
operational repairs, preventative maintenance, and general upkeep to keep all leased golf carts in
satisfactory working condition. In the event that the City of Fort Collins personnel are required to
work on any cart for this reason, Lessor will be charged a flat rate of $25.00 per hour by the City
of Fort Collins for such service, plus the cost of materials paid for by the City. The City may, at its
option, apply the charge for such work to the lease payments or bill directly to the Lessor. The City
will pay separately to the Lessor or their contracted vendor for any vandalism or golfer
mistreatment costs that Lessor or their contracted vendor repairs.
The City shall notify Lessor within twenty-four (24) hours of discovery of any inoperable golf carts
and it shall be the Lessor's responsibility to repair or replace any inoperable carts within twenty-four
(24) hours after receipt of notice by the City. The Lessor's responsibility for replacement or repair
shall apply at all times, including weekdays, weekends, and holidays. In the event that Lessor
cannot supply the City with operable carts the City may, either:
a) Rent "tournament fleet" carts from an alternate vendor of the City's choice and then bill Lessor
for the cost of such rental, including pick-up and delivery, or
b) The City may charge Lessor the equivalent of two daily 18-hole regular golf cart rental fees per
cart for each day that any cart supplied by Lessor is out of service and unavailable for rental.
Special Conditions
The City of Fort Collins may terminate the agreement to lease these golf carts at any time that the
City determines, in its sole discretion, that the Lessor has repeatedly failed to abide by the above
stated repair/maintenance requirements.
Method of Award: The bid will be awarded to the lowest responsive and responsible Bidder for a
period of six months commencing no later than April 16, 2001 and ending no earlier than October
15, 2001 unless sooner terminated as herein provided. In addition, at the option of the City, the
award may be extended for additional annual six-month periods, not to exceed four (4) such
additional periods for the years 2002-2005. Pricing changes shall be negotiated annually by and
agreed to by both parties. Written notice of renewal shall be provided to the Service Provider and
mailed no later than sixty (60) days prior to the beginning of the annual six-month period.
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Payments: Six equal payments shall be made on or about the 1V' day of each month commencing
April 16, 2001 through October 15, 2001, and the same dates in additional years. Payments shall
be inclusive of all profit, overhead, labor, materials, transportation, and other Lessor expenses.
Insurance: Lessor shall assume any and all liability for the operation and maintenance of the golf
carts in the event of any damage or injury attributable to design, maintenance, workmanship,
materials, or lack of safety features, and will indemnify and hold harmless the City of Fort Collins,
its officers, agents, and employees against and from any and all actions, suits, claims, demands,
or liability resulting from or occurring in connection with the performance of said golf carts.
e ri : It shall be noted that these leased golf carts will be stored outside of secured buildings
during the golf season. The City will secure these carts to the best of our ability by the use of
barriers, cables, or other devices.
Agreement Document: A service agreement (sample attached) will be negotiated between the City
of Fort Collins and the awarded vendor, incorporating the terms of this bid and any other conditions
agreed upon by the two parties.
References
A minimum of three Colorado or Rocky Mountain area golf courses leasing at least fifteen golf carts
of the same make and model being bid.
Delivery
Bid price shall include delivery and pick-up of the leased golf carts. Delivery must be made to the
City of Fort Collins no later than April 15 annually.
Twelve (12) to fifteen (15) golf carts (to be determined annually) for Collindale Golf Course, 1441
East Horsetooth Road, Fort Collins, CO 80525. Please make delivery and pick-up arrangements
with Jim Greer, PGA, Golf Professional, at 970-221-6651.
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BID PROPOSAL
Annual rate to lease 12 golf carts:
Per Cart $
Annual rate to lease 15 golf carts:
Per Cart $
Cart Make/ModeiNear:
Contact
Three References:
1.
2.
3.
Bid # 5582
Total for Twelve (12) Carts
Total for Fifteen (15) Carts
For questions concerning this bid, contact Jim Hume, Buyer, 970-221-6776.
Signature:
Title:
Company:
Date:
Street:
Phone M
City:
Fax M
State/Zip:
Email:
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SERVICES AGREEMENT
GOLF CART LEASING
SamRll
THIS AGREEMENT made and entered into the day and year set forth below by and between THE
CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the
"City" and , hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by and
between the parties hereto as follows:
1. Scope of Services
The Service Provider agrees to provide services in accordance with the specifications, terms and
conditions contained in Bid #5582, Golf Cart Leasing, and incorporated herein by this reference.
