CITY OF MADISON

REQUEST FOR BIDS

RFB #: 10087-0-2021-BG

Title: Golf Cart Fleet Lease for City of Madison Golf Courses

City Agency: Parks Department

Due Date: Tuesday, December 21st, 2021

2:00 PM CST

REQUEST FOR BIDS RFB # 10087-0-2021-BG

Rev. 07/28/2016-RFP.doc Page i

Table of Contents

1 NOTICE TO PROPOSERS

1.40 Summary

1.41 Important Dates

1.42 Format

1.43 Labeling

1.44 Delivery of Proposals

1.45 Appendix A: Standard Terms & Conditions

1.46 Appendix B: Sample Contract for Purchase of Services

1.47 Affirmative Action Notice

1.48 Multiple Proposals

1.49 City of Madison Contact Information

1.50 Inquiries and Clarifications

1.51 Addenda

1.52 Bid Distribution Networks

1.53 Local Vendor Preference

1.54 Oral Presentations/Site Visits/Meetings

1.55 Acceptance/Rejection of Proposals

1.56 Withdrawal or Revision of Proposals

1.57 Non-Material and Material Variances

1.58 Public Records

1.59 Usage Reports

1.60 Partial Award

1.61 Tax Exempt

1.62 Cooperative Purchasing

1.63 Proposers Responsibility

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Introduction

2.2 Lease Performance Requirements

2.3 Qualification Requirements

2.4 Golf Cart Fleet Specifications

2.5 Maintenance and Repair Specifications

2.6 Storage

2.7 Insurance

2.8 Delivery

2.9 Warranty

2.10 Amendments

3 REQUIRED INFORMATION AND CONTENT OF BIDS

3.1 General Information, Signatures, and Required Guarantees and Certifications

3.2 Price Proposal (Separate Submittal) – Excel Document

Form A: Signature Affidavit Form B: Receipt of Forms and Submittal Checklist Form C: Vendor Profile Form D: Price Proposal Form E: References Appendix A: Standard Terms & Conditions Appendix B: Contract for Purchase of Services

RFP.doc Page 1

1 NOTICE TO PROPOSERS

1.40 Summary

The City of Madison Parks Department (“City”) is soliciting Proposals from qualified vendors for Golf Cart Fleet Lease for City of Madison Golf Courses. Vendors submitting Proposals (“Proposers”) are required to read this Request for Proposals (“RFB”) in its entirety and follow the instructions contained herein.

1.41 Important Dates

Deliver Proposals no later than the due time and date indicated below. The City will reject late Proposals:

Issue Date: Tuesday, December 7th, 2022 Questions Due Date: Friday, December 10th, 2021

Answers Posted Date: Wednesday, December 15th, 2021 Due Date: Tuesday, December 21st, 2021, 2:00 PM CST

1.42 Format

Submit Technical and Cost Proposals (Form D) in separate, distinct parts within the proposal package.

The City will not consider illegible Proposals.

Elaborate proposals (i.e., expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

Complete and return Forms A through E to City of Madison Purchasing Services by Tuesday, January 4th, 2022, 2:00 PM CST.

1.43 Labeling

All proposals must be clearly labeled:

Proposer’s Name and Address

RFB #: 10087-0-2021-BG

Title: Golf Cart Fleet Lease for City of Madison Golf Courses Due: Tuesday, December 21st, 2021, 2:00 PM CST

All email correspondence must include RFB #10087-0-2021-BG in the subject line.

1.44 Delivery of Proposals

Delivery of electronic copy to: via email to bids@cityofmadison.com

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

Note: When mailing your response via a third party delivery service, the outside of the packaging MUST be clearly marked with the RFB name and number. This ensures that the bid can be delivered to the correct purchasing agent without having to open the bid.

1.45 Appendix A: Standard Terms & Conditions

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. City of Madison Standard Terms and Conditions are the minimum requirements for the submission of Proposals.

1.46 Appendix B: Sample Contract for Purchase of Services

mailto:bids@cityofmadison.com

RFP.doc Page 2

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFB.

