Golf carts, club car, parts (OEM) and repair services, term

Palm Beach County's Purchasing Department issued a Request for Quotation (RFQ #300587/AW) for Club Car golf carts, original equipment manufacturer (OEM) parts, and repair services under a term contract. The solicitation closed on December 6, 2019, at 4:00 p.m., with responses submitted to Albert Wong, Senior Buyer. The County seeks a single fixed percentage discount from the manufacturer's suggested retail price list (MSRP) for all OEM parts and a firm, fixed hourly rate for repair services. Successful vendors must be authorized Club Car dealers or resellers capable of maintaining adequate stock, with delivery required within two business days for stock items and seven business days for non-stock items. The contract award will be made on an all-or-none basis to the lowest responsive and responsible bidder using a total factored rate calculation, weighting the hourly service rate at 10 percent and OEM parts pricing at 90 percent. The hourly service rate must include all manpower, fuel, travel, mileage, equipment, tools, materials, and incidental expenses with no overtime compensation, and pricing must be firm and fixed with no escalation clauses permitted. Vendors must provide current manufacturer catalogs and MSRPs upon award, maintain Commercial General Liability Insurance with a $500,000 limit, Business Auto Liability Insurance with a $500,000 combined single limit, and Workers' Compensation Insurance, while also providing a ninety-day warranty against defects in materials and workmanship.

The solicitation establishes comprehensive requirements for Minority/Women Business Enterprise (M/WBE) and Small Business Enterprise (SBE) participation through Attachment A, which mandates disclosure of all prime contractors, subcontractors, and sub-subcontractors with their respective work scopes and compensation structures. Vendors must comply with the Commercial Non-Discrimination Policy, Equal Business Opportunity Program requirements, and local preference ordinances, and successful vendors are required to register in the County's Vendor Self Service (VSS) system. The County anticipates an expenditure of approximately $3,500 over the initial twelve-month contract term, with the option to renew for four additional twelve-month periods. All goods and services are subject to post-sale audit adjustment, and vendors must warrant that prices will not exceed those offered to the County's most favored customers. The County is exempt from federal and state taxes, and no incumbent vendors or current contractors are identified in the solicitation materials.