HomeMy WebLinkAboutCAP 2011-03-14 Item 2C - Bid Award - Purchase of 34 Golf Carts for Foster Golf Course ,L;4
o City of Tukwila
1 u k, 1 Rick Still, Parks and Recreation Director
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Community Affairs and Parks Committee
FROM: Rick Still, Parks and Recreation Director
TzE Robert Eaton, Park /Facilities Project Coordinator
DATE: March 9, 2011
SUBJECT: Bid Award for Purchase of 34 Golf Carts
ISSUE
Award the bid for the purchase of thirty -four (34) Gas Powered Golf Carts for Foster Golf Links.
BACKGROUND
Foster Golf Links (FGL) currently owns 34 golf carts that were purchased through a 60 -month
lease to own program in 2005. The current fleet is 6yrs old and many carts need significant
repair or replacement. In addition, every year additional carts are rented to meet the high
demand during the busy months.
Staff desires to purchase 34 new carts based on need and demand. This will build the fleet and
rentals will not be needed; the fleet will be fully operational and overall in better condition.
Having more carts on hand at all times will provide more opportunities to generate revenue.
When the clubhouse was constructed in 2004 the plan was to have the carts on a 4yr
replacement cycle, this will begin that process to cycle out the older carts while growing the fleet
size to meet the demand.
The project was advertised for bids on February 17, 2011. Four bids were received and opened
on Thursday, March 3, 2011 and the bids were checked and tabulated.
Funding for the purchase of the carts is in the budget and comes from moving $16,100 out of
411.00.576.681.45.00 "Operating Rental and Leases" into 411.00.582.760.75.00 "Capital
Leases and Install" to increase that line to $27,766 annually since rentals will no longer be
needed. Instead of beginning another 60 -month lease, Foster Golf Links will "borrow from itself"
to make an outright purchase of the 34 new carts, which will recoup the savings of not having to
pay interest for the next 5 and half years on a lease and provide better carts sooner, the cost
savings is approximately $35,000 over 5 years and 7 months, using an annual payment of
$27,766 that is budgeted.
If operations continue as they did in 2010 a worst case scenario could arise. The extremely
poor weather in 2010 resulted in a fund loss of approximately $100,000 (after debt service
payments). This loss significantly impacted an already modest fund balance. If operations
continue as they did in 2010 the fund balance could go negative by the end of 2011 with the
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INFORMATIONAL MEMO March 9, 2011
Bid Award for Purchase of 34 Golf Carts
Page 2
acquisition of 34 new carts. This would result in a need to allocate 2012 general fund subsidy to
the golf fund in 2011 to prevent a negative fund balance. This could simply be a timing issue
because the primary golf season is just around the corner and definitely a short term issue
because the "internal loan" will be paid back after four years. If the course experiences a
season similar to 2010, then additional contributions from the general fund will be necessary
within the current biennium, however this will correct itself in following biennium. Please see
alternatives below.
ANALYSIS
The project was advertised for bids on February 17, 2011. Four bids were received and opened
on Thursday, March 3, 2011 and the bids were checked and tabulated. Pacific Golf and Turf is
the apparent lowest bidder with a base bid of $114,030.00. The estimate was $120,000.00.
After reviewing the bids it was determined that Pacific Golf and Turf is the lowest qualified
bidder.
BUDGET AND BID SUMMARY
Estimate $120,000.00
Pacific Golf and Turf $114,030.00
Northwest Yamaha Golf Cars $114,360.00
Thermo Kind Northwest $130,130.00
MC Electric Vehicles $232,830.00
ALTERNATIVES
1. Reject all bids due to the negative fund balance issue utilize short -term lease through
the year and repair all current carts to fully operational at a cost of about $16,000.
Additional, maintenance cost may increase this price throughout the years. The short
term lease provides carts for only the high season and for large tournaments. This option
cost as much as purchasing carts. However, if purchased the revenue can be collected
on the carts throughout the entire year.