The terms of this template contract shall become contractual obligations following award of the RFB. By submitting a proposal, Proposers affirm their willingness to enter into a contract containing these terms.

1.47 Affirmative Action Notice

If Contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more for the calendar year in which the PO and/or Contract is in effect, Contractor shall file, within thirty (30) days from the PO/Contract effective date and BEFORE RELEASE OF PAYMENT, an Affirmative Action Plan designed to ensure that the Contractor provides equal employment opportunity to all and takes affirmative action in its utilization of applicants and employees who are women, minorities and/or persons with disabilities. A sample affirmative action plan, Request for Exemption forms, and instructions are available at: www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms or by contacting a Contract Compliance Specialist at the City of Madison Affirmative Action Division at (608) 266-4910. Vendors must register for an account to complete the required forms online, here: https://elam.cityofmadison.com/citizenaccess

Contractor shall also allow maximum feasible opportunity to small business enterprises to compete for any subcontracts entered into pursuant to this PO/Contract.

Job postings: All contractors who employ 15 or more employees (regardless of the dollar amount of this contract or their annual aggregate business with the City) must notify the City of all external job openings at locations in Dane County, Wisconsin, and agree to interview candidates referred by the City or its designated organization. Job posting information is available at: http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program. Instructions for contractors: http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf

The complete set of Affirmative Action requirements for this purchase can be found in paragraph 20 of Appendix A – Standard Terms and Conditions and, if applicable, in Section 13 of Appendix B – Sample Contract for Purchase of Services.

1.48 Multiple Proposals

Multiple Proposals from Proposers are permitted; however, each must fully conform to the requirements for submission. Proposers must sequentially label (e.g., Proposal #1, Proposal #2) and separately package each Proposal. Proposers may submit alternate pricing schemes without having to submit multiple Proposals.

1.49 City of Madison Contact Information

The City of Madison Parks Department is the procuring agency:

Ryan Brinza City of Madison Parks Department

PH: (608) 266-4710

rbrinza@cityofmadison.com

The City of Madison Purchasing Services administers the procurement function:

Brittany Garcia Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703-3346

PH: (608) 243-0529

FAX: (608) 266-5948

bids@cityofmadison.com http://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms https://elam.cityofmadison.com/citizenaccess/ http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf mailto:bids@cityofmadison.com

RFP.doc Page 3

For questions regarding Affirmative Action Plans please contact:

Contract Compliance Department of Civil Rights City-County Bldg., Room 523 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

The City employs spam filtering that occasionally blocks legitimate emails, holding them in ‘quarantine” for four calendar days. The contacts listed in this RFB will acknowledge all emails received. Proposers not receiving acknowledgement within twenty-four hours shall follow-up via phone with specific information identifying the originating email address for message recovery.

1.50 Inquiries and Clarifications

Proposers are to raise any questions they have about the RFB document without delay. Direct all questions, in writing, to the Purchasing Services administrator listed in Section 1.10.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda – see 1.12 below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. Exceptions are not permitted. The City of Madison reserves the right to disqualify any and all bids that are non-responsive or that include exceptions.

1.51 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda to its Proposals distribution websites – see 1.13 below. It is the Proposers responsibility to regularly monitor the websites for any such postings. Proposers must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.52 Bid Distribution Networks

The City of Madison posts all Request for Proposals, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Proposers responsibility to regularly monitor the bid distribution network for any such postings. Proposers failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Proposers.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access

Proposals from the City of Madison and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com mailto:dcr@cityofmadison.com http://vendornet.state.wi.us/vendornet http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/

RFP.doc Page 4

To Register: https://www.demandstar.com/app/registration

Please note when registering: Pick the Wisconsin Association of Public Procurement (WAPP) to select all current Wisconsin government agencies.

1.53 Local Vendor Preference

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website: www.cityofmadison.com/business/localPurchasing.

1.54 Oral Presentations/Site Visits/Meetings

Proposers may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFB process. Such presentations, meetings or site visits will be at the Proposers expense.

1.55 Acceptance/Rejection of Proposals

The City reserves the right to accept or reject any or all proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any proposer responding to this request. The City expressly reserves the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.56 Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to opening of Proposals.

