Fort Walton Beach Council agenda — 05-12-09 regular — reading text

Statues for category two, for a period of 36 months from the date of being placed on the convicted vendor list. 14. FLORIDA PROMPT PAYMENT ACT 14.1 PROPER INVOICE For purposes of billing submission and payment procedures, a " proper invoice" by a contractor, vendor or other invoicing party shall include at least the following information: a) a description, including quantity, of the goods or services provided to the City reasonably sufficient to identify the goods or services; b) the amount due, applicable discounts, and the terms of payment; c) the full name of the vendor, contractor or other party who is supplying the goods and/or services including a mailing address in case of a dispute and a mailing address for payment purposes if they are different) and a telephone number; d) the purchase order or contract number as supplied by the City; e) identification by office, division, or department of to whom the goods or services were delivered or provided; 14.2 DELIVERY OF INVOICE All invoices, to be considered a proper invoice, shall be delivered to Accounts Payable, Finance Department, City of Fort Walton Beach, P.O. Box 4009, Fort Walton Beach, Florida, 32549. 14.3 DELIVERY; ACCEPTANCE REQUIRED An invoice will not be considered proper unless there has been delivery, installation, or provision of the goods or services to the correct City office, division, or department; there was acceptance by the City of the goods or services; and the contractor has otherwise complied with all of the contract's terms and conditions and is not in default of any of them. 14. 4 INVOICE DISPUTE PROCEDURE If there is a dispute between the City and contractor regarding an invoice, the City or contractor may initiate this invoice dispute procedure. Either party can initiate the dispute procedure, within 45 days after the receipt or denial of an invoice, by providing the other party in writing of a dispute and stating the specifics of the dispute. The parties shall exchange all materials and information to support their claims and provide a copy of all materials and information to the Finance Director. The Finance Director shall review all materials and information and conduct a meeting with the contractor and the responsible City office, division, or department. The Finance Director shall then issue a written final decision no later than 60 days after the date of notice of the dispute. The final decision shall be immediately mailed or hand -delivered to the contractor. 15. CONFLICTS The proposer acknowledges and warrants that no one was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/ or supplies specified in this request for proposal. 16. INSURANCE/ PERFORMANCE BONDS Insurance and/or performance bond coverage may be required by the Contract. Such insurance or bond shall be continued in effect for the term of the contract. Should a Contractor fail to provide acceptable evidence of current insurance and/ or a performance bond within seven ( 7) days before the expiration date of an insurance policy or bond, the City shall have the right to terminate the Contract. 17. DRUG-FREE WORKPLACE CERTIFICATION By submitting the Drug Free Workplace Form as part of this request for proposal, you are certifying that your company is a drug -free workplace in accordance with § 287.087 of the Florida Statutes. 18. AMERICANS WITH DISABILITIES ACT Persons with disabilities needing a special accommodation to participate in this proceeding should contact the Purchasing Department, 143 Hollywood Blvd NW, Fort Walton Beach, Florida 325481 telephone ( 850) 833 -9523, at least seven ( 7) days before the date on which the accommodation is requested. 19. PURCHASE CONTRACTS WITH OTHER GOVERNMENT AGENCIES The submission of any proposal in response to this request for proposal constitutes a proposal made under the same terms and conditions, for the same contract prices and/or fee schedules to other governmental agencies within the State ofFlorida, unless otherwise stipulated by the proposer within the proposal documents. 20. INSURANCE A successful proposer must provide evidence of insurance coverage, to be specified in the Contract and delivered at the time of execution of the Contract, which is equal or exceeds the City' s minimum standards for this type of service. As outlined below, such insurance shall be written by a company licensed to do business in the State ofFlorida and have an A.M. best rating of at least A -. a) WORKERS COMPENSATION Coverage A - To be in conformity with Florida Statues Coverage B - $ 500,0001$ 500, 0001$ 500,000 b) CON IMERCIAL GENERAL LIABILITY Each occurrence Limit: 11,00051000 General Aggregate 21,0001,000 Products /Completed Operations Aggregate 2, 000, 000 Personal and Advertising Injury Limit 1, 000,000 Damage to Premises Rented to You 1005000 Medical Expense Limit 51,000 c) COMMERCIAL AUTOMOBILE LIABILITY Combined single limit