2. Reject all bids due to the negative fund balance issue utilize the National
Intergovernmental Purchasing Alliance Company (NIPA) lease option. This is like the
'state bid' program but it is a national program. The City of Tukwila is registered with this
program. The lease interest will cost approximately $35,000 more over a 67 -month term
(5 years 7 months). Potentially, the carts may not be here by May 2 when the golf
operations need to have the large number of carts.
3. Reduce the number of carts purchased. Reducing the number of carts could help to
reduce the negative fund balance issue. However, the bid proposals were for 34 carts. It
would have to be determined if we can reduce this number with the current bid packets
and be approved by the apparent lowest bidder. If the bids were rejected, and the bid
process reinitiated for a lesser number of carts, the vendors could not provide the carts
in time to meet the May 2 golf operation needs.
3 2 W:12011 Info Memos\Golf Cart Bid Award Informational Memo (3- 9- 11)REVISED.doc
INFORMATIONAL MEMO March 9, 2011
Bid Award for Purchase of 34 Golf Carts
Page 3
RECOMMENDATION
The Council is being asked approve the recommendation of a bid award for the purchase of
thirty -four (34) gas powered golf carts to Pacific Golf and Turf in the amount of $114,030.00
consider this item at the March 28, 2011 Committee of the Whole meeting and subsequent April
4, 2011 Regular meeting.
ATTACHMENTS
Exhibit A Pacific Golf and Turf Bid
Exhibit B Pacific Golf and Turf Loaner Fleet Commitment
Exhibit C Bid Tabulation dated March 3, 2011
Exhibit D Budget Sheet Pg 283
W:12011 Info Memos \Golf Cart Bid Award Informational Memo (3- 9- 11)REVISED.doc
33
34
Exhibit A
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SPECIFIC TIONS
THIRTY -FOUR (34) GAS POWERED GOLF CARTS
This specification is to set forth the specific requirements for a fleet of thirty -four (34) gas
powered golf carts, numbered 1 34. The carts are to be new 2011, two seat capacity,
gas powered, white body with white or similar colored roof and have a solid windshield,
sweater basket, drink holders and hub caps. Bid will include the Trade in of ten (10) 2005
Club Car Precedent Golf Carts in running condition.
These devices shall be to the manufacturer's standard. They shall be equipped with the
manufacturer's equipment and accessories which are included as standard in the
advertised and published literature for these units. No such item of equipment or
accessories shall be removed or omitted for the reason that it was not specified in the bid.
If it is necessary to bid alternate equipment or to take exceptions to the specifications as
set forth, this must be so stated in your bid. For each item, please place an X in the
appropriate space (Yes No) to signify whether or not you are in complete compliance
with the specification. Failure to follow the format or answer the specification may cause
your bid to be disqualified. If you need extra space to describe your product, please
attach extra sheets. When doing this, be sure your description references the appropriate
question number.
Delivery of all thirty -four (34) carts must be by 10:OOam on Monday, May 2, 2011. If new
vehicles are not delivered by this date and time then a loaner fleet of thirty -four (34)
comparable carts in good operational condition shall be provided to the City of Tukwila,
Foster Golf Links, at no additional charge until delivery of purchased equipment happens.
All carts are to be factory set to regulate speed control to a maximum speed of 10mph.
Page 1 of 5
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35
CONIPLV
SPECIFICATIONS YES NO
1. Gas Engine X
2. Minimum 350cc's X
3. Minimum speed of 8mph Y
4. Four Rubber Tired Wheels V
5. Bag Carrier Y
6. Bumpers x
7. Minimum 5 gal fuel tank capacity I
8. 2 person seating capacity
9. Color White Body X
11. Color White or similar Tight color roof X
12. Solid Windshield X
13. Sweater Basket X
14. Drink Holders Please specify number
15. Numbered Decals (1 34) X
16. Hub Caps k
17. Manuals: Four (4) Operator's and Four (4) X
Maintenance /Parts manuals
18. a. Delivery of all completed golf carts by 10:00a.m. on
Monday, May 2, 2011 X musr /„,L Vcaag 'o Z
r n-s 9-5 "fri
b. Delivery of all completed loaner golf carts by 10:OOa.m. on re �C �nY.
