Bid 21-43: Golf Cart Lease Addendum 1

Agency: City of Hutchinson
State: Kansas
Type of Government: State & Local
NAICS Category:
  • 336999 - All Other Transportation Equipment Manufacturing
Posted Date: Oct 6, 2020
Due Date: Nov 10, 2020
Solicitation No: 21-43
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: 21-43
Bid Title: Bid 21-43: Golf Cart Lease Addendum 1
Category: Open
Status: Open

Publication Date/Time:
10/1/2020 12:00 AM
Closing Date/Time:
11/10/2020 1:00 PM
Related Documents:

Attachment Preview

CITY OF HUTCHINSON
PROPOSAL FORM
Please quote your delivered prices to the City of Hutchinson on items or services listed below. Consult
attached minimum and general specifications for requirements. This is not an order.
BID NO. 21-43 PROPOSAL SUBMITTAL DEADLINE: 1:00 P.M. CST on November 10, 2020
PUBLIC PROPOSAL OPENING TIME: 1:30 P.M. CST on November 10, 2020
INSTRUCTIONS: THIS FORM MUST BE PROPERLY FILLED OUT AND RETURNED BY
MAIL, IN PERSON, OR BY FAX TO : The City Of Hutchinson, Office of City Clerk, 125 East
Avenue B, P.O. Box 1567, Hutchinson, Kansas 67504-1567, OR FAX (620)694-1971. RETURN
PRIOR TO 1:00 P.M. CST on November 10, 2020. Proposals not submitted pursuant to the conditions set out
in this request may be rejected. All proposals received after the stated opening date and time will not
be considered. Proposals will be publicly opened and read at the above stated time in the Public Works
Conference Room, 1500 South Plum, Hutchinson, Kansas
* The City of Hutchinson reserves the right to reject part or all of any bid and to waive formalities. All bids are subject to Purchasing
Policies set by the City Council of Hutchinson. The City of Hutchinson reserves the right to divide purchases among venders to
accomplish the best gross price and to make the final decision as to acceptability of quality and price.
Thank You, Carmel White, Purchasing Agent, City of Hutchinson (620)694-1973 or (620)694-2613
ITEM AMOUNT DESCRIPTION
NO
BID PRICE OF LEASE
PER MONTH
#1
1
Lease of 40 each E-Z-GO RXV ELITE Golf Cars as follows:
complete
Carts to be platinum in color with grey seat and black sun top
contract
Carts to include fold-down windshield
Vendor to supply two (2) sand bottles per cart
Vendor to supply (1) roof mount message holder per cart
Carts to have number decals on each side
Vendor to include current Carey Park Logo on front of each cart
Carts to have four-ply tires
48 volt AC induction motor
48 volt DC, 60 amp-hour Lithium Ion Batteries
OPTION #1
Carts to have automatic electro-magnetic braking system
Carts to have wheel covers
Cart delivery on or before January 1, 2021.
OPTION #2
Vendor to supply a copy of cart warranty
OPTION 1: Lease price including buyout as balloon payment option
at end of term and at 48 months.
OPTION 2: Lease price including $1 buyout at end of term and at 48
months.
Please indicate type of equipment being bid:________________________
Please list cost for additional tournament carts:_____________ per 10 carts
IN SUBMITTING THE ABOVE, THE VENDOR EXPRESSLY AGREES THAT UPON PROPER ACCEPTANCE BY THE CITY OF HUTCHINSON, A CONTRACT
SHALL THEREBY BE CREATED. THIS BID FORM MUST BE SIGNED!
____________________________________________________________
SIGNATURE
ORDERING ADDRESS/CONTACT:
______________________________________________________
TITLE
REMITTANCE ADDRESS (IF DIFFERENT):
___________________________________________________________
BIDDER COMPANY NAME
___________________________________________________________
STREET ADDRESS
____________________________________________________________
CITY/STATE/ZIP
___________________________________________________________
TELEPHONE NUMBER
_______________________________________________________
REMITTANCE NAME
_______________________________________________________
REMITTANCE ADDRESS
_______________________________________________________
REMITTANCE CITY/STATE/ZIP
_______________________________________________________
FAX NUMBER
CERTIFICATE OF NON-DISCRIMINATION
The undersigned Contractor hereby agrees to observe all the provisions of Chapter 3 of the Code of the City of
Hutchinson, Kansas, 1988, and any subsequent amendments thereto and provisions of K.S.A. 44-1030 and 1031, as
amended, including subsection (a), paragraphs (1) through (5) inclusively of Section 1030, which reads as follows:
(1)
the Contractor shall observe the provisions of the Kansas Act Against Discrimination and shall not discriminate against any person
in the performance of work under the present Contract because of race, religion, color, sex, disability, national origin or ancestry;
(2)
in all solicitations or advertisements for employees, the Contractor shall include the phrase, "Equal Opportunity Employer," or a
similar phrase to be approved by the Commission;
(3)
if the Contractor fails to comply with the manner in which the Contractor reports to the Commission in accordance with the
provisions of K.S.A. 44-1031, and amendments thereto, the Contractor shall be deemed to have breached the present Contract
and it may be canceled, terminated or suspended, in whole or in part, by the contracting agency;
(4)
if the Contractor is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the Commission
which has become final, the Contractor shall be deemed to have breached the present Contract and it may be canceled, terminated
or suspended, in whole or in part, by the contracting agency; and
(5)
the Contractor shall include the provisions of subsections (a) 1 through 4 in every subcontract or purchase order so that such
provisions will be binding upon such subcontractor or vendor.
Signing of this certificate acknowledges inclusion of the same in the base Contract before signing thereof and acceptance
of the terms of this certificate.
___________________________
Date
________________________________________________
Name of Contractor
By _____________________________________________
Name and Title
*****************************************************
CERTIFICATION OF PAID PERSONAL AND REAL ESTATE TAXES
In compliance with City of Hutchinson purchasing policies, the following certification on property owned within Reno
County must be completed and returned with the quotations in accordance with the City's policy on delinquent property
taxes.
A. _____ "The owner(s) or corporation hereby certifies that all personal and real estate taxes within Reno County are
paid."
B. _____ "No property is owned by the owner(s) or corporation within Reno County."
DATE:______________________________________ SIGNATURE:___________________________________________
COMPANY:_________________________________ NAME OF SIGNEE:______________________________________
TELEPHONE NUMBER:______________________ TITLE OF SIGNEE:_____________________________________
PLEASE NOTE: This form is to be attached to the proposal when the quotation is submitted.
REQUEST FOR PROPOSAL
SPECIFICATIONS
PROPOSAL 21-43
SCOPE OF WORK: Vendor shall agree to provide equipment for the City of Hutchinson for a
MINIMUM OF twelve (12) month time period (with delivery on or before January 1, 2021). The
vendor shall be required to provide the following at the bid prices indicated:
Equipment shall be:
Lease shall include forty (40) each E-Z Go RXV ELITE golf carts
Carts to be platinum in color with grey seat and black sun top
Carts to include fold-down windshield
Vendor to supply two (2) sand bottles per cart
Vendor to supply (1) roof mount message holder per cart
Carts to have number decals on each side
Vendor to include current Carey Park Logo on front of each cart
Carts to have four-ply tires
48 volt AC motor
48 volt DC, 60 amp-hour Lithium Ion Batteries
Carts to have automatic electro-magnetic braking system
Carts to have wheel covers
746 Watt, 48VDC Battery chargers with 10’ minimum cord length from charger to cart.
Vendor shall supply (1) handheld diagnostic tool
Cart delivery on or before January 1, 2021.
Vendor to supply a copy of cart warranty
OBLIGATIONS OF CONTRACTOR: Successful vendor shall agree to provide the City of Hutchinson
with equipment at the per month bid price. No additional charges may be assessed for taxes,
transportation or other charges. Vendor shall include in bid price delivery and pickup of equipment
to and from Carey Park Golf Course, 9 Emerson Loop East, Hutchinson, Kansas, 67501. Vendor
shall maintain the leased equipment in first class mechanical condition and appearance, as
determined by the City, included, but not be limited to, mechanical repairs. All maintenance shall
be furnished by the City. In the event the leased equipment is out of service for a period in excess
of 48 consecutive hours, or is in need of repair or maintenance work which is reasonably expected
to keep it out of service for more than 48 consecutive hours, the vendor will provide the City with
a suitable substitute equipment at no additional charge.
Vendor must be able to provide additional carts for tournaments at the bid price.
TERMS OF AGREEMENT AND CANCELLATION: The Contract will be subject to the following: An
agreement will be entered with the successful vendor for an original period of January 1, 2021 to
December 31, 2021. Terms effective through those dates and renewable by mutual consent of the
contractor and the City of Hutchinson each month for a period not beyond December 31, 2024.
The fee for services shall remain firm for the entire contract period except through written petition
to the Purchasing Manager of the City of Hutchinson stating reasoning for requesting the increase.
This petition shall be reviewed and up to the discretion of the City for approval or disapproval.
Should the petition be disapproved, termination of the contract may be initiated through the terms
herein stated.
The City reserves the right to cancel any agreement if the successful bidder fails to render
satisfactory services. Contract may be terminated by the City if the contractor does not, in the
opinion of the City, satisfactorily perform the services as indicated herein the document of
Specifications. All contract cancellations are final with no exit clauses. The notice of termination
will be in written form to the contractor. In addition, either party may terminate this agreement by
giving a thirty (30) day written notice by registered mail.
ACCEPTANCE OR REJECTION OF PROPOSALS: The City of Hutchinson reserves the right to reject
any or all bids, part or parts of any bids, and to waive formalities. The City also reserves the right to
award all or any part of the order to a vendor, whichever incurs the lowest cost to the city and to
abide by all City Purchasing Policies.
GENERAL CONDITIONS:
1.
The City reserves the right to accept or reject any or all bids, and any part of parts of any bid. Any
bid which is incomplete, conditional, obscure, or which contains additions not called for, or
irregularities of any kind, may be cause for rejection of the bid. Bids must be properly submitted on
the "Proposal Form" supplied by the City. When called for, bids must be itemized unit by unit in
additional to a total net bid.
2.
All proposals shall be valid for a period of forty-five (45) days following the opening of the
proposals. The City of Hutchinson is exempt from payment of sales tax, except for specific
circumstances. For further information contact the City Clerk's Office (694-2614). Proposals
should be made without sales tax.
3.
Payment will be made for each month within 21 days of completion of said services and receipt of
invoice. The City shall not be obligated to make any payments to the contractor by the terms of this
contract except those payments that can lawfully be made from funds budgeted and appropriated
for the purpose during the City's current budget year or from funds made available from any
lawfully operated revenue producing source.
4.
Payment will be made in twelve (12) equal monthly for each year of the contract.
5.
The vendor shall maintain the leased vehicle in first class mechanical condition and appearance, as
determined by the City, included, but not be limited to, mechanical service, oil, grease, tire
replacement and anti-freeze. All maintenance and other service shall be furnished promptly and to
the satisfaction of the City.
6.
In the event the leased vehicle is out of service for a period in excess of 48 consecutive hours, or is
in need of repair or maintenance work which is reasonably expected to keep it out of service for
more than 48 consecutive hours, the vendor will provide the City with a suitable substitute vehicle
at no additional charge.
7.
The term of this agreement shall be from January 1, 2021 to December 31, 2021, with a 12 month
renewable option by mutual consent of the vendor and the City of Hutchinson for a period not
beyond December 31, 2024. At the conclusion of the Agreement the City shall have the option to
purchase the leased vehicle for the sum specified on the quotation form; in the event such option is
not exercised, the City shall forthwith surrender such vehicle to the vendor.
8.
The City shall pay for all tire repair and for all gasoline or other fuel suitable to the vehicle.
9.
The City shall, at the termination of this lease, surrender the leased vehicle to the vendor in good
mechanical and cosmetic condition, reasonable wear and tear excepted; provided, that in the event
the leased vehicle is destroyed or damaged beyond economical repair, the obligation of the City
shall be to pay to the vendor a sum equal to the trade-in value of the vehicle on the date of such
destruction or damage.
10. The City shall hold the vendor harmless for claims arising out of operation of the vehicle by officers,
employees or agents of the City; provided, that this provision shall not apply to any claim or defense
based wholly or in part on the vendor's failure to furnish maintenance required hereunder or upon
the vendor's negligent or wrongful performance of such duty.
11. Specifications shall be construed as a minimum. Should the services offered exceed the
specifications, it shall be acceptable.
12. The City reserves the right to waive minor deviations from the specifications and to select that
service which the City deems to be acceptable for its use.
13. The laws of the State of Kansas prohibit municipalities from making purchases from vendors that do
not comply with K.S.A. 44-1030 as amended by Chapter 194 of the 1972 Session Laws, commonly
known as "Contract Compliance- The Kansas Act Against Discrimination." Therefore, the City

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