1.57 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.58 Public Records

Proposers are hereby notified that all information submitted in response to this RFB may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”defined in State of Wisconsin Statutesmay be held confidential.

Proposers shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

https://www.demandstar.com/app/registration http://www.cityofmadison.com/business/localPurchasing

RFP.doc Page 5

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. The City will not provide advance notice to Proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Proposals from public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Proposals will be available for review in accordance with such laws.

1.59 Usage Reports

Annually, the successful Proposers shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.60 Partial Award

Unless otherwise noted, it will be assumed that Proposers will accept an order for all or part of the items/services priced.

1.61 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 39-73-0411-K) and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005507. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City website. Our tax-exempt number is ES 42916.

1.62 Cooperative Purchasing

Bidders may choose to extend prices offered on bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFB as a basis;

they are made solely between the bidders and third party unit of government.

1.63 Proposers Responsibility

Proposers shall examine this RFB and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise

RFP.doc Page 6 in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the requirements of the resulting contract.

RFP.doc Page 7

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Introduction

The intent of this RFB is for the City of Madison Parks – Golf Division to establish an agreement with a qualified vendor to lease a golf cart fleet for the City of Madison golf courses.

2.2 Lease Performance Requirements

1. Lease shall be a full service lease to include the following:

i. All related insurances

i. All major parts and services are included under warranty beyond normal wear and tear items.

ii. All repair and maintenance per specifications under this RFB.

iii. Routine and daily maintenance checks to be performed by City of Madison personnel.

iv. The lease shall be based on a 9-month payment method. The City will pay for the nine months during the year that the cars are in use. The contractor shall be responsible for storage and any associated storage fees for the remainder of the year that the cars are in storage for the winter season.

v. Bidders shall provide cost options for a three-year lease and a four-year lease.

2.3 Qualification Requirements

1. Bidders (company or its principals) must be in the business of providing golf cart fleet leasing and must have done so for the past five years.

2. Bidders must be an original manufacturer, authorized distributor, or dealer authorized by manufacturer with service and repair capabilities for the item.

3. Bidders must be a member of the Golf Car Manufacturer’s Association as of 12/1/2016

2.4 Golf Cart Fleet Specifications

1. General Specifications

i. 140 each, non-used Golf Carts for Odana and Yahara Golf Courses. Provide a complete set of specifications, literature and information with your bid.

o Odana – 45 Carts o Yahara – 90 Carts

ii. 42 each, non-used Golf Carts for Glenway and Monona Golf Courses. These may be new, used or re-manufactured. Provide a complete set of specifications, literature and information with your bid o Monona – 25 Carts o Glenway – 17 Carts

iii. In the event that, during the term of this contract, one or all City of Madison Golf Courses ceases to exist as a golf facility, or is altered in such a way that decreases the amount of holes available for play, the City and the Contractor will renegotiate the terms (number of carts and cost thereof) of this contract. Color o Exterior color of golf carts is white.

iv. Engine o Gas, 11.5 HP minimum

v. Tires o 18 x 8.5-8 (4 ply rated)

vi. Gauges o Gas level indicator

vii. Seating Capacity o 2 person. 2 golf bags.

viii. Performance o 12 mph max forward speed

RFP.doc Page 8

ix. Accessories o Roofs on all cars o 2 keys per cart o Sign/message holder that do not flap or make noise o Battery fill system o Tire caps o Number decals for each car o Sweater basket on the back o (Add Alternate) Folding windshield

2. Utility Vehicle Specifications

i. 7 each, non-used utility vehicle. Provide a complete set of specifications, literature and information with your bid.

ii. Flatbed o Enclosed flatbed on back with 1200 pound capacity

iii. Engine o Minimum 11.5 hp gas engine

iv. Performance o 16 mph maximum speed

v. Seating Capacity o 2 person seating

vi. Accessories o Lights

3. Beverage Cart Specifications

i. 3 each, non-used beverage cart. Provide a complete set of specifications, literature and information with your bid.

ii. Engine o Minimum 13.0 hp gas engine

iii. Cold Storage o Minimum cubic feet of cold storage with drain for ice.

iv. Ice Storage o Minimum 3 cubic feet of consumable ice storage

v. Wind Shield o High impact windshield

vi. Beverage container o Hot/cold beverage container

vii. Roof o Roof/canopy

viii. Trash bins o Concealed trash bins and drains

ix. Accessories o Lights o Cash drawer

4. Range Picker Cart Specifications

Please see golf cart year requirements on the Form D Price Proposal, as the requirements vary by the contract year.

2.5 Maintenance and Repair Specifications

1. Technician Qualifications

i. Contractor must only use manufacturer trained technicians for this contract

2. On Site Service

i. In carrying out the scope of this contract, the contractor shall be required to perform services at the City of Madison golf course sites. If the equipment needs to be moved to another location for repair or service, the contractor shall be responsible for all transportation and insurance, as applicable.

RFP.doc Page 9

3. Preventative Maintenance

i. Contractor shall perform all recommended preventative maintenance.

4. Warranty Service

i. Contractor shall perform all warranty repairs, recalls and updates

5. Monthly Service

i. Contractor shall perform routine monthly service visits to inspect vehicles to ensure customer satisfaction.

6. Normal Wear and Tear

i. Contractor shall repair or replace any failed parts from normal wear and tear at no charge

ii. Normal wear and tear would be required to include:

o Belts o Windshield damage to range picker windshield o Blown or flat tires

7. Damage attributable to the City

i. Contractor shall repair or replace any parts needing replacement from damage or abuse, as requested by the City at the expense of the City.

8. Availability of replacement parts

i. Contractors must have access to replacement parts within 48 hours to service all machines identified under this bid.

9. Response time for service calls

i. Service calls made by the City in the a.m. must be acknowledged in p.m. of the same business day. Service calls made by the City in the p.m. must be acknowledged by noon the following business work day.

ii. Contractor shall provide unlimited call-back maintenance service during normal business hours.

10. Response Time for Service

i. Contractor must perform all maintenance or repair services within 48 hours of the initial call.

ii. If contractor cannot complete all services within 48 hours:

o Contractor must provide a replacement/loaner within seventy-two (72) hours of the initial call.

o Contractor shall be responsible for the pick-up and delivery of units in need of repair and all associated costs.

o Contractor must provide a progress report of the repair to the department. The contractor service representative shall leave a copy of the dated written report indicating the service performed, with the City of Madison personnel in charge of the machine. This report must be acknowledged and signed by the City personnel.

11. Hours and Holidays Observed

i. All service must include labor and travel time during stated hours. City service hours shall be defined as 9:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. Weekend/holiday service requests must be acknowledged by 12:00 noon of the following business day.

ii. The following are observed holidays by the City of Madison:

1. Martin Luther King Jr. Day

2. Memorial Day

3. Independence Day (July 4th)

4. Labor Day

5. Thanksgiving

6. Friday after Thanksgiving

7. Christmas Eve Day

8. Christmas Day

9. New Year’s Eve Day

10. New Year’s Day

12. Monthly Maintenance

RFP.doc Page 10

i. Contractor must provide a minimum of one maintenance inspection per month.

Contractor must coordinate and schedule dates and times with the City Golf Operations Supervisor, either for the East Courses or the West Courses.

13. Replacement Service

i. The City shall have the option to contract with another vendor to repair or service machines if the contractor is unable to repair equipment for any reason or make necessary repairs on a timely basis.

14. Service during an emergency

i. In the event of a major catastrophic emergency, contractor must be able to provide the City with items/services on this bid.

15. Employee identification

i. All contractors’ employees, while working on City property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company presented. Any identification must be provided by the contractor at contractor’s cost.

16. Subcontracting

i. Any contract resulting from this bid shall not be, in whole or in part, be subcontracted, assigned, or otherwise transferred to any other contractor without prior written approval by City Purchasing.

ii. If subcontractors are to be used, the contractor must clearly explain their participation.

iii. Subcontractors must abide by all terms and conditions under this Contract.

iv. The contractor shall be directly responsible for any subcontractor’s performance and work quality when used by the contractor to carry out the scope of the job.