Monday, May 2, 2011 if purchased carts are not delivered.
19. Full Four (4) year coverage warranty. X
20. Please list on separate sheet of paper, any additional
pertinent information not covered in the specifications area of
this bid, (i.e. loaner carts during warranty repair work, rental
pricing for extra carts, etc.) and any significant benefits
associated with the purchase of your carts. X
21. Supply a copy of manufacturer's warranty with bid. X
22. Supply a copy of any additional dealer's warranty with bid X
23. Vendor to state number of years in business as a golf cart
supplier ,2.5 W --Ax's
24. Completed units are to be delivered to the following address,
cleaned. numbered. and ready to place in service:
(Customer) City of Tukwila Foster Golf Links
(Street address) 13500 Interurban Avenue South
(City, State, Zip Code) Tukwila, WA 98168
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36
COMPLY
SPECIFICATIONS YES NO
25. MANUALS: SUCCESSFUL BIDDER SHALL PROVIDE
FOUR (4) SETS OF THE FOLLOWING: 1(
1. Service manual
2. Parts manual
3. Lubrication charts (if applicable) X
4. Wiring schematic (as built) X
5. Operator manual
26. Are manuals available on computer disk? if yes, please X(
provide one CD of each manual.
27. Sets will include, but will not limited to:
1. Engine
2. Electrical and diagnostics X
28. All manuals will be available with the vehicle at the time of
delivery.
29. TRAINING: Give name and phone number of a person or
persons who would be available to assist in solving technical
problems
Name Im L r- 6(- LRVIGC- 425 X54 5 0q
is ei s A/J'N46.6e
30. Mechanic Training may be at factory or on -site, and will
consist of, but not limited to, engine, transmission, brakes,
wiring and electrical systems, and suspension. Trainer will
provide all visual and teaching aids needed. Training will be
within 60 days after delivery. Training not conducted at
Tukwila will include all expenses to training site and returning x
to Tukwila. Training is to be at a mutually agreeable date
and time. Training requested is for 1 day for 4 hours.
31. The City of Tukwila reserves the right to waive, decline, or
take exception to any order if specifications are not met or
changes are not approved.
MINIMUM REQUIREMENTIES FOR WARRANTY BELOW:
1 Component
I Yrs LVilleso`r Hours •Manufacturer shame
1 Clutch System 1;4 3 A //-1 26-0
1 Suspension 1 1
1 Transaxles 1 J
Control Cables 1x'2 1 1
Speed Controller 1 4 1 1
1 Brake System 14 1 1 I
1 Frame 1)4 LIFE I 1
1 Electrical System 1,4' 1 1
1 1
Body Panels, Trim, Bumpers 1 3 1 1
Seats 14 1 1 1
I Canopy /Roof System 1 4 1
Powertrain (engine, starter, f' I qi
R t e
torque converter, etc)
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37
YES NO COMMENTS
The City of Tukwila shall be authorized to make minor
emergency repairs and will be reimbursed by the bidder as per
applicable warranty for parts and labor, not to exceed two
hundred ($200.00) dollars per incident.
Bidder will pay all transportation costs associated with warranted
repairs, unless a mutually agreed -upon site or method of v
transport is used.
At no cost to the City of Tukwila, prior to warranty expiration, the C4-r is RECru .o scr}G
bidder will make an equipment inspection and perform any
warrantable repairs.
The warranty will include the cost of transporting, if necessary,
because of the failure of a warranted part.
Replacement and /or rebuilt parts warranty will be six (6) months P4 J2
��yy !;C-PM L- tirG -�v3 Ts w�o�
after installation or manufacturer's warranty, if longer. fi Gov6,foo ,3y P26-0 IA/461,4AIT
If the failure of any system or subsystem causes the failure of
another system, the warranty of the original failure will cover all X
subsequent failures.
