Request for Proposals (RFP) for: 26-254 - Lithium-Ion Golf Cart Fleet Lease and Support Services

Dixie Red Hills Golf Course • St. George Golf Club • Southgate Golf Club • Sunbrook Golf Club

Date Issued: January 16, 2026

Questions Due Date: February 2, 2026, 2:00 pm MST

Submissions Due: February 6, 2026, 2:00 pm MST

1. Opportunity Summary

• The City of St. George (the “City”) invites proposals from qualified vendors to furnish, deliver, and support a new fleet of approximately 260–270 lithium-ion powered golf carts under a multi-year lease, including chargers, preventive/corrective maintenance, and specified event carts.

• Term: Four (4) to five (5) years. The City prefers a sixty (60) month lease. Proposers may submit a forty-eight (48) month alternative for comparison.

• Lithium-only: All carts shall be OEM-integrated lithium-ion systems (no lead-acid, AGM, or retrofit lithium alternatives).

• Covered courses: Dixie Red Hills GC, St. George GC, Southgate GC, and Sunbrook GC (owned and operated by the City of St. George, Utah).

• Mandatory minimums (pass/fail):

1. Southern Utah maintenance facility (Washington County, UT, or within 30 road miles of 1975 W Tonaquint Dr, St. George, UT 84770) with a fully stocked parts department and at least three (3) full-time OEM-trained golf cart technicians (3–5 preferred).

2. Provision of twenty (20) additional golf carts at no charge for City tournaments/events during each year of the lease.

3. Battery Credit ($): Prospective vendors seeking to do business with the City must provide a retroactive credit for City-purchased batteries dated on or after January 1, 2026, or offer equivalent value through eligible discounts or adjustments to the applicable fee structure.Return damage: No damage charges shall be incurred upon return of the City’s current fleet.

4. Lithium-ion battery warranty coverage for the full lease term: Proposals must include OEM or OEM-approved extended warranty that covers the entire five (5) year lease term (sixty months) for lithium-ion batteries. If proposing a 48-month term, the warranty must cover the full 48 months.

2. Background and Objectives

The City seeks to replace and standardize its multi-course fleet to:

• Improve golfer experience and reliability.

• Reduce downtime through local parts/technician availability and defined service levels.

• Ensure total cost predictability, including batteries, over the entire lease term.

3. Scope of Services

• Fleet quantity: Propose between 260 and 270 two-passenger carts, with course-level distribution proposed by vendor based on tee-sheet demand. The City reserves the right to adjust distribution prior to award.

• Configuration (minimum):

• OEM lithium-ion traction battery system with integrated BMS; color(s) to be approved by the City.

• Roof/canopy, folding windshield, sand/seed bottles, scorecard/pen holder, USB power (dual), bagwell mat/protection, cart numbering and City branding decals.

• Speed limiter per course policies; reverse alarm; safety labels.

• Chargers and power:

• Provide and commission chargers compatible with each facility’s power. Perform site power/load assessment and provide one-line diagrams and electrical specs to the City for any facilities work. Coordinate installation timeline to avoid operational disruption.

• No charge carts (no-charge):

• Provide up to twenty (20) additional two-passenger carts at no charge each lease year across the four courses.

• Battery stewardship:

• Provide a take-back/recycling program for end-of-life lithium-ion packs with documentation of chain of custody and compliance with applicable federal/state requirements.

4. Technical Specifications

• Lithium-ion only (Mandatory):

• OEM-integrated lithium-ion pack with OEM BMS (cell balancing, over/under-voltage, over-current/short-circuit, and thermal protections).

• Safety/certifications: Provide evidence of applicable OEM certifications (e.g., UL or equivalent) for packs and chargers.

• Performance: State rated capacity, charging profile, charge time to 100%, opportunity-charge tolerance, and cycle life to 70–80% remaining capacity under standard duty.

• Environmental suitability: Provide OEM operating/storage temperature ranges and heat-management recommendations suitable for Southern Utah summers; disclose any derating thresholds.

