HomeMy WebLinkAboutBID - 7101 GOLF CARTS - 2010 PHASE 2City of
Financial Services
F
Purchasing Division
215 N. Mason St. 2"' Floor
6rt
Collins
Box 580
Fo
Fort Collins, CO 80522
970.221.6775
P u rc h a ss i�
970.221.6707
fcgov.com/Purchasing
INVITATION TO BID
7101 Golf Carts 2010 - Phase 2
BID OPENING: 2:30 P.M. (our clock), March 8, 2010
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 proposal and/or contract documents. If delivered, they are to be
sent to 215 North Mason Street, 2nd 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 2:30 p.m. (our clock), March 8, 2010.
Questions regarding bid submittal or process should be directed to
James R. Hume, CPPO, Senior Buyer, (970)221-6776.
A copy of the Bid may be obtained as follows:
Download the Bid from the Purchasing Webpage, Current Bids page, at:
http://fcgov.com/eprocurement
2. 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 Bids may be withdrawn up to the date and hour set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.
Bids must be furnished exclusive of any federal excise tax, wherever applicable.
Bidders must be properly licensed and secure necessary permits wherever applicable.
where renewal is a way of life
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 is 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 office 7 days after
the bid opening.
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
2
GOLF CARTS
Request for Proposal, 7101 Golf Carts, Phase Two
RFP OPENING: March 8, 2010, 2:30pm, (our clock)
The City of Fort Collins is soliciting proposals for Electric 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 proposals for the purchase or long term lease of:
Seventy-six (76) new 2010 electric golf carts with tops.
For the purposes of this bid, the following golf carts have been judged to be acceptable to the Golf
Division: Club Car Precedent, Yamaha Drive Electric, and EZ-GO RXV.
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 Clarifications
2.1 Clarification regarding these specifications shall be obtained from Jim Hume, Senior Buyer,
at 970-221-6776 or jhume@fcgov.com, 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 of
Purchasing and Risk Management.
3.0 Delivery
3.1 The date of delivery is an essential element of this proposal. Delivery of equipment shall be
made to: Collindale Golf Course, 1441 East Horsetooth Road, Fort Collins, CO 80525.
3.2 Bid price shall include all costs related to delivery of the new golf carts. Such carts must be
delivered in ready -to -operate condition within thirty (30) days after bid award. 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,
invoice, warranty, shop, operator's and technical manuals, parts books, as applicable.
3.3 Carts must be washed and serviced in accordance with 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. 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 Manager of Golf.
3
4.0 Specifications:
GENERAL: The following specifications describe battery -powered golf carts to be purchased or
leased for and used by the City of Fort Collins Golf Division. All bids must include complete and
up-to-date manufacturer's specifications.
No.
Item:
Description:
Meets
Spec?
4.1
Quantity
Seventy-six (76) golf carts
New, four wheel, battery -powered
Yes
4.2
Type
Only bids for makes and models listed in paragraph 1.1
No
will be considered.
4.3
Motor and
Standard for listed models
Yes
Batteries
Batteries must be equipped with a single -fill system
No
4.4
Bumpers
Standard for listed models
Yes
No
4.5
Cover
Canopy or sun roof top
Yes
No
4.6
Color
White
Yes
No
4.7
Seat
Seats standard for listed models
Yes
No
4.8
Bag rack
Secure, dual bag holder, large enough to accommodate
Yes
two oversize golf bags
No
4.9
Spike Protection
Spike resistant dash, floor covering and pedals
Yes
No
- Minimum of two (2) drink holders
- Scorecard holders
- Storage area for golf balls or small personal items
- Back-up warning alarm
4.10
Accessories
- Sweater basket
Yes
- Three (3) number decals for carts (number format will be
No
provided at time of award)
- Any and all other accessories advertised as standard by
manufacturer for listed models
Full four (4) year warranty, commencing from date of
delivery. Warranty shall cover defective components and
Yes
4.11
Warranty
workmanship, and shall cover all parts and labor
No
associated with such defects. All warranty work must be
performed at the Collindale Golf Course Shop.
4
No.
Item:
Description:
Meets
Spec?
Carts shall be delivered within thirty (30) days after notice
Yes
4.12
Delivery
of award and shall be delivered in ready to operate
No
condition.
Proposal must include a filled -out sample of a 4-year
lease for the 76 new carts. Lease must be set up so the
buyout provision at the end of the lease term specifies
vendor buy-out only. There must not be an option for City
purchase of the carts at the end of the lease.
Yes
4.13
Lease
No
Lease documents or supporting information must clearly
indicate the interest rate or rates applicable to the lease.
Any origination fees applicable to the lease must be
clearly identified and entered in the Pricing section.
5.0 Price Proposal Bid # 7101, Golf Carts - 2010
5.1
5.2
Make _
Pricing
Model I Year
5.2.1 I As specified price per unit I $
5.2.2 I Residual value per unit I $
5.2.3 I Annual Lease rate per unit I $
5.2.4 I Annual Lease rate for 76 units I $
5.3 Future Purchases
Additional purchases may be made from this solicitation for up to five years following the initial
award. Future purchases will involve trade-ins of existing gasoline carts. Golf cart base price
changes and trade-in amounts must be negotiated by and agreed to by both parties.
