Title
Purchase of a New Fleet of Golf Carts for Ironwood Golf Course (B)
This is a request for the City Commission to approve staff’s ranking of proposals for the purchase of a new fleet of golf carts for Ironwood Golf Course, with the top-ranked proposal being submitted by E-Z-GO A Textron Company (“EZGO”), and authorization for Parks, Recreation and Cultural Affairs (“PRCA”) to enter into a contract with EZGO for purchase of the items included in EZGO’s proposal.
Explanation
On August 27, 2015, a Request for Proposal (RFP) was issued by the City’s Purchasing Division for Purchase of a New Fleet of Golf Carts for Ironwood Golf Course. All proposals were due at 3:00 p.m. on September 16, 2015. The intent of the RFP is to purchase a new fleet of golf carts every 4 years so that there will be consistency in the condition of all carts versus the current method of purchasing ten (10) carts every year, which has resulted in a mix of used and new fleet.
A total of three (3) proposals were received by the deadline indicated. On September 17, 2015, an evaluation committee, consisting of two (2) members of PRCA staff and one (1) member from the Budget and Finance Department, met with staff from the City of Gainesville Purchasing Division and evaluated the submitted proposals. The top ranked proposal was submitted by EZGO, and includes the purchase of 66 TXT DC Electric Golf carts, 2 TXT gas Freedom Ranger Carts, 2 Cushman 1200 Beverage Carts and 1 Cushman X 800 Gas Range Picker carts with trade-in of the current fleet of carts at Ironwood Golf Course, consisting of 74 electric golf carts, 2 gas carts, 2 gas beverage carts, and a range picker purchased by the City from 2003 to 2014. PRCA desires to enter into a contract with EZGO for the purchase of these items.
Included in the EZGO bid is a 4-year warranty on the suspension, pedal group, seats, canopy system, powertrain, and 25,000 amp hours on the cart batteries. The intent of Ironwood Golf Course is to trade in the purchased fleet every 4 years (before the carts were to exceed the amp hours listed in the warranty) and purchase a new fleet by going through the RFP process.
Fiscal Note
The award carries a total purchase amount of $145,970. Currently cart purchases are staggered, with approximately 10 carts purchased per year from Ironwood capital surcharge monies, at a cost of approximately $35,000 per year. Funds in the amount of $145,970 for the purchase of a new fleet of golf carts for Ironwood Golf Course will be acquired through an internal loan from the General Fund. The funds will be repaid annually from the Ironwood Golf Course Surcharge Fund.
The project will cost an additional $1,492/year over the current practice of Ironwood purchasing its cart fleet; however the amount saved by not having to repair and maintain an aging fleet of carts should more than make up that difference. By trading in the fleet after 4 years, additional batteries will also not need to be purchased, which is a significant cost savings to the golf course.
Recommendation
The City Commission: 1) approve staff’s recommended ranking of the proposals; 2) authorize the City Manager or his designee to execute a contract, subject to approval by the City Attorney as to form and legality, with E-Z-GO A Textron Company in the amount of $145,970, and 3) authorize the City Manager or designee to issue a purchase order in an amount not to exceed $145,970.