for bodily injury and/or property damage $ 1, 000,000. This coverage shall include the following provisions: the City of Fort Walton Beach shall be an additional insured; the policy shall not be cancelled unless the City is given at least thirty (30) days advanced notice; contractual liability; any coverages which are eliminated, restricted or reduced to less than what is commonly provided by standard I.S. O. forms must be indicated; and symbol " 1" Any Auto) or the equivalent shall be used to designate which autos are insured. d) UMBRELLA LIABILITY Each Occurrence $ 2, 000,000 General Aggregate $ 20031000 Products /Completed Operations Aggregate $ 2, 000,000 All coverage above shall include the following provisions: the City ofFort Walton Beach shall be an additional insured; the policy shall not be cancelled unless the City is given at least thirty (30) days advanced notice; contractual liability; and any coverages which are eliminated, restricted or reduced to less than what is commonly provided by standard I.S. 0. forms must be indicated.  SPECIFICATIONS The City of Ft. Walton Beach, Florida is seeking proposals from qualified offerors to provide Golf Carts for its' two 18 Hole courses located at 1955 Lewis Turner Boulevard. The following list of conditions and requirements should be included in the Request for Proposals package. In addition, these conditions and requirements should also be part of the final agreement. 1. Offeror agrees to furnish the City 160 new two passenger, four wheel electric golf carts with chargers, and (4) gasoline powered utility carts to be delivered to the City of Ft. Walton Beach Golf Club at 1955 Lewis Turner Blvd. no later than June 15, 2009. 2. The City will consider four options: A. Thirty-Six month option commencing on June 15, 2009 and ending June 14, 2012. B. Forty -Two month option commencing on June 15, 2009 and ending December 14, 2012. C. Forty -Eight month option commencing on June 15, 2009 and ending June 14, 2013. D. Other time frame not to exceed 48 Months, beginning June 15, 2009. 3. As part of the agreement, Offeror agrees to " Buy Out" the remaining months left on the City' s current lease with Club Car, including the final balloon payment due November 2010. Following " Buy Out" of the current Club Car lease, the Offeror will accept ownership of the 160) electric golf cars, ( 4) gasoline golf cars, ( 160) electrical chargers, and provide a discount to the City for the residual value of these ( 164) golf carts and ( 160) chargers. NOTE: SEE ATTACHED CURRENT CLUB CAR LEASE AND PAYMENT AMORTIZATION SCHEDULE. 4. The Offeror shall submit their proposal on a fixed rate per cart basis for all options. A. DESIRED SPECIFICATIONS FOR ELECTRIC GOLF CARTS ( 160 EACH) Comply/Do Not Comply/Exceeds Motor: 48 Volt DC High Efficiency series wound, brazen armature, solid copper windings (or equal) i oina u Batteries: Four, 12 Volt deep cycle storage batteries or Equal) eviceeelS - 6 - 8ve1+ boArs Lo Chargers: Fully Automatic, DC output at 48 volts; UL Listed, CSA Certified ( or equal) e lu Brakes: Dual rear wheel, self adjusting brakes with cast iron drums; Automatic park brake release with Self Compensating System. Suspension: Leaf Springs with Hydraulic shock  absorbers. Steering: Self Adjusting - rack and pinion. Speed: 12 — 15 MPH Length: 92.6 inches (Approximately) , Ay Width: 46 —48 inches (Approximately) / y Wheel Base: 65. 5 inches (Approximately) Front Wheel Tread: 33. 5 inches (Approximately) T T- Rear Wheel Tread: 38. 0 inches ( Approximately) Load Capacity: 800 lbs. including passengers, accessories, and cargo. C o nap tv I Tires: 18 x 8.5 x 8 standard (4 -ply rated) cm 1w Design: Stability of cart shall remain constant during maximum turns. Such carts shall have an emergency braking system to prevent movement while unattended, and a reverse warning indicator. Replacement Parts: New Original Equipment (OEM) replacement parts. Please specify Manufacturer being Quoted: Clvo C: cti- Please specify Model Number being Quoted: A'" V- ' z-z NOTE: Attach Product Specifications to RFP Document B. DESIRED SPECIFICATIONS FOR GASOLINE UTILITY CARTS (4 EACH) Comply/Do Not Comply/Exceeds NOTE: The (4) gas utility carts shall be equivalent to the Carry -All DSG models. 1. 4 -Cycle gas cart with 6.5 gallon fuel tank de MP1H 2. Automatic, Continuously Variable Transmission (DVT) 3. New Original Equipment Manufacturer  OEM) Replacement parts B. ( Gas Golf Cart —Continued) Comply/Do Not Comply/Exceeds 4. Welded, high yield strength, tubular steel 5. Self Compensating, Single reduction rack and Pinion cnw. AlS 6. 15 MPH governed 7. Dash -mounted key switch and fuel gauge, reverse warning indicator, floor mounted horn button. Camp(H 8. Cargo Bed —48" Wide x 40" x 40" Long x 12" Deep Cyn•p 9. Can be Refurbished Please specify Manufacturer being Quoted: Clc. d far- Please specify Model Number being Quoted: e o-545/ i.•• NOTE: Attach Product Specifications to RFP