Bidder is to provide to the City of Tukwila, at no cost, all forms, Lea .mvrs; 6 3.M 1
books or software, including points of contact, necessary to
submit warranty claims. Au- wg C49144S
Repairs made by the bidder shall begin within five (5) days of
notification and be completed in a timely manner.
Parts to be shipped within five (5) days of request. V CoNfl o v 1Ci5 prior
EC-1- o, 13A41141: -y¢ FfrOM C2&C,
USE OF OTHER NAMES AND REFERENCES
Unless otherwise stated, the use of manufacturer's name and product numbers are for
descriptive purposes and establishing general quality levels only. They are not intended
to be restrictive. Bidders are required to state exactly what they intend to furnish,
otherwise, it is fully understood that they shall furnish all items as stated.
BROCHURES AND LITERATURE
Your proposal must be accompanied by descriptive literature (marked), indicating the
exact items to be furnished. The term "as specified" will not be acceptable.
Page 4 of 5
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38
BID SUBMITTAL SHEET
THIRTY -FOUR (34) GAS POWERED GOLF CARTS
Make /model proposed:
2n11 ��Go s
Unit Price Per Golf Cart as specified: 3 S o 0
Total Price for Thirty -Four (34) Golf Carts as specified: 030'
<Sales tax is not included, the City charges sales tax at the time of renting the carts to golfers.>
Trade -In Price Per Cart for 2005 Club Car Precedent Golf Carts: 1, SOO'
Total Trade -In Price for Ten (10) Golf Carts: /.5: 000 „ALL_ TRAocs Muss 5 7 5
/.4/0 1( C.2 DUI'1IV$- 4/0,01,91_ o ie9 Tu&t/ 4N /1/o�- EXg3 cosi+'1G -TlG D44.4 )3GYoivo
A/o,Qir)q- 114/2 re e
TOTAL (after Trade -In amount deducted): 14,0 3
Delivery time in calendar days after receipt of order: 45 OAYs 1 reil7 /fe3,96.- GnM44- 2 1 14 2
Do you certify that you are not on the Comptroller General's list of ineligible contractors nor the list
of parties excluded from Federal procurement or nonprocurement programs? (Yes) No
Company Name /i /6/4. UBI# &a. eecK 19.5
Address /5/ 9 3VVKF0co Ave
City /State /Zip code /n rt0M1 WA qa2 q
OFFAL& 260 568 =7795
Phonel&L, 253 5O5- Fax 360 5( -77 TH
Name (please print) ■)r,/ST,v Aar Title 1� �Ayi -Try U ��ccs /1c- �.resc- �r�rAT�uc-
Signed �a Date 3 3- /1
Page 5 of 5
Printed: 2/17/11 9:56 AM
39
Thank for the opportunity to bid for the cart fleet at Fosters Links. Please take the following page of
information into consideration when reviewing the bid.
While no golf car manufacture carries a full four warranty on their cars, EZGO does have the
most coverage of any manufacturer. I have attached a comparison sheet showing the factory
warranties of both EZGO and our competitors.
The 401cc, 4 cycle, low emission engine in the EZGO TXT car provides 13 horsepower. This extra
power allows the EZGO TXT car to run at a lower RPM thus using less fuel and providing a ride
with less vibration then other cars. This engine also uses a standard screw on oil filter to protect
the engine where one of our competitors uses a splash style oil system with no oil pump or oil
filter.
Rentals are available before delivery but we must know how long they will be needed before
we are able to determine if there will be a charge for them or not. This will be determined from
when the order is received if we are the successful bidder.
Pacific Golf and Turf Headquarters are located in Ridgefield Washington. With offices in
Snohomish, Spokane, Ridgefield, and four additional in Oregon and Hawaii allows Pacific Golf
and Turf to stock a large inventory of parts. Based out of Snohomish we employ a full time
mobile golf car mechanic to provide you with any of your warranty or service needs.