2.6 Storage

1. Contractor shall provide winter storage from approximately early-mid November through March.

Contractor shall be responsible for transporting the carts to /from the golf courses and the storage facilities.

2. Contractor shall be responsible for all costs associated with moving carts and storage fees, if applicable.

2.7 Insurance

1. Contractor shall obtain the proper insurance per par. 23, insurance as stated in Attachment A, Standard Terms and Conditions.

2.8 Delivery

1. General Requirements

i. The price of the vehicle shall include delivery to the City of Madison golf courses. All equipment shall be completely inspected and serviced by the dealer prior to delivery.

Upon receipt, City shall make an inspection and, if found not to be in accordance with these specifications, the dealer shall, upon notification, pick up and deliver the vehicle again after it has met the specifications.

ii. Contractor will be responsible for freight costs with ownership changing at City of Madison delivery locations

iii. Delivery will be made by common carrier or contractor’s truck, with unloading to be performed by the carrier/contractor and carton(s) transported to the City of Madison Golf Courses. Bid prices must include all packing, freight, insurance charges and installation/operation manuals.

iv. If bidding other than F.O.B Destination, F.O.B. point and shipping charges must be identified on the Price Proposal page. This cost will be added to the bid total for determining the award.

2. Timeliness of Delivery

RFP.doc Page 11

i. Delivery must be made by March 15th of each year of the contract. Failure to accept this delivery requirement will disqualify your bid.

ii. Once awarded, failure to meet this delivery date may result in cancellation of the purchase order (award). The City reserves the right to contract with a second vendor/contractor to receive the items/services per delivery requests.

2.9 Warranty

1. Contractor must honor, at a minimum, the manufacturer’s standard warranty on items and/or parts purchased under this contract. Bidder must indicate warranty term on Form D – Cost Proposal and enclose standard warranty documents with your bid.

2.10 Amendments

1. Any amendment to this Contract affecting the number or price of carts provided shall be agreed to by February 15th of each year of the Contract.

RFP.doc Page 12

3 REQUIRED INFORMATION AND CONTENT OF BIDS

3.1 General Information, Signatures, and Required Guarantees and Certifications

1. Form A – Signature Affidavit

2. Form B – Receipt Forms and Submittal Checklist

3. Form C – Vendor Profile

4. Form E – References

3.2 Price Proposal (Separate Submittal) – Excel Document

Please submit price proposal, Form D, separate from the rest of the proposal.

Rev. 07/28/2016-FormA-SignatureAffidavit.doc

Form A: Signature Affidavit

RFB #: 10087-0-2021-BG Golf Cart Fleet Lease for City of Madison Golf Courses

This form must be returned with your response.

In signing Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Proposals, that Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Proposals have not been knowingly disclosed prior to the opening of Proposals to any other Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Proposals, declares that the attached Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Proposers shall provide the information requested below. Include the legal name of the Proposers and signature of the person(s) legally authorized to bind the Proposers to a contract.

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

Rev. 07/28/2016-FormB-Receipt.doc

Form B: Receipt of Forms and Submittal Checklist of Madison Golf Courses

This form must be returned with your response.

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Price Proposal

Form E: References

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Addendum #

Addendum #

Addendum #

Addendum #

VENDOR NAME

COMPANY NAME

Rev. 07/28/2016-RFP-FormC-VendorProfile.doc

Form C: Vendor Profile of Madison Golf Courses

This form must be returned with your response.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award) CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

AFFIRMATIVE ACTION CONTACT

If the selected contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more, the contractor will be required to file an Affirmative Action Plan and comply with the City of Madison Affirmative Action Ordinance, Section 39.02(9)(e), within thirty (30) days contract signature. Vendors who believe they are exempt based on number of employees or annual aggregate business must file a request for exemption. Link to information and applicable forms:

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

ORDERS/BILLING CONTACT

Address where City purchase orders/contracts are to be mailed and person the department contacts concerning orders and billing.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

LOCAL VENDOR STATUS

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing

No, we are not a local vendor or have not registered.

