JEKYLL ISLAND STATE PARK AUTHORITY Request For A Sealed Quotation Date Released June 30, 2016 Bid Opening: Tuesday July 26, 2016 3:00PM ET Request for Quotation RFQ #328 For the Project: Golf Carts & Utility Vehicles Lease, Jekyll Island, Georgia Noel Jensen Senior Director of Facilities & Public Services Jekyll Island-State Park Authority 100 James Road Jekyll Island, Georgia 31527 (912) 635-4091 E-mail: njensen@jekyllisland.com Fax: 912-635-4004 www.jekyllisland.com Page 1
Table of Contents PROPOSAL COVER PAGE 1 TABLE OF CONTENTS.2 PROPOSAL REQUEST...3-4 TERMS AND CONDITIONS.4 EVALUATION 5 MINIMUM SPECIFICATIONS..6-8 ELECTRIC CARTS 7 UTILITY CARTS 8 QUOTATION RECORD...9-11 PROPOSAL LETTER 12 PROPOSAL FORM 13 STATEMENT FOR PROPOSERS QUALIFICATIONS.. 13 REFERENCES FOR PROJECTS COMPLETED.15 Page 2
JEKYLL ISLAND STATE PARK AUTHORITY Request For A Sealed Quotation Date Released June 30, 2016 Request for Quotation RFQ #328 For the Project: Golf Carts & Utility Vehicles Lease, Jekyll Island, Georgia All Quotations are to be made in accordance with the provisions of these instructions and specifications. Quotations should be submitted to Noel Jensen, Senior Director of Facilities and Public Services, Jekyll Island-State Park Authority, 100 James Road, Jekyll Island, Georgia 31527. The deadline for submitting Quotations is 3:00 p.m. legally prevailing time on Tuesday July 26, 2016, at which time Quotations will be opened and recorded. Minority business enterprises shall have a fair and equal opportunity to submit Quotations. All companies are encouraged to subcontract with minority business enterprises. Quotations shall be evaluated by criteria set forth in this Request for Quotation. Subsequent to the deadline for submitting Quotations, Offerors may correspond with the Jekyll Island-State Park Authority representative named below for the purpose of Quotation clarification. All correspondence shall be conducted with: Noel Jensen Senior Director of Facilities& Public Services Jekyll Island-State Park Authority 100 James Road Jekyll Island, Georgia 31527 E-mail: njensen@jekyllisland.com Fax: 912-635-4004 All questions concerning this RFQ must be submitted in writing (e-mail or fax may be used) to the contact person named above. No questions other than written will be accepted. No response other than written will be binding upon the Jekyll Island-State Park Authority. From the issue date of this RFQ until a successful Offeror is selected, Offerors are not allowed to communicate for any reason with any staff except through the individual named above. Page 3
Terms and Conditions Offerors are cautioned that any documentation submitted with or in support of a Quotation will become subject to public inspection under the Georgia Open Records Act. By submitting a Quotation in response to this RFQ, the Offeror agrees that it will not request, and will not authorize anyone on its behalf to request any other Offeror's response to this RFQ. Likewise, Offeror will not utilize any information contained in any other Offeror's response to this RFQ, regardless of how that information is obtained, in formulating any response to this RFQ. The Jekyll Island-State Park Authority reserves the right to amend the RFQ prior to the date of Quotation submission. Amendments will be sent to all Offerors. Prior to the Quotation due date, a submitted Quotation may be withdrawn by the Offeror by submitting a written request to the Jekyll Island-State Park Authority representative named above. The cost for developing the Quotation is the sole responsibility of the Offeror. The Jekyll Island-State Park Authority will not provide reimbursement for such costs. Each Quotation shall be prepared simply and economically, providing straightforward, concise delineation of Offeror's ability to satisfy the requirements of this RFQ. Original blue ink signatures by the appropriate individual or authorized official of the proposer are required, where appropriate. Quotations are to be submitted in a plain envelope with the project title, RFQ number, and the name of the proposer written on the front. Quotations submitted via fax or "not sealed" will be rejected. Quotation shall include the following: Proposal Letter Quotation Form Statement of Proposer s Qualifications References for Product Deliveries Completed The Contractor awarded the job is to provide the required bonds and insurance prior to any work being started. Page 4
Evaluation Within 7 days of the opening of sealed Quotations, all Quotations will be examined by the Jekyll Island-State Park Authority (Owner) to verify if requirements of the RFQ have been met. Failure to meet any of the Quotation requirements will be cause for the rejection of a Quotation. Award shall be given to Quotation deemed most advantageous to the Owner acting in its sole discretion. The selection committee will rate all proposals utilizing the Weighted Rating System (See below). The sum of the Total Weighted Ratings assigned by the committee members will be use to rank the proposals. 1 Evaluation Criteria Weight 0-5 Score Stability of Proposal to exceed Authority's requirements and delivery schedule 20% Weighted Score 2 Past Performance (references) 10% 3 Price and Warranty offerings 30% 4 Qualifications & Experience of firm in providing golf carts under lease agreement 10% 5 Location of Maintenance Service Provider 15% 7 Leasing Company - Qualifications; customer service levels 15% Page 5
