Request for Proposal MUNICIPAL GOLF CART LEASE PROGRAM

Transcription

1 Request for Proposal MUNICIPAL GOLF CART LEASE PROGRAM

2 TABLE OF CONTENTS I. Introduction 2 II. Cart specification 2 III. Loan terms 2 IV. Maintenance and Warranty 2 I. Delivery of the golf carts 2 II. Lender Qualifications 2 III. Submittal Requirements 3 A. Letter of Transmittal 3 B. General Vendor Information 3 C. References 3 D. Type of Golf Carts 3 E. Approach 3 F. Cost of the Cart 3 G. Terms of the Loan 4 H. An additional option (This is Optional) 4 I. Deadline for Submission of Proposals 4 J. Questions 4 K. Addenda 4 IV. Criteria for selection 4 A. Late Proposals 4 B. Contract Award 4

3 I. INTRODUCTION The City of Sheridan, Wyoming is seeking Request for Proposals (RFP) for replacing the previous leased golf carts for the Kendrick Golf Course. The City of Sheridan is requesting a fleet of 45 carts with proposed financing. Financing should reflect the following terms: Five year municipal loan with the option of a balloon payment and a guaranteed buyback price on the carts after 5 years. The specific nature and scope is outlined in this Request for Proposal (RFP). II. CART SPECIFICATION The selected respondent will supply 45 golf carts that meet the following specifications: Electronic fuel injection, independent front and rear suspension, 2 USB ports, an engine that has been in service on Wyoming (or similar climent) golf courses for 3 years or more, energy-absorbing bumpers, sweater basket, roof, and 2 numbers per cart. III. LOAN TERMS Annual payments on a five year municipal loan with a option of a balloon payment and a guaranteed buy back price after 5 years. The balloon payment and a guaranteed buyback price must match. IV. MAINTENANCE AND WARRANTY Standard 4-year limited vehicle warranty and available annual maintenance inspection. I. DELIVERY OF THE GOLF CARTS The golf carts will be delivered, on or before March 15, 2018, to the clubhouse at the Kendrick Golf Course. Kendrick Golf Course is located at 65 Golf Course Rd, Sheridan, WY II. LENDER QUALIFICATIONS The lender must have managed this type of loan in the past with a minimum of 30 golf carts, worked with a municipality, and hold the loan in house.

4 III. SUBMITTAL REQUIREMENTS A. LETTER OF TRANSMITTAL The letter is not intended to be a summary of the proposal itself. The letter of transmittal must contain the following statements and information: 1. Company name, address, and telephone number of the company submitting the proposal 2. Name, title, address, and telephone number of the person or persons to contact who are authorized to represent the company and to whom correspondence should be directed. 3. The letter must be signed by a corporate officer or other individual who is legally authorized to bind the applicant to both its proposal and cost schedule B. GENERAL VENDOR INFORMATION Provide the following information: 1. Length of time in business 2. Length of time in business of providing proposed services 3. Location of office which would service this account C. REFERENCES 1. Provide name, title, address, and telephone number of two or more references of clients whom you have provided similar services 2. Describe the actual services provided and the length of tenure providing services to each client referenced D. TYPE OF GOLF CARTS Provide the golf carts make, model, and specification. How long the cart is under warranty and what are the terms for the warranty. Also, state if there is a maintenance plan or annual service school provided to the City of Sheridan mechanics. E. APPROACH In two pages or less, provide the following: 1. Describe your approach and methodology to providing these services. Include how you will apply experience and city resources to meet the project objectives. 2. Summarize your proposal and your company s qualifications. Additionally, you may articulate why your company is pursuing this work and how it is qualified to perform it. Include any other pertinent information that helps determine your overall qualifications. F. COST OF THE CART List the cost of the golf cart and the guaranteed buyback price on the carts at 5 years.

5 G. TERMS OF THE LOAN List the rate on a five year municipal loan with the option of a balloon payment after 5 years. Provide the cost of the annual payments for the 45 carts golf carts under the loan terms. State the amount of the balloon payment that would be due at the end of the 5 years and a guaranteed buyback. They should match. Give the total cost of the loan over the 5 years not including the balloon payment. This loan should include all costs associated with the golf carts being delivered to Kendrick Golf Course Club House. H. AN ADDITIONAL OPTION (THIS IS OPTIONAL) If there is another option for obtaining the golf carts please list the terms and condition along with the benefit of this option. I. DEADLINE FOR SUBMISSION OF PROPOSALS One (1) electronic copy of the proposal shall be submitted and must be received no later than 1:00 pm, local time, on Tuesday, October 17, Proposals shall be mailed or ed to City Hall: Customer Service City of Sheridan Attention: Nathan Rager 55 Grinnell Plaza Sheridan, WY Nrager@sheridanwy.net J. QUESTIONS Inquiries should be ed using to nrager@sheridanwy.net on or before October 9, Any questions with their respective answers will be provided to all respondents. K. ADDENDA In the event that it becomes necessary to revise any part of this RFP an addendum will be provided to all respondents. IV. CRITERIA FOR SELECTION A. LATE PROPOSALS Late proposals will not be accepted B. CONTRACT AWARD A selection committee will conduct an evaluation of qualifications and will rate each submittal based upon the following criteria: 1. Experience 2. Schedule 3. Project approach

6 4. Satisfaction of clients/end users 5. Cost/terms 6. Ability to support/service carts on site The City of Sheridan reserves the right to accept, reject, waive any irregularities, or request changes in proposals. In the event that a satisfactory fee cannot be negotiated with the selected company, subsequent attempts will be made to negotiate with the other qualified companies in the order of their ratings. The City will work closely with the selected company to develop or refine a detailed scope of work, schedule for completion of tasks and costs associated with completed work included in the contract documents. The City is not liable for any costs incurred by the responding companies prior to contract issuance.