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers

STC 05.26.2021.docx Page 1

CITY OF MADISON

1. General. Throughout this document, "City of Madison," "City" and "Purchasing" shall be synonymous and mean the City of Madison. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer" and "contractor." The phrases "request for proposal," "invitation for bids," "request," "invitation," and "solicitation" shall also be synonymous.

As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

2. Entire Agreement, Order of Precedence. These standard terms and conditions shall apply to any Purchase Order issued as a result of this Request for Bid/Proposal, except where expressly stated otherwise in the RFP or in a written instrument covering this purchase signed by an authorized representative of the City and the Contractor, in a form approved by the City Attorney (a “Separate Contract”). If such a separate contract is executed it shall constitute the entire agreement and no other terms and conditions, whether oral or written, shall be effective or binding unless expressly agreed to in writing by the City.

If a Separate Contract is not executed, these Standard Terms and Conditions, the City’s request for proposals, the version of the vendor’s bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute a contract and will be the entire agreement.

Order of Precedence: If there is a conflict between this Section A and any terms in the vendor’s accepted bid or proposal, this Section A shall control unless the parties expressly agree to another order of precedence, in writing. If there is a conflict between this Section A and a Separate Contract, the terms and conditions of the Separate Contract shall control.

I. TERMS FOR SUBMISSION OF BIDS: The following section applies to the bid/selection process only.

3. This invitation for bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City may require the bidder to participate in negotiation and to submit such additional price or technical or other revisions to his or her bids as may result from negotiation. The bidder shall be responsible for all costs incurred as part of his or her participation in the pre-award process.

The City reserves the right to accept or reject any or all bids submitted, in whole or in part, and to waive any informalities or technicalities which at the City’s discretion are determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any offeror responding to this request. The City expressly reserves the right to reject any and all bids responding to this invitation without indicating any reasons for such rejections(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

4. Addenda. Changes affecting the specifications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Bidders are required to complete the Bidder Response Sheet, acknowledging receipt of all parts of the bid, including al l addenda.

5. Price Proposal. All bidders are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the bidder may include product literature and specifications. The price quoted will remain firm throughout each contract period. Any price increase proposed shall be submitted sixty (60) calendar days prior to subsequent contract periods and shall be limited to fully documented cost increases to the bidder which are demonstrated to be industry-wide.

6. Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to ful ly complete the furnishing and delivery of equipment or services pursuant to the specifications attached thereof. Any items omitted from the specifications which are clearly necessary for the completion of the project shall be considered a portion of the specifications although not directly specified or called for in these specifications.

7. Pricing and Discount.

a. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. If an apparent mistake exists in the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

b. In determination of award, discounts for early payment will only be considered when all other conditions are equal. Early payment is defined as payment within fifteen (15) days providing the discount terms are deemed favorable. All payment terms must allow the option of Net 30.

8. F.O.B. Destination Freight Prepaid. Bid prices must include all handling, transportation and insurance charges. Failure to bid FOB Destination Freight Prepaid may disqualify your bid.

9. Award.

a. The City will have sole discretion as to the methodology used in making the award. Where none is specified, the award will be made to the lowest responsible bidder in compliance with the specifications and requirements of this solicitation.

b. The right is reserved to make a separate award of each item, group of items or all items, and to make an award in whole or in part, whichever is deemed in the best interest of the City.

10. Responsiveness and Responsibility. Award will be made to the responsible and responsive bidder whose bid is most advantageous to the City with price and other factors considered. For the purposes of this project, responsiveness is defined as the bidder’s conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested.

Responsibility is defined as the bidder’s potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into

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The City reserves the right to refuse to accept any bid from any person, firm or corporation that is in arrears or is in default to the City, or has failed to perform faithfully any previous contract with the City. If requested, the bidder must present within five (5) working days evidence satisfactory to the City of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder’s ability to comply with the terms of this solicitation document.