• Warranty (Mandatory—full lease coverage):

• Lithium-ion battery warranty shall cover the entire lease term (up to 60 months) with OEM or OEM-approved extended coverage at no additional cost to the City beyond the proposed lease payment. The warranty shall, at minimum:

• Cover defects in materials/workmanship for the battery system, including BMS.

• Define capacity retention terms and remedies (repair/replace) for the full term. Proposals with explicit capacity retention assurances (e.g., ≥70% at 60 months) will be scored higher.

• Drivetrain/chassis warranties: Provide durations and coverage scope; state any exclusions.

• Submit OEM warranty letters confirming Utah commercial fleet applicability and the warranty term alignment with the proposed lease term.

5. Service Levels and Maintenance

• Shop and staffing (Mandatory minimum):

• Maintain a full-service golf-cart maintenance and parts facility in Southern Utah (Washington County or within 30 road miles of Southgate GC) with a locally stocked critical-parts inventory and a minimum of three

(3) full-time OEM-trained golf cart technicians (3–5 preferred). Provide shop address, technician count, certifications, and resumes.

• Response and uptime:

• On-site response: within 24 business hours of City request.

• Repair/restore: within 72 hours of initial response or provide a comparable loaner at no cost.

• Preventive maintenance: monthly during peak season (Oct-Apr), quarterly during off-peak (May-Sept);

provide PM reports monthly.

6. Business Terms

• Lease structure:

• Propose a fixed monthly payment per cart for 60 months (preferred) and may include a 48-month alternative.

State any seasonal skip-pay options. Identify residual/return terms.

• Price form (complete all applicable lines):

1. Base monthly lease price per cart (lithium-ion) – 60 months

2. Base monthly lease price per cart (lithium-ion) – 48 months (optional alternate)

3. No charge carts: use of 20 additional golf carts throughout the life of the lease

4. Battery Credit ($): Prospective vendors seeking to do business with the City must provide a retroactive credit for City-purchased batteries dated on or after January 1, 2026, or offer equivalent value through eligible discounts or adjustments to the applicable fee structure.

5. Return damage: Confirm acceptance of “no damage charges upon return” requirement ☐ Yes

6. Any other recurring fees (itemize)

• Price protections:

• Parts/labor rate schedules shall be attached with annual escalation cap not to exceed [CPI-U or % cap] per year.

• No surcharge clauses without City approval.

7. Proposal Content (single PDF preferred)

• Cover letter and executive summary

• Technical submission:

• Lithium-ion platform details, OEM battery warranty letters (full-term coverage), charger specs, accessories

• Southern Utah shop location, parts list, technician bios/certifications, PM schedule, SLAs, loaner policy

• Implementation plan: power assessment, delivery by course, training, go-live timeline

• Battery stewardship/recycling plan and documentation chain

• Business submission:

• Completed Price Form with all required line items

• Battery Credit documentation plan (invoice verification method)

• Qualifications:

• Relevant fleet references (≥3 municipal/public golf operations preferred), performance history, and contact info

• Financial capacity statement sufficient to perform the lease

• Compliance documents:

• E-Verify/Status Verification certification

• Insurance certificates (or ACORD sample and acknowledgement)

• GRAMA protected-records index (if any)

• Utah business licensing eligibility acknowledgment

8. Price Form (submit as a completed table within your PDF)

• Base monthly lease price per cart (Lithium-ion), 60 months: $[ ]

• Base monthly lease price per cart (Lithium-ion), 48 months (optional alternate): $[ ]

• Battery Credit (retroactive; enter as negative): ($[ ])

• Return damage “no charge” requirement acknowledged: ☐ Yes

• Any other recurring fees (itemize): $[ ]

9. Evaluation and Scoring

• Best-value award using only the criteria and weights published below:

1. Southern Utah service capacity (shop, technicians, parts, SLAs; pass/fail minimums; points for exceeding) –

35%

2. Financial offer (NPV of lease, 20 no-charge carts commitment, Battery Credit value, confirmation of return damage “no charge”) – 35%

3. Product/warranty (lithium-ion platform, full-term battery coverage, capacity retention assurances) – 20%

4. Implementation plan and schedule risk – 10%

• The City may conduct clarifications and Best and Final Offers (BAFO) consistent with Utah procurement rules.

10. Key Dates

• RFP Issued: January 16, 2026

• Questions Due: February 2, 2026, 2:00 PM Mountain Time

• Proposal Deadline: February 6, 2026, 2:00 PM Mountain Time (late proposals will not be accepted)

• Demonstrations/Interviews (if invited): February 11-13, 2026

• Anticipated Selection: February 27, 2026

• Target Contract Execution: March 2026

• Target Initial Deliveries/Commissioning: By July 1, 2026 (or as proposed and accepted by the City)

11. Submission Instructions

• Electronic submission required: https://sgcity-utah.bonfirehub.com/

• Proposers are responsible for ensuring timely receipt.

12. Questions and Addenda

• All questions must be submitted through the project messages tab in Bonfire.

• Deadline for Questions: February 2, 2026, 2:00 PM MT

• Addenda will be posted at: https://sgcity-utah.bonfirehub.com/

13. Insurance and Compliance

• Insurance: As required by the City (to be specified in final contract), including general liability, auto, and workers’ compensation; City named as additional insured where applicable.

• Compliance:

• Utah procurement code/rules for RFPs and BAFO

• E-Verify/Status Verification participation for contractor and subcontractors

• GRAMA public-records compliance; proposers shall clearly mark any records claimed protected

• Accessibility/ADA considerations

• Environmental stewardship: Lithium-ion battery take-back/recycling; proper management of universal/solid wastes; spill response https://sgcity-utah.bonfirehub.com/ https://sgcity-utah.bonfirehub.com/

14. Standard Notices

• The City may reject any or all proposals and may cancel or amend this RFP at any time.

• This RFP does not constitute a contract; obligations arise only upon full execution of a contract approved by the City.

• Public Records/GRAMA: Proposals may be subject to disclosure under Utah law. Clearly mark any claimed protected information; final determinations will be made consistent with GRAMA.

• Equal Opportunity: The City of St. George does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, sexual orientation, gender identity, or other protected status. Reasonable accommodations are available upon request.

• Local Vendor Preference: Any City-adopted local vendor preference will be applied consistent with City policy and

Utah law; details will be addressed in the evaluation/award recommendation.

15. Mandatory Clauses (enforceable)

• Lithium-Ion Battery Requirement

• All carts shall be powered exclusively by OEM-integrated lithium-ion battery systems with OEM BMS.

Lead-acid, AGM, and non-OEM retrofit lithium solutions are not acceptable.

• Full-Term Lithium-Ion Battery Warranty

• The proposer shall provide OEM or OEM-approved extended warranty that covers the lithium-ion battery system (including BMS) for the entire lease term—up to sixty (60) months for a five-year lease—at no additional cost to the City. Warranty documentation must state Utah commercial fleet applicability and include capacity retention terms and remedies (repair/replace).

• Southern Utah Maintenance Facility and Technicians

• Contractor shall maintain a full-service maintenance and parts facility in Southern Utah (Washington County or within 30 road miles of Southgate GC) with a locally stocked critical-parts inventory and at least three (3) full-time OEM-trained golf cart technicians. The City may verify by site visit prior to award and periodically thereafter.

• Event Carts – No Charge

• Contractor shall provide up to twenty (20) additional carts per lease year at no charge for City tournaments/events across the four courses.

• Battery Credit (Retroactive to January 1, 2026)

• At contract execution, Contractor shall issue a credit equal to 100% of the City-paid cost (parts and labor) for lead-acid battery replacements installed by the City on the current fleet between January 1, 2026 and the new lease start date, upon City invoice verification.

• Service Levels

• On-site response within 24 business hours; repair within 72 hours or provide a loaner at no cost; PM monthly in peak season and quarterly off-peak; service credit schedule applies for repeated SLA misses.