2. Contract Period
The bid will be awarded to the lowest responsive and responsible Bidder for a period of six months
commencing no later than April 16, 2001 and ending no earlier than October 15, 2001 unless
sooner terminated as herein provided. In addition, at the option of the City, the award may be
extended for additional annual six-month periods, not to exceed four (4) such additional periods
for the years 2002-2005. Pricing changes shall be negotiated annually by and agreed to by both
parties. Written notice of renewal shall be provided to the Service Provider and mailed no later
than sixty (60) days prior to the beginning of the annual six-month period.
3. Delay
If either party is prevented in whole or in part from performing its obligations by unforeseeable
causes beyond its reasonable control and without its fault or negligence, then the party so
prevented shall be excused from whatever performance is prevented by such cause. To the extent
that the performance is actually prevented, the Service Provider must provide written notice to the
City of such condition within fifteen (15) days from the onset of such condition.
4. Early Termination by City/Notice
Notwithstanding the time periods contained herein, the City may terminate this Agreement at any
time without cause by providing written notice of termination to the Service Provider. Such notice
shall be delivered at least fifteen (15) days prior to the termination date contained in said notice
unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall
be effective when mailed, postage prepaid and sent to the following addresses:
City: Service Provider:
City of Fort Collins Purchasing
PO Box 580
Fort Collins, CO 80521
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In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the Service
Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole
right and remedy for such termination.
5. Contract Sum
The City shall pay the Service provider for the performance of this Contract, subject to additions
and deletions provided herein, the sum of $ per golf cart leased for a six-month period, as
set forth in Bid #5582.
6. City Representative
The City will designate, prior to commencement of the work, its representative who shall make,
within the scope of his or her authority, all necessary and proper decisions with reference to the
services provided under this agreement. All requests concerning this agreement shall be directed
to the City Representative.
7. Independent Service provider
The services to be performed by Service Provider are those of an independent service provider and
not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any
portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's
Compensation or other taxes or benefits or for any other purpose.
8. Personal Services
It is understood that the City enters into the Agreement based on the special abilities of the Service
Provider and that this Agreement shall be considered as an agreement for personal services.
Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties
arising under the Agreement without the prior written consent of the City.
9. Acceptance Not Waiver
The City's approval or acceptance of, or payment for any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement or cause
of action arising out of performance of this Agreement.
10. Warranty
a. Service Provider warrants that all work performed hereunder shall be performed with the
highest degree of competence and care in accordance with accepted standards for work
of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into
any work shall be new and, where not specified, of the most suitable grade of their
respective kinds for their intended use, and all workmanship shall be acceptable to City.
c. Service Provider warrants all equipment, materials, labor and other work, provided under
this Agreement, except City -furnished materials, equipment and labor, against defects and
nonconformances in design, materials and workmanship/workwomanship for a period
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beginning with the start of the work and ending twelve (12) months from and after final
acceptance under the Agreement, regardless whether the same were furnished or
performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of
written notice from City of any such defect or nonconformances, the affected item or part
thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at
a time acceptable to City.
11. Default
Each and every term and condition hereof shall be deemed to be a material element of this
Agreement. In the event either party should fail or refuse to perform according to the terms of this
agreement, such party may be declared in default thereof.
12. Remedies
In the event a party has been declared in default, such defaulting party shall be allowed a period
often (10) days within which to cure said default. In the event the default remains uncorrected, the
party declaring default may elect to:
a. Terminate the Agreement and seek damages;
b. Treat the Agreement as continuing and require specific performance; or
c. Avail himself of any other remedy at law or equity. If the non -defaulting party commences
legal or equitable actions against the defaulting party, the defaulting party shall be liable
to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs
incurred because of the default.
13. Binding Effect
This writing, together with the exhibits hereto, constitutes the entire agreement between
the parties and shall be binding upon said parties, their officers, employees, agents and
assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties.
14. Indemnity/Insurance
a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents
and employees against and from any and all actions, suits, claims, demands or liability of
any character whatsoever brought or asserted for injuries to or death of any person or
persons, or damages to property arising out of, result from or occurring in connection with
the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work hereunder
to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider
shall provide and maintain insurance coverage naming the City as an additional insured
under this Agreement of the type and with the limits specified within Exhibit "A", consisting
of one (1) page, attached hereto and incorporated herein by this reference. The Service
Provider before commencing services hereunder, shall deliver to the City's Director of
Purchasing and Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado
80521 one copy of a certificate evidencing the insurance coverage required from an
insurance company acceptable to the City.
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