Notwithstanding the above, the City may solicit separate proposals for the additional golf carts.
5.4 Firms must submit:
a) Completed 4.0 Specifications and 5.0 Price Proposal pages
b) Sample lease agreement - per Specifications: 4.13
6.0 Freight Terms
FOB destination, freight prepaid. All freight charges must be included in price.
7.0 Delivery
Delivery will occur days after proper notification of award.
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
Proposal must be signed by a duly authorized representative of the firm submitting the proposal.
Title of the individual signing the proposal must be included.
Signature: Title:
Print Name:
Company Name: Date:
(circle one): Corporation, Partnership, DBA, LLC, PC
Street: Phone #:
City/State/Zip: Fax #:
n
CITY OF FORT COLLINS
GOLF CARTS
RFP # 7101, Phase One
Purpose: To provide for evaluation and approval of electric golf carts prior to soliciting proposals
for the purchase and/or rental of acceptable carts in RFP # 7101, Phase Two.
Procedure: Any interested golf cart supplier may arrange to have an electric cart evaluated by City
of Fort Collins Golf Division personnel. After testing, the carts will be rated as acceptable or
unacceptable. In Phase Two, proposals will be solicited only from vendors whose carts have been
judged as acceptable.
igi�_1Ke1T
1.1 In Phase Two, the City of Fort Collins will be soliciting proposals for the:
Purchase of Forty (40) new 2010 electric golf carts with tops, and;
Rental of thirty-six (36) good used electric golf carts that are acceptable to the City; or
Rental of seventy-six (76) new golf carts for a four-year term.
2.0 CLARIFICATION
2.1 Clarification regarding cart specifications shall be obtained from Jim Hume, Senior Buyer, at
970-221-6776.
2.2 All units to be purchased or rented on a long-term basis must be new and of the
manufacturer's latest model in production at the time of delivery and standard equipped,
unless otherwise specified. If the City elects to purchase some carts and rent others on an
annual basis, the rental carts may be used, but must be acceptable to the City. Time is of
the essence. The City shall be kept advised of any anticipated delay in delivery. 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 Manager of Golf.
Specifications:
GENERAL: The following specifications describe forty (40) battery -powered golf carts to be used
by the City of Fort Collins Golf Division.
No.
Item:
Description:
Meets
Spec?
4.1
Quantity
Up to seventy-six (76) golf carts
No.
Item:
Description:
Meets
Spec?
4.2
Type
New, four wheel, battery -powered
Yes
No
4.3
Motor
Standard for listed models
Yes
No
4.4
Bumpers
Standard for listed models
Yes
No
4.5
Cover
Canopy or sun roof top
Yes
No
4.6
Color
White
Yes
No
4.7
Seat
Seats standard for listed models
Yes
No
4.8
Bag rack
Secure, dual bag holder, large enough to accommodate
Yes
two oversize golf bags
No
4.9
Spike Protection
Spike resistant dash, floor covering and pedals
Yes
No
- Minimum of two (2) drink holders
- Scorecard holders
- Storage area for golf balls or small personal items
- Back-up warning alarm
Yes
4.10
Accessories
- Sweater basket
No
- Three (3) number decals for carts (numbers
- Sand bottle divot repair kit mounted behind seats
- Any and all other accessories advertised as standard by
manufacturer for listed models
Full four (4) year warranty, commencing from date of
delivery. Warranty shall cover defective components and
Yes
4.11
Warranty
workmanship, and shall cover all parts and labor
No
associated with such defects. All warranty work must be
performed at the SouthRidge Golf Course Shop.
Carts shall be delivered within thirty (30) days after notice
4.12
Delivery
of award and shall be delivered in ready to operate
Yes
condition.
No
At the option of the City additional purchases may be made from this RFP for up to five years
following the initial award. Planned electric golf cart purchases include an unspecified number for
SouthRidge Golf Course. Future purchases will involve trade-ins of gas golf carts. 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.
2
Vendor's Statement:
I wish to participate in the City of Fort Collins RFP # 7101, Phase One. For that purpose, I will
provide an electric golf cart for evaluation by Golf Division personnel.
Evaluation make:
Model:
I understand the golf cart must be delivered to Collindale Golf Course, 1441 E. Horsetooth Road,
Fort Collins, CO 80525 no later than January 15, 2010 and that it will be tested at Collindale during
the following thirty (30) days.
I further understand that delivery of a golf cart for evaluation does not guarantee that the cart will be
judged acceptable by the City of Fort Collins.
At the completion of testing, Golf Division personnel will coordinate pickup of the cart. I am
responsible for transporting the cart to and from Fort Collins and for providing insurance coverage
for the cart while it is being evaluated.
Signature:
(print name
Title:
Company:
Date:
Street:
City:
State/Zip:
Phone #:
Fax #:
Email:
Instructions:
1. Fill out and sign this form and fax or email it to Jim Hume, Senior Buyer.
Fax: 970-221-6534
Email: ihume fcgov.com
2. Contact Doug Evans, Collindale Golf Superintendent and arrange to deliver a golf cart to
Collindale for evaluation. Ph: 970-221-6292