Minimum Specifications For All Bid Items 1. Standard Factory Equipment All standard factory equipment shall be included with the vehicle and equipment; no deletions of standard factory equipment will be permitted unless specifically superseded in these specifications. Accessories not specifically mentioned herein, but necessary to furnish a complete unit ready for use, shall also be included. 2. Workmanship and Durability Workmanship throughout the vehicle shall conform to the highest standards. Durability shall be sufficient to allow safe and efficient operations of the vehicle over entirety of lease. The vehicle shall be built to, and perform in accordance with, all applicable government requirements, standards and specifications. 3. Demo Carts Prospective vendors may be asked to provide the Authority a demo cart for a fixed amount of time, prior to lease being awarded, in an effort to test the cart on premises. 4. Standard Requirements: Meets Spec? Item Description Yes No Manuals One (1) complete parts, service, and repair manuals One (1) operator manual Warranty Equipment Warranty shall be a full three (3) years, to commence at date of delivery. Warranty shall cover all parts and labor associated with defects in components of workmanship, in addition to all other specified warranties. Copy of complete warranty must be supplied with bid package. The bidder warrants and guarantees to the Authority that all equipment and materials to be furnished under this proposal are free from all defects in workmanship and materials. Delivery FOB: Jekyll Island Golf Course, Capt. Wylly Rd., Jekyll Island, GA 31527. Quantity to be delivered to location will be determined after bid opening and award of bid. Vendor must call Rob Ellis, Director of Golf at 912-635-2368 prior to delivery of vehicles and equipment. Page 6
Minimum Specifications For Electric Powered Golf Carts 2017 Models 1. Quantity: Total of 180 2017 units 2. Color: Vendors to supply full color chart of available colors offered at no extra cost 3. General Requirements: Proposed Make/Model: Meets Spec? Proposed Item: Description: Yes No Product Specifications Minimum Options Four (4) drink holders (180) Scorecard Holder Storage area for golf balls and personal items Backup warning alarm Two number decals Clear windshields flat folding Information card holder One (1) sand and seed containers with bracket One (1) Cooler w/ Bracket Two (2) sets of keys for each cart Golf Course Logo of JIA choosing at no cost 3. Additional Standard Features of Quoted Equipment: Vendor may offer to supply a stock of common replacement parts such as tow bars and other commonly replaced parts as an added value to the JIA at no additional charge. Additional Electric Carts: (1) Transportation vehicle 8 passenger (4) (Red) electric powered carts Page 7
Minimum Specifications For Golf Course Utility Vehicles W/Ball Picker Gasoline Powered 2017 Model 4-Wheel Heavy Duty Model 1. Quantity: A total of fourteen (14) units 2. Color: Manufacturer s standard color 3. General Requirements Proposed Make/Model: Meets Spec? Proposed Product Item: Description: Yes No Specifications Minimum Options: Ball cage (1 each) Sun canopy with windshield Trailer hitch Two (2) sets of Keys for each cart 4. Additional Standard Features of Quoted Equipment: Additional gas powered carts: (2) Beverage vehicle café express (11) Utility Vehicles with bed (1) Ball Picker Page 8
Quotation Form References: Proposer shall provide references from a minimum of three (3) SE Region golf courses owning more than thirty (30) of the same make and year model car being proposed. Phone numbers and contact name shall also be listed. Service Schedule: A service schedule if any, for equipment listed in the proposal and the cost for that service shall be provided. Lease Proposal: The Authority desires to enter into a financial arrangement for the lease of the aforementioned golf carts. The lease will be three (3) years. The total cost of the equipment, including all optional equipment, will be as follows. Please include exact delivery date for all vehicles. Equipment Delivery: Delivery will be made no later than October 26, 2016. (Special consideration will be given for delivery by October 20, 2016 with lease payments beginning in December). Option 1: 160 Units with GPS Unit Price $ 20 Golf Carts without GPS $ Additional Carts: Cost of 1 Utility Vehicle w/ball Picker Unit - Unit Price $ $ Cost of 2 Beverage Carts - Unit Price $ $ Cost of 1 Eight Passenger Cart - Unit Price $ $ Cost of 4 Red Carts - Unit Price $ $ Cost of 11 Utility Carts - Unit Price $ $ Total Equipment Cost - Unit Price $ $ Total Cost: 3 years Unit Price $ $ Page 9
Lease/Financing Options: Annual Percentage Rate Closing or Other Costs Total Cost of Lease % Annual Lease Payment GPS Options (for 160 Carts) Cart Connectivity Cart Tracking Golfer Experience 3D Course Layout Tournament Software Option 2: A total of one hundred and eighty (180) 2017 units without GPS Cost of Golf Carts Unit Price $ Additional Carts: Cost of 1 Utility Vehicle w/ball Picker Unit - Unit Price $ Total Cost: 3 years $ $ Cost of 2 Beverage Carts - Unit Price $ $ Cost of 1 Eight Passenger Cart - Unit Price $ $ Cost of 4 Red Carts - Unit Price $ $ Cost of 11 Utility Carts - Unit Price $ $ Total Equipment Cost - Total Cost: 3 years $ $ Page 10