11. Cancellation.

a. The City reserves the right to cancel this bid, in whole or in part, at any time for any reason. The City may, in its sole discretion and without any reason, cancel or terminate any contract or purchase order awarded as a result of this bid, in whole or in part, without penalty, by providing ten (10) days written notice thereof to the contractor.

a. In the event the Bidder shall default in any of the covenants, agreements, commitments, or conditions and any such default shall continue unremedied for a period of ten (10) days after written notice to the Bidder, the City may, at its option and in addition to all other rights and remedies which it may have, terminate the Agreement and all rights of the Bidder under the Agreement.

b. Failure to maintain the required certificates of insurance, permits, licenses and bonds will be cause for contract termination. If the Bidder fails to maintain and keep in force the insurance, if required, the City shall have the right to cancel and terminate the contract without notice.

II. CONDITIONS OF PURCHASE: The following section applies to purchases/contracts after the award. See Paragraphs 1 & 2 for applicability and order of precedence.

12. Specifications.

a. All bidders must be in compliance with all specifications and any drawings provided with this solicitation. Exceptions taken to these specifications must be noted on your bid.

b. When specific manufacturer and model numbers are used, they are to establish a design, type, construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and the bidder/proposer is responsible for providing sufficient information to establish equivalency. The City shall be the sole judge of equivalency. Bidders are cautioned to avoid bidding alternates which do not meet specifications, which may result in rejection of their bid/proposal.

13. Regulatory Compliance.

a. Seller represents and warrants that the goods or services furnished hereunder, including all labels, packages, and container for said goods, comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act (OSHA), as amended, with respect to design, manufacture or use for their intended purpose of said goods or services. Seller shall furnish Material Safety Data Sheets (MSDS) whenever applicable.

b. If it is determined by the City that such standards are not met, the seller agrees to bear all costs required to meet the minimum standards as stated above for the equipment/products furnished under this contract.

14. Warranty. Unless otherwise specifically stated by the bidder, products shall be warranted against defects by the bidder for ninety (90) days from the date of receipt. If bidder or manufacturer offers warranty that exceeds 90 days, such warranty shall prevail.

15. Ownership of Printing Materials. All artwork, camera-ready copy, negative, dies, photos and similar materials used to produce a printing job shall become the property of the City. Any furnished materials shall remain the property of the City. Failure to meet this requirement will disqualify your bid.

16. Item Return Policy. Bidder will be required to accept return of products ordered in error for up to twenty-one (21) calendar days from date of receipt, with the City paying only the return shipping costs. Indicate in detail on the Bidder Response Sheet, your return policy.

17. Payment Terms and Invoicing. The City will pay properly submitted vendor invoices within thirty (30) days of receipt, providing good and/or services have been delivered, installed (if required), and accepted as specified.

a. Payment shall be considered timely if the payment is mailed, delivered, or transferred within thirty (30) days after receipt of a properly completed invoice, unless the vendor is notified in writing by the agency of a dispute before payment is due.

b. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order, including reference to purchase order and submittal to the correct address for processing. Invoice payment processing address is shown on the upper middle section of the purchase order. Send invoices to Accounts Payable address on the purchase order. Do not send invoices to Purchasing or ship to address.

c. Bidders, proposers shall include discounts for early payment as a percent reduction of invoice. Invoice discounts shall be determined where applicable, from the date of acceptance of goods and/or the receipt of invoice, whichever is later. Discounts for early payment terms stated on the bid/proposal must be shown plainly on the invoice; discounts for early payment not shown on the invoice will be taken.

d. Invoices submitted not in accordance with these instructions will be removed from the payment process and returned within ten (10) days.

18. F.O.B. Destination Freight Prepaid. Unless otherwise agreed in writing, the vendor shall bear all handling, transportation and insurance charges. Title of goods shall pass upon acceptance of goods at the City’s dock.

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19. Tax Exemption. The City of Madison is exempt from the payment of Federal Excise Tax and State Sales Tax. The City Tax Exempt number is ES 42916. Any other sales tax, use tax, imposts, revenues, excise, or other taxes which are now, or which may hereafter be imposed by Congress, the State of Wisconsin, or any other political subdivision thereof and applicable to the sale of material delivered as a result of the bidder’s bid and which, by terms of the tax law, may be passed directly to the City, will be paid by the City.

