Country Hills Golf Course - Golf Cart Replacement

CITY OF
HENDERSONVILLE
101 MAPLE DRIVE NORTH
HENDERSONVILLE, TN 37075
REQUEST FOR BIDS
PROJECT NAME:
Country Hills Golf Course -GