Golf Cart Fleet Lease for City of Madison Golf Courses

The City of Madison Parks Department issued Request for Bids (RFB #10087-0-2021-BG) for a comprehensive golf cart fleet lease covering four municipal golf courses: Odana, Yahara, Monona, and Glenway. The procurement seeks a full-service lease for 189 total vehicles, including 182 golf carts (140 for Odana and Yahara, 42 for Glenway and Monona), 10 utility vehicles, 3 beverage carts, and 3 range picker carts. Bidders must provide gas-powered carts with specific requirements, including 11.5 HP minimum engines, 12 mph maximum forward speed, white exterior color, and comprehensive accessories. Vendor qualifications include a minimum five-year history in golf cart fleet leasing, original manufacturer or authorized distributor status, and Golf Car Manufacturer's Association membership. Proposals were due by December 21, 2021, at 2:00 PM CST, with questions accepted until December 10, 2021, and answers posted by December 15, 2021. The lease requires comprehensive service coverage, including insurance, warranty, maintenance, and rapid repair response times, with delivery required by March 15 of each contract year.

The contract includes standard City of Madison affirmative action requirements for contractors with 15 or more employees and $50,000 or more in annual business. No specific set-aside designations were mentioned for disadvantaged enterprises. The incumbent vendor was Harris Golf Cars, which was awarded the contract over competitor Premier Golf & Utility. The lease offers two contract term options: three or four years, with a nine-month payment schedule during the active golf season and winter storage from November through March. Pricing for 2022 was based on 2016 or newer golf carts, with subsequent years requiring 2023 or newer vehicles. The total annual cost for 2022 was $131,700.33, with a three-year base period total of $528,768.81. The contract includes provisions for potential cart number reductions, with any cost per cart increase not exceeding 3 percent. Insurance requirements include $1,000,000 in commercial general liability, $1,000,000 in automobile liability, and workers' compensation insurance per Wisconsin requirements.