20. Affirmative Action.

A. The following language applies to all successful bidders employing fifteen (15) or more employees (MGO 39.02(9)(c):

The Contractor agrees that, within thirty (30) days after the effective date of this Contract, Contractor will provide to the City of Madison Department of Civil Rights (the “Department”), certain workforce utilization statistics, using a form provided by the City.

If the Contract is still in effect, or if the City enters into a new Agreement with the Contractor, within one year after the date on which the form was required to be provided, the Contractor will provide updated workforce information using a second form, also to be furnished by the City.

The second form will be submitted to the Department no later than one year after the date on which the first form was required to be provided.

The Contractor further agrees that, for at least twelve (12) months after the effective date of this Contract, it will notify the Department of each of its job openings at facilities in Dane County for which applicants not already employees of the Contractor are to be considered. The notice will include a job description, classification, qualifications, and application procedures and deadlines, shall be provided to the City by the opening date of advertisement and with sufficient time for the City to notify candidates and make a timely referral. The Contractor agrees to interview and consider candidates referred by the Department, or an organization designated by the Department, if the candidate meets the minimum qualification standards established by the Contractor, and if the referral is timely. A referral is timely if it is received by the Contractor on or before the date stated in the notice.

The Department will determine if a contractor is exempt from the above requirements (Sec. 20.A.) at the time the Request for Exemption in 20.B.(2) is made.

B. Articles of Agreement, Request for Exemption, and Release of Payment:

The “ARTICLES OF AGREEMENT” beginning on the following page, apply to all contractors, unless determined to be exempt under the following table and procedures:

NUMBER OF EMPLOYEES

LESS THAN $50,000

Aggregate Annual Business with the City*

$50,000 OR MORE

Aggregate Annual Business with the City*

14 or less Exempt** Exempt**

15 or more Exempt** Not Exempt

*As determined by the Finance Director **As determined by the Department of Civil Rights

(1) Exempt Status: In this section, “Exempt” means the Contractor is exempt from the Articles of Agreement in section 20.B.(5) of this Contract and from filing an Affirmative Action plan as required by Section IV of the Articles of Agreement. The Department of Civil Rights (“Department”) makes the final determination as to whether a contractor is exempt. If the Contractor is not exempt, sec. 20.B.(5) shall apply and Contractor shall select option A. or B. under Article IV therein and file an Affirmative Action Plan.

(2) Request for Exemption – Fewer Than 15 Employees: (MGO 39.02(9)(a)2.) Contractors who believe they are exempt based on number of employees shall submit a Request for Exemption on a form provided by the Department within thirty (30) days of the effective date of this Contract.

(3) Exemption – Annual Aggregate Business: (MGO 39.02(9)(a)c.): The Department will determine, at the time this Contract is presented for signature, if the Contractor is exempt because it will have less than $50,000 in annual aggregate business with the City for the calendar year in which the contract is in effect. CONTRACTORS WITH 15 OR MORE EMPLOYEES WILL LOSE THIS EXEMPTION AND BECOME SUBJECT TO SEC. 20.B.(5) UPON REACHING $50,000 OR MORE ANNUAL AGGREGATE BUSINESS

WITH THE CITY WITHIN THE CALENDAR YEAR, BEGINNING IN 2019.

(4) Release of Payment: (MGO 39.02(9)(e)1.b.) All non-exempt contractors must have an approved Affirmative Action plan meeting the requirements of Article IV below on file with the Department within thirty (30) days of the effective date of this Contract and prior to release of payment by the City. Contractors that are exempt based on number of employees agree to file a Request for Exemption with the Department within thirty (30) days of the effective date and prior to release of payment by the City.

(5) Articles of Agreement:

ARTICLE I

The Contractor shall take affirmative action in accordance with the provisions of this Contract to insure that applicants are employed, and that employees are treated during employment without regard to race, religion, color, age, marital status, disability, sex, sexual orientation, gender identity or national origin and that the employer shall provide harassment-free work environment for the realization of the potential of each employee.