C2C-Award Contract Lease Of Golf Personnel Carts Turf Vehicles And GPS SystemCOMMISSION ITEM SUMMARY
Item Summary/Recommendation :
ln an effort to provide up to date equipment to its visitors, as well as minimize downtime and extensive equipment
repairs associated with golf fleet ownership, the City previously entered into a 36 month lease agreement of its golf
fleet for Normandy Shores Golf Course and Miami Beach Golf Course. The City's present Golf Fleet leases are
expiring December 2014. Ihe City solicited bids for a new thirty-six (36) month lease to replace the existing Golf
Cart Fleet at Normandy Shores Golf Course and Miami Beach Golf Course.
With the above stated goals in mind, lnvitation to Bid (lTB) 2015-01O-WG, was issued on October 27,2014.
Notices were sent to approximately 102 firms. Following a pre-bid conference and necessary addendas to clarify
ITB requirements and respond to bidder questions, three (3) bids were received on November 21,2014from:
Yamaha Golf Car Company, Club Car LLC and E-Z-Go Division of Textron. However, the Yamaha Golf Car
Company was deemed non-responsive for failure to meet the ITB specifications. The bid tabulation is attached.
The City Manager has considered the bids received, pursuant to ITB 2015-01O-WG, and recommends that the
Mayor and City Commission of the City of Miami Beach, Florida, approve the award of contract with E-Z-Go
Division of Textron, the lowest responsive, responsible bidder to the ITB; and, further, authorize the Administration
to finalize the terms and conditions of a required lease agreement with E-Z-Go Division of Textron. Additionally,
since the delivery of the new gold cart fleet is not expected to be completed prior to 60-90 days from the finalization
of the lease agreement, the City Manager also recommends that the Administration be authorized to negotiate
month-to-month terms with the current provider of the City's golf cart fleet, also E-Z-Go Division of Textron, until
such time as the new fleet is delivered.
CONCLUSION
The City Manager recommends that the Mayor and City Commission of the City of Miami Beach, Florida, approve
the award of a contract, pursuantto ITB 2015-010-WG, to E-Z-Go Division of Textron, the lowest responsive,
responsible bidder to the ITB; and, further, authorize the Administration to finalize the terms and conditions of a
required lease agreement with E-Z-Go Division of Textron; and, further, authorize the Administration to negotiate
monthto-month terms with the current provider of the City's golf cart fleet, also E-Z-Go Division of Textron, until
such time as the new fleet is delivered.
Advisorv Board Recommendation :
Financial lnformation:
Clerk's Office slative T
1 7\Procurement\lTB 201 5-01 of Replacement Golf Fleet -
AGENDA ITEM CAC
Condensed Title:
REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO TNVTTATION TO BtD (tTB) 201s-010-
WG FOR THE LEASE OF GOLF, PERSONNEL CARTS, TURF VEHICLES AND GPS SYSTEM; AND,
FURTHER, AUTHORIZE THE ADMINISTRATION TO FINALIZE THE TERMS AND CONDTTIONS OF A
REQUIRED LEASE AGREEMENT WITH E-Z-GO DIVISION OF TEXTRON; AND, FURTHER, AUTHORIZE THE
ADMINISTRATION TO NEGOTIATE MONTH.TO.MONTH TERMS WITH THE CURRENT PROVIDER OF THE
CITY'S GOLF CART FLEET, ALSO E.Z.GO DIVISION OF TEXTRON, UNTIL SUCH TIME AS THE NEW FLEET
OF GOLF CARTS IS DELIVERED, PURSUANT TO ITB 2O15.O1O.WG.
Maximize the Miami Beach Brand as a World Class Destination.
Supporting Data (Surveys, Environmenta! Scan, etc.): N/A
FY1 $96,765.66 MBGC - 011-0970-000323
FY1 $58,508.19 NSGC - 011-0975-000323
Fina-ncial lm-Fa6t Summary: The annual cost associated with the Lease of the replacement Golf Fleet is subject to
funds availabilitv aooroved throuqh the Citv's budoeti
Alex Denis, Director Ext # 6641
E MIAMIBEACH se;rs /2-/7-/787
MIAMI BEACH
City of Miomi Beoch, 1700 Convention Center Drive, Miomi Beoch, Florido 331 39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO:Mayor Philip Levine and Members the City C
FROM: Jimmy L. Morales, City Manager
DATE: December 17,2014
SUBJECT: REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO INVITATION TO
BrD (rTB) 2015-o1o-WG THE LEASE OF GOLF, PERSONNEL CARTS, TURF
VEHICLES AND GPS SYSTEM; AND, FURTHER, AUTHORIZE THE
ADMINISTRATION TO FINALIZE THE TERMS AND CONDITIONS OF A REQUIRED
LEASE AGREEMENT WITH E-Z-GO DIVISION OF TEXTRON; AND, FURTHER,
AUTHORIZE THE ADMINISTRATION TO NEGOTIATE MONTH.TO.MONTH TERMS
WITH THE CURRENT PROVIDER OF THE CITY'S GOLF CART FLEET, ALSO E.Z.
