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

for proposed carts." Issued by: William Worlds, Purchasing Agent ACKNOWLEDGEMENT: I hereby certify that I have received Addendum # 2: Signature Date THIS ACKNOWLEDGEMENT MUST BE RETURNED WITH PROPOSAL PACKAGE.  CLUB Cam REQUEST FOR PROPOSALS FOR THE CITY OF FORT WALTON BEACH RFP 09 -116 GOLF CARTS Issued By: Purchasing Department 107 Miracle Strip Pkwy. SW Fort Walton Beach, Florida 32548 850) 833 -9523 Fax ( 850) 833 -9643 Website: http: / www.fwb.org / Date of Issue: April 14, 2009 Bid Opening Date: April 28, 2009, 2: 30 p.m. Local Time  TABLE OF CONTENTS 1. 2 INTRODUCTION ................................................................................ ............................... 2. SCOPE OF SERVICES ........................................................................ ...............................2 3. 3 PROPOSAL DUE DATE ..................................................................... ............................... 4. SUBMISSION OF PROPOSALS ......................................................... ...............................3 5. INFORMATION REQUIRED OF PROPOSER .................................. ............................... 4 6 EVALUATION OF PROPOSALS ....................................................... ............................... 4 7. QUESTIONS REGARDING SPECIFICATIONS OR PROPOSAL PROCESS ................. 5 8. CONDITIONS OF PROPOSALS .......................................................... ..............................6 9. TERMS AND CONDITIONS OF CONTRACT ................................... .............................. 7 10. RIGHT TO ADUIT RECORDS ............................... ...................... 8 11. 8 FISCAL YEAR FUNDING APPROPRIATION .................................. ............................... 8 12. PROPOSER'S CERTIFICATION FORM ............................................ ............................... 9 13. PUBLIC ENTITY CRIMES ................................................................. ............................... 9 14. FLORIDA PROMPT PAYMENT ACT ............................................... ............................... 15. 10 CONFLICTS ......................................................................................... ............................. 10 16. INSURANCE/PERFORMANCE PAYMENT BONDS ....................... ............................. 10 17. DRUG -FREE WORKPLACE CERTIFICATION ................................ ............................. 10 18. AMERICANS WITH DISABILITIES ACT ......................................... ............................. 19. PURCHASE CONTRACTS WITH OTHER GOVERNMENT AGENCIES ...................10 10 20. INSURANCE ....................................................................................... ............................. 11 21. PERFORMANCE BOND ..................................................................... ............................. 22. SPECIFICATIONS ..................................................... ............................. 12 23. PRICE QUOTATION FORM ......................................... ............................. 13 ATTACHMENTS STANDARD FORMS ................................ ............................. 18- 24 NOTICES TO BIDDERS ................................... ............................... 25  REQUEST FOR PROPOSALS FOR GOLF CARTS FOR THE CITY OF FORT WALTON BEACH, FLORIDA 1. INTRODUCTION The City of Fort Walton Beach, Florida is seeking the services of an authorized Golf Cart Manufacturer or Distributor to meet the City' s need for Golf Carts with battery chargers. 2. SCOPE OF SERVICES 2. 1 Successful offeror to provide golf carts with battery chargers as outlined in this Request for Proposals. Contract will be for an initial term of one year with options to renew. 3. PROPOSAL DUE DATE 3. 1 Sealed proposals of an original and five ( 5 ) complete copies will be received at the City Clerk's Office no later than 2: 30 p.m., Tuesday, April 28th, 2009. Proposals will not be accepted after this time. Proposals shall be addressed as follows: For Mail Delivery: City Clerk City of Fort Walton Beach P.O. Box 4009 Fort Walton Beach, FL 32549 For Hand/Express Mail/UPS Delivery City Clerk City of Fort Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 3.2 Submitted envelopes should be marked: " RFP 09 -116 Golf Carts." 4. SUBMISSION OF PROPOSALS 4. 1 INCURRED EXPENSES. The City is not responsible for any expenses, which proposers may incur in preparing and submitting proposals called for in this Request for Proposals. 