Lease/Financing Options: Annual Percentage Rate Closing or Other Costs Total Cost of Lease Annual Lease Payment % Signature The undersigned, having carefully read and considered these bid documents, does hereby offer to provide such services or equipment on behalf of the Jekyll Island Authority, in the manner described and subject to the terms and conditions set forth in the attached bid. Services, or equipment will be provided at the rates set forth in said bid. I agree to comply with all of the conditions, specifications, and special instructions as herein stated or implied. The undersigned further states that this bid is made in good faith and is not founded on, or in consequence of, a collusion, agreement, or understanding between themselves or any other interested party. Company: Contact: Adress: City: State: Zip: Phone: Fax: Cell: Authorized Signature: Federal Tax ID Number: Email: Page 11
PROPOSAL LETTER We propose to furnish and deliver any and all of the deliverables and services named in the attached Request for Quote (RFQ). We further agree to strictly abide by all the terms and conditions contained herein as modified by any attached special terms and conditions, all of which are made a part hereof. Any exceptions are noted in writing and included with this proposal. It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the Jekyll Island-State Park Authority, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the Jekyll Island-State Park Authority. It is understood and agreed that we have read the specifications shown or referenced in this RFQ and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and all such specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. It is understood and agreed that this proposal shall be valid and held open for a period of ninety (90) days from proposal opening date. PROPOSAL SIGNATURE AND CERTIFICATION (Proposer must sign and return with proposal) I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign this proposal for the proposer. I further certify that provisions of the Official Code of Georgia Annotated, Sections 45-10-3 (6) have not been violated and will not be violated in any respect. Authorized Signature Date Printed Name, Title Company Page 12
PROPOSAL FORM The proposal form shall include the RFQ number and the project title. A heading entitled as Scope Of Work shall include a narrative of how the offeror proposes to supply the goods or services contained in the RFQ. Dates for major milestones and a total completed price of the offering shall be included in the proposal form submitted by the offeror. STATEMENT OF PROPOSER S QUALIFICATIONS Legal Name of Company: Business Address: Telephone: Fax: Plan of organization: Corporation Proprietorship Partnership When organized When incorporated How many years have you been engaged in business under the present firm name? Financial Statement: Please attach your most current financial statement. Credit available for this contract: Contracts now in hand, gross amount: Have you ever been declared in default on a contract? If yes, please explain Names and addresses of company officers: President Address Secretary Address Page 13
Treasurer Address Signature: Printed Name: Title: Company Name: Address: Telephone Number: Sworn to and subscribed before me this: NOTARY PUBLIC day of, Notary Public Signature Printed Name My Commission Expires Notary Stamp Page 14
REFERENCES FOR PRODUCT DELIVERIES COMPLETED (Submit a minimum of three in SE Region) For Each Product Delivery Include: Name and address of course Date contract started, date completed Description of product delivered Reference name for course director/manager Reference address, telephone number, e-mail INDEMNIFICATION Proposer hereby waives, releases, relinquishes, discharges and agrees to indemnify, protect and save harmless the JIA and the State of Georgia (including the State Tort Claims Trust Fund), their officers and employees (hereinafter collectively referred to as Indemnitees), of and from any and all claims, demands, liabilities, loss, costs or expenses for any loss or damage (including but not limited to bodily injury or personal injury including death, property damage, workers compensation benefits, employment benefits, libel, slander, defamation of character, and invasion of privacy) up to the limits of the coverage of liability insurance required by this Agreement and attorneys fees, caused by, growing out of, or otherwise happening in connection with this Agreement, due to any act or omission (whether intentional or negligent, through theft or otherwise) on the part of proposer, its agents, heirs, assignees, or others working at the direction of proposer or on its behalf; or due to any breach of this Agreement by proposer or due to the application or violation of any pertinent federal, state or local law, rule or regulation by proposer, its agents, heirs, assignees, or others working at the direction of proposer or on its behalf; or caused by any other person. This indemnification obligation survives the termination of the Agreement and the dissolution or, to the extent allowed by law, the bankruptcy of proposer. This indemnification does not extend to claims for loses or injuries or damages incurred directly by JIA due to the sole negligence of JIA. Signature of Proposer: Date: Page 15