If there are any questions during the discussion period please do not hesitate to give me a call
or email.
Tha ou
ustin Rose
Pacific Golf and Turf
Washington Sales Representative
(253) 508 -9192
jrrose @pacificgolfturf.com
40
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Exhibit B
7777/
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131311 Turf
If the PO from the City of Tukwila for 34 golf cars is released on April 5 Pacific
Golf and Turf will provide 34 rental golf cars until the 34 new 2011 EZGO TXT Gas
cars are delivered to Fosters Golf. This will consist of the 10 used trade -in from
Fosters and 24 cars from Pacific Golf and Turf.
Thank you
r
Justin Rose
Pacific Golf and Turf
253 508 -9192
42
CITY OF TUKWILA Exhibit C
OFFICE OF THE CITY CLERK
Christy O'Flahertv, CMC, City Clerk
BID OPENING
Thirty Four (34) Gas Powered Golf Carts
March 3, 2011 10:00 A.M.
SECURITY ADDENDUMS TOTAL I3ASE BID APPARENT
BIDDER NAME BID ACKNOWLEDGED PRICE LOWEST BIDDER
DATE
E
Thermo King Northwest
02/28/2011 3:41 PM 130,130.00 3
Northwest Yamaha Golf Cars
03/01/2011 10:53 AM 114,360.00 2
MC Electric Vehicles
03/03/2011 8:47 AM 232,830.00 4
Pacific Golf and Turf
03/03/2011 8:54 AM 114,030.00 1
120
The above figures appear as written within bid documents; and as read aloud at bid
opening. THEY DO NOT however, REPRESENT ANY BID AWARD; apparent low, or
otherwise.
DATED this 3 day of March, 2011.
./s/
c2"
Christy O'Flahe City Clerk
43
2011 -2012 Biennial Budget City of Tukwila, Washington
Foster Golf Operations Exhibit D
Expenditure Revenue Summary
2008 2009 2010 2011 2012 2010 -11 2011 -12
Object Description ACTUAL ACTUAL BUDGET BUDGET BUDGET change °/o change
10 Salaries Wages 672,795 739,968 769,240 802,027 826,927 426% 3.10 %1
20 Personnel Benefits 250,920 267,686 321,016 238,654 264,461 25.66% 10.81 %I
30 Supplies 197,518 1 189,925 230,000 231,908 231,908 0.83% 0.00 %1
40 Other Services Charges 181,818 1 308,251 316,675 293,107 285,282 -7.44% 2.67 %1
50 Intergovt. Services Taxes 7,0771 68,194 6,000 72,000 73,000 1100.00% 1.39 %1
60 Capital Outlays 5 1 50,000 75,000 25,000 50.00% 66.67 %1
00 Other 175;417 1 159,784 738,978 571,673 579,183 22.64% 1.31%
EXPENDITURE TOTAL 1,485,545 1 1,733,808 2,431,909 2,284,369 2,285,761 6.07% 0.06%
I REVENUE
Golf Fund 411 Working Capital (600,439) (22,265) 169,909 372,169 370,514 1 119.04 %1 -0.44%
Greens Fees 1,098,808 1,043,663 1,310,000 1,200,000 1,200,000 1 8.40 %1 0.00%
'Transfers -In 502,240 328,559 450,000 225,000 225,0001 50.00 %1 0.00%
'Power Cart Rentals 7192,078 186,040 186,000 195,000 195,000 1 4.84 %1 0.00%
Sales of Merchandise 170,262 157,967 170,000 128,000 130,000 24.71 %I 1.56%
Concession Proceeds 50,499 19,248 120,000 120,000 120,000 0.00 %l 0.00%
i
'Miscellaneous Revenue 72,097 20,596, 26,000 44 ;200 45,247 1 70.00 %1 2.37%
)REVENUE TOTAL 1,485,545 1,733,808 2,431,909 2,284,369 2,285,761 1 6.07 %1 0.06%
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