4.2 INTERVIEWS. The City reserves the right to conduct personal interviews or require presentations of any or all proposers prior to selection. The City will not be liable for any costs incurred by the proposer in connection with such interviews /presentations (i.e., travel, accommodations, etc.). 4.3 REQUESTS FOR MODIFICATION. The City reserves the right to request at any time before award that the proposer modify his proposal to more fully meet the needs of the City. 4.4 REQUEST FOR ADDITIONAL INFORMATION. The proposer shall furnish such additional information as the City of Fort Walton Beach may reasonably require. The City reserves the right to make investigations of the qualifications of the proposer as it deems appropriate. 4.5 ACCEPTANCE /REJECTION/MODIFICATION TO PROPOSALS. The City reserves the right to negotiate modifications to proposals that it deems acceptable, reject any and all proposals, and to waive minor irregularities in the procedures. 4.6 PROPOSALS BINDING. All proposals submitted shall be binding for ninety 90) calendar days following opening. 4. 7 ALTERNATE PROPOSALS. An alternate proposal is viewed by the City as a proposal describing an approach to accomplishing the requirements of the Request for Proposals, which differs from the approach set forth in the solicitation. An alternate proposal may also be a second proposal submitted by the same proposer, which differs in some degree from its basic or prime proposal. Alternate proposals may address the technical approach, or other provision or requirements set forth in the solicitation. The City will, during the initial evaluation process, consider all alternate proposals submitted. 4.8 ADDENDUM AND AMENDMENT TO REQUEST FOR PROPOSALS. If it is necessary to revise or amend any part ofthis Request for Proposal, the Purchasing Agent will furnish the revision by written Addendum to all prospective proposers who received an original Request for Proposals or submitted a proposal. 4.9 ECONOMY OF PREPARATION. Proposals should be prepared simply and economically, providing a straightforward, concise description ofthe proposer's ability to fulfill the requirements of the Request for Proposal and should not exceed 30 pages in length. 4. 10 PROPRIETARY INFORMATION. In accordance with Chapter 119 ofthe Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all proposers should be aware that Request for Proposals and the responses thereto are public records and subject to public inspection. If a proposer believes that any information contained in a proposal is confidential or proprietary and exempt from public disclosure, the proposer shall identify specifically in writing, any such information contained in their proposals and cite specifically the applicable exempting law. 4. 11 PROPERTY OF CITY. All proposals received from proposers in response to this Request for Proposal will become the property of the City of Fort Walton Beach and will not be returned to the proposers. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the City. 4. 12 PROPOSER' S CERTIFICATION. By submitting a proposal, the proposer certifies that he has fully read and understands the proposal method and has full knowledge of the scope, nature, and quality of work to be performed or services needed. 5. INFORMATION REQUIRED FROM PROPOSER Firms responding to this Request for Proposals (RFP) shall complete all areas requesting information in the RFP, and address the following in the order listed: 5. 1 Qualifications and Experience of the firm in providing golf carts and maintenance support to private and public golf courses. 5. 2 Proposed Sample Rental Agreement and list of any exceptions taken to any conditions proposed by the City in this RFP (Exceptions to be listed on company letterhead). 5. 3 Provide references in accordance with attached reference sheet. 5. 4 Complete the pricing quotation form in this RFP. 5. 5 Provide policy for Cart returns / response to maintenance call times, parts replacement and hourly maintenance rate. 5. 6 Provide Maintenance history for proposed carts, hourly maintenance and industry rating performed by an independent body such as the National Golf Foundation. 5. 7 Provide Specifications, year, make, and model of carts proposed 5. 8 Provide Cart Warranty Information ( Standard & Extended Warranties) 5. 9 Provide information as to the location of the service and maintenance operation and response times. 6. EVALUATION OF PROPOSALS 6. 1 EVALUATION COMMITTEE An evaluation committee will be