Fort Walton Beach Council agenda — 11-13-12 regular — reading text

c` N N= N N 41 ' T A TI T N T N T N= T N D T T- T p ti m N D 0 DN D D D DN D D a W 0 O m O 1 W O p O O O O m O O U O y Z Z Z Z Z Z Z Z p Z d m m m m m m m m W m L m 2 x x x x x x 2 x a 0 0 00 0 0 0 0 0 o a D a D- D - 3 D a D a s a 0 a ar aQ n n- ow ( O A 0A 10 t0 tO ( O t0 10 < O ( O t0 NN W O IJW N13 N13 1313 m t0 NN NN NN NN m 0 N N N N N N N N N N N N N N N N N N N W N 0.O W A- 0 N O A W W W O V U t0 W a U t0 W 00 N N W OOH 33 3 3 3 3 3 33 3 3 3 3 3 3 33 3 3 Packet Pg. 34.  8. 1.3'. 1. City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, City Manager From: Jeff Peters, Recreational and Cultural Services Director Date: November 13, 2012 Subject: RFP 12 -029 Golf Cart Lease 1. BACKGROUND: I. I. The City of Fort Walton Beach Golf Club currently leases golf carts from Club Car. The 42 -month lease expires on December 31, 2012. 2. DISCUSSION: 2. 1. On September 27, 2012, the Purchasing Division issued RFP 12 -029 for a Golf Cart Lease at the Fort Walton Beach Golf Club. On October 25, 2012, three ( 3) golf cart vendors submitted proposals. 2. 2. The three ( 3) vendors that submitted proposals were as follows: 2. 2. 1. Club Car. LLC 2. 2. 2. E -Z -Go Division of Textron, Inc. 2. 2. 3. Yamaha Golf Car Company 2. 3. An evaluation committee consisting of the Recreational and Cultural Services Director, the Golf Club Manager, and the Finance Director was formed to review and evaluate the proposals. 2. 4. The evaluation process was based on the following criteria: 2. 4. 1. Suitability of Proposal to Meet the City' s Requirements ( 20 %) 2. 42 Past Performance ( l0 %) 2. 4. 3. Price and Warranty Offerings ( 30 %) 2. 4. 4. Qualifications & Experience of the Firm ( 10 %) 2.4. 5. Location of Service Provider ( 10 %) 2. 4. 6. Ability to Meet or Exceed Delivery Requirements ( 10 %) 2. 4. 7. State Certified MBE/ WOB /SDVOB ( 5 %) 2. 4. 8. Local Merchant Preference ( 5 %) 2. 5. Based on the total scores submitted by the Evaluation Committee members, it was determined that Yamaha Golf Car Company was the highest ranked proposal. The rankings are listed below: 2. 5. 1. Yamaha ( 4. 117 out of 5. 000 points) Packet Pg. 35  8. 1 . 3 City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, City Manager From: Jeff Peters, Recreational and Cultural Services Director Date: November 13, 2012 Subiect: REP 12 -029 Golf Cart Lease 2. 5. 2. E -Z -Go ( 3. 883 out of 5. 000 points) 2. 5. 3. Club Car (3. 467 out of 5. 000 points) 2. 6. The following items were negotiated with Yamaha once the scoring was finalized: 2. 6. 1. Yamaha agrees to waive the freight charge upon termination of the lease agreement 2. 6. 2. Yamaha agrees to work with the Golf Club Manager to install the battery chargers. 2. 6. 3. Yamaha agrees to provide additional carts to the City, if needed, during the winter months with heavy business. 2. 6. 4 Yamaha will also provide two utility gas carts with fold down seats. 3. FINANCIAL INFORMATION: 3. 1. The proposed Golf Cart Lease will be for 42 months at a rate of $ 105, 660 per year, or 8, 805 per month. 3. 2. The lease of two additional utility gas carts with fold down seats will be $ 2, 112 per year, or $ 176 per month. 3. 3 The estimated cost to install the battery charges is $ 2, 500. 3. 4. The overall annual cost for FY 2012 -13 is $ 110, 272. A total of $114, 000 was allocated in the FY 2012 -13 budget for the Golf Club. 3. 5. The FY 2012 - 13 revenue from golf cart rentals is budgeted at $ 665, 000. 4. RECOMMENDATION: 4. 1. Staff respectfully recommends awarding RFP 12 -029 for a42- month Golf Cart Lease at the Fort Walton Beach Golf Club to the highest ranked vendor, Yamaha Golf Car Company, at an annual cost of $110, 272. ATTACHMENTS: RFP 12 -029 Evaluation Committee Rankings ( PDT) RFP 12 -029 - Proposal - Yamaha ( PDT) SIGNATURE BLOCK: Packet Pg. 36  8. 1. 3 City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, City Manager From: Jeff Peters, Recreational and Cultural Services Director Date: November 13, 2012 Subiect: RFP 12 -029 Golf Cart Lease Jeff Peters Completed 11/ 06/ 2012 10: 45 AM Finance Completed 11/ 06/ 2012 10: 47 AM City Attorney Completed 11/ 06/ 2012 11: 01 AM Carole Jones Completed 11/ 06/ 2012 11: 13 AM City Manager Completed 11/ 07/ 2012 4: 14 PM City Council Pending PackeEAg4.37  8. 1. 3. a RFQ 12 -029 - GOLF CARTS 11/ 12012 2PM- CONFERENCE ROOM - ANNEX BLDG PRELIMINARY PROPOSAL SCORES & RANKINGS Jeff Peters David Trimm Brandy Ferris TOTAL TOTAL OVERALL PROPOSER SCORE