RFP- PROVISION AND LEASING OF GOLF CARTS

Agency: Town of West Hartford
State: Connecticut
Type of Government: State & Local
Posted Date: Nov 25, 2020
Due Date: Nov 30, 2020
Solicitation No: 210010
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RFP- PROVISION AND LEASING OF GOLF CARTS

TITLE: RFP - PROVISION AND LEASING OF GOLF CARTS
BID NUMBER: 210010
DUE DATE & TIME: NOVEMBER 30, 2020 3:30 PM
BUYER INT: TB
QUESTIONS: All questions should be received by Monday November 12, 2020 at 3:30 pm

Addendum #1
ADDENDUM #2

ADDENDUM #3

Attachment Preview

TOWN OF WEST HARTFORD
REQUEST FOR PROPOSALS
FOR THE
PROVISION and LEASING GOLF CARTS
BID # 210010
INTRODUCTION
The Town of West Hartford’s Department of Leisure Services (Town) is seeking proposals by
qualified and experienced businesses to provide electric and/or gas carts at its two public golf
courses in accordance with the terms and conditions of the Request for Proposal (RFP). The
Vendor will be responsible for the delivery, necessary training of Town Leisure Services staff
and to provide support during all phases of implementation and the service contract.
BACKGROUND
The Town of West Hartford’s Leisure Services Department is a municipal governmental
department that oversees two municipally owned and operated golf courses:
Rockledge Golf Club is an award-winning, 18-hole course known for its excellent
condition. Located at 289 South Main Street, West Hartford, CT
Buena Vista Golf Course is a 9-hole executive-style course located in the Buena Vista
Recreation Complex. Located at 37 Buena Vista Road, West Hartford, CT
The current golf professional is retiring, and the Town expects to assume responsibility for the
cart rental operations beginning with the 2021 golfing season.
REQUEST FOR PROPOSAL (RFP) PURPOSE
The purpose of this solicitation is to enter into a lease agreement with a well-qualified vendor
that can provide the Town’s Department of Leisure Services with electric and/or gas carts at its
two public golf courses in accordance with the terms and conditions of the RFP.
As required by Town of West Hartford purchasing department guidelines, the Town’s
Department of Leisure Services is requesting competitive sealed proposals to provide a lease
contract agreement for new power carts at its two public golf courses.
The Town reserves the right to reject any and all proposals and to waive any technicalities at its
option when in the best interest of the town and the department of leisure services.
Proposals must include but are not limited to the requirements set forth herein. Proposals shall
include any supporting documentation, flyers, reports, etc. for the proposed equipment as well as
forms required for leasing. These items will be evaluated based on the criteria presented herein.
Any questions about the Request for Proposals must be submitted in writing via e-mail to
Tammy Bradley, Purchasing Department, at TammyB@westhartfordct.gov. All questions must
be submitted no later than 3:30 PM on Monday, November 12, 2020. Please reference the
specific section that is the subject of your question. The Town will respond to each question in
writing in the form of an addendum and posted on the Town’s website. Questions submitted after
the deadline above may not be answered.
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The deadline for submissions is 3:30 PM on Monday, November 30, 2020.
SCOPE OF SERVICE:
1. The terms of the lease shall be for five (5) years commencing on January 1, 2021 and
ending December 31, 2026.
2. Lessor agrees to provide carts described below:
64 carts: New 2020 or 2021 (electric and/or gas – QuieTech or similar brand) golf
carts each equipped with sun canopy, hinged front windshield (fold down), (1) Sand
bottle/bucket, sweater basket, cup/ball holder, message holder, and unique number
decal. Color TBD
1 range picker gasoline powered cart
3 maintenance gasoline powered carts
3. The Lessor agrees to put the Course/Department logo and name on the front of each cart.
Town will work with Lessor to determine size and location of logo.
4. Lessor agrees to provide fuel and energy efficiency data for both gas and electric standard
carts.
5. Lessor agrees to provide weekly maintenance to include parts needed and labor required
for each fleet during the high season of March 1 – October 31 to keep the carts in good
working order without cost or obligation to Town Department of Leisure Services. This
maintenance will include all manufacturer recommended repairs and service. During the
winter months periodic visits or requests for repair will be completed as part of this
maintenance agreement. An annual check prior to and at the end of the season is
required.
6. The Town Department of Leisure Services agrees to perform basic service such as
keeping carts clean and orderly. Changing flat tires, Tightening bolts, and wheel lugs.
7. Lessor agrees to keep all units in good working order and to replace with new parts any
that are badly worn as the result of normal wear and tear. This is to include windshields.
8. Each cart shall be delivered with two keys and an owner’s manual. Additional keys to be
provided upon request during the lease agreement at an additional cost to Town
Department of Leisure Services.
9. Within 1 week of delivery the Lessor shall provide 4 mounted spare tires to each facility.
A stock of four spares shall remain on hand at each facility at all times.
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10. The Lessor shall provide one standard cart tow bar.
11. Lessor agrees to provide fully automatic chargers for electric carts, if electric carts are
chosen for lease.
12. Lessor agrees to provide lease price options on standard carts. Straight yearly lease
charge per cart, per year to be paid out monthly.
13. The Lessor shall provide insurance as required in Exhibit A of this agreement. Annually,
the Lessor shall provide Town Department of Leisure Services with an updated certificate
of insurance with the limits required in Exhibit A of this agreement.
14. Town Department of Leisure Services will not be responsible for loss or damage to carts,
including damage resulting from fire, theft, collision, or ordinary wear and tear. In the
event of an accident involving golf carts, Town Department of Leisure Services agrees to
promptly obtain a statement of fact and circumstance and forward to the Lessor all
information. Should the cart be damaged due to the negligent acts of a golf patron, Town
Department of Leisure Services will provide the Lessor with available patron contact
information. The Town will work with Lessor to develop retail tickets for patron rentals.
15. Town of West Hartford agrees that it will not permit any other manufacturer’s golf carts
to be used during the lease period with the exception of special events when the Lessor
cannot provide additional carts.
16. Please supply a list of references where you presently have golf carts leased and/or
maintained.
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INSTRUCTIONS TO LESSORS
Amendment of Request for Proposal: The Lessor shall acknowledge receipt of a request
for proposal Amendment by signing and returning the document by the specified due date
and time.
Familiarization with Scope of Work: Before submitting a proposal, each Lessor shall
familiarize him/herself with the scope of work outlined in the request for proposals, laws,
regulations and other factors affecting contract performance. The Lessor shall be
responsible for fully understanding the requirements of the subsequent Contract and
otherwise satisfy him/herself as to the expense and difficulties accompanying the
fulfillment of contract requirements. The submission of a proposal will constitute a
representation of compliance by the Lessor. There will be no subsequent financial
adjustment, other than that provided by the subsequent Contract, for lack of such
familiarization.
SELECTION AND AWARD PROCESS
The Town shall award the contract to the bidder it determines to have provided the RFP that
is most advantageous to the agency.
Evaluation factors include:
Best straight lease option
Reputation, skill, and experience of the bibber
Quality and performance of equipment offered
Fuel efficiency of standard carts offered
Quality of performance on previous contracts
Ability of the vendor to provide the maintenance service expected
Please include brochures and a list of detailed specifications for each type of cart along with
the manufacturer’s warranty.
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