GO DIVISION OF TEXTRON, UNTIL SUCH TIME AS THE NEW FLEET OF GOLF
CARTS IS DELIVERED, PURSUANT TO ITB 2O15.O1O.WG.
KEY INTENDED OUTCOME SUPPORTED
Maximize the Miami Beach Brand as a World Class Destination.
FUNDING
fundino forhe this is as tollows
Fund Name Fund Code Amount
General Fund Miami Beach
Golf Course
MBGC - 011-0970-000323 FY1 $96,765.66
General Fund Normandy
Shores Golf Course
NSGC - 011-0975-000323 FY1 $58,508.19
BACKGROUND
ln an effort to provide up to date equipment to its visitors, as well as minimize downtime and extensive
equipment repairs associated with golf fleet ownership, the City previously entered into a 36 month
lease agreement of its golf fleet for Normandy Shores Golf Course and Miami Beach Golf Course. The
City's present Golf Fleet leases are expiring December 2014. The City solicited bids for a new thirty-six
(36) month lease to replace the existing Golf Cart Fleet at Normandy Shores Golf Course and Miami
Beach Golf Course.
ITB PROCESS
With the above stated goals in mind, lnvitation to Bid (lTB) 2015-01O-WG, was issued on October 27,
2014. Notices were sent to approximately 102 firms. Following a pre-bid conference and necessary
addendas to clarify ITB requirements and respond to bidder questions, three (3) bids were received on
November 21,2014 from: Yamaha Golf Car Company, Club Car LLC and E-Z-Go Division of Textron.
However, the Yamaha Golf Car Company was deemed non-responsive for failure to meet the ITB
specifications. The bid tabulation is attached.
As required in the lTB, the bid received from E-Z-Go Division of Textron, was evaluated for compliance
with m inim um qualifications and specification requirements, including:
1. Minimum Requirements: Bidders shall provide the following:
o Provide documentation from the manufacturer verifying that the bidder is an authorized
dealer for the proposed manufacturer.
o Provide a letter from the Global Positioning System (GPS) software/hardware supplier
88
Commission Memorandum - ITB No. 2015-01O-WG, Lease of Golf, Personnel Carts, Turf Equipment
and GPS System
December 17,2014
Page2
verifying that they will provide and support software/hardware system proposed by the
bidder. The golf equipment leased for the Miami Beach Golf Club will be required to be
outfitted with GPS.
o Bidder(s) shall provide a formal written lease agreement between the City and the
bidder which is acceptable to the City. Please include an Operational Lease and a
Capital Lease Agreement. Each agreement shall include a "non-appropriation" clause
that does not obligate the City to pay any net contract balance remaining beyond any
fiscal period wherein funds have not been appropriated for that expense. A copy of
your proposed Agreement shall be included with your bid submission. (Note: The fiscal
year for the City of Miami Beach is Octoberlst- September3Oth)
E-Z-Go Division of Textron met the minimum requirements noted above.
2. Previous Experience: Provide listing of three (3) contracts of similar size and equipment that
have been provided to public and private sector clients within the last three (3) years, (include
Organization name, contact person, address, telephone number, and email address).
E-Z-Go Division of Textron provided verifiable references and is presently providing
satisfactory services to the City.
3. Financial Stability and Strength: The Bidder must be able to demonstrate a good record of
performance and have sufficient financial resources to ensure that they can satisfactorily
provide the goods and/or services required herein.
E-Z-Go Division of Textron, has a good record of performance and has the financial
resources to ensure that they can satisfactorily provide the goods and/or services
required in the lTB. The bidders latest Supplier Qualifier Report from Dun & Bradstreet
indicates that their financial conditions are good and they have a Supplier Evaluation
Risk (SER) rating of 3 out of 9 The lower the score, the lower the risk.
CITY MANAGER'S REVIEW AND RECOMMENDATION
The City Manager has considered the bids received, pursuant to ITB 2015-010-WG, and recommends
that the Mayor and City Commission of the City of Miami Beach, Florida, approve the award of contract
with E-Z-Go Division of Textron, the lowest responsive, responsible bidder to the ITB; and, further,
authorize the Administration to finalize the terms and conditions of a required lease agreement with E-Z-
Go Division of Textron. Additionally, since the delivery of the new gold cart fleet is not expected to be
completed prior to 60-90 days from the finalization of the lease agreement, the City Manager also
recommends that the Administration be authorized to negotiate monthto-month terms with the current
provider of the City's golf cart fleet, also E-Z-Go Division of Textron, until such time as the new fleet is
delivered.
CONCLUSION
The City Manager recommends that the Mayor and City Commission of the City of Miami Beach,
Florida, approve the award of a contract, pursuantto ITB 2015-01O-WG, to E-Z-Go Division of Textron,
the lowest responsive, responsible bidder to the ITB; and, further, authorize the Administration to
finalize the terms and conditions of a required lease agreement with E-Z-Go Division of Textron; and,
further, authorize the Administration to negotiate monthto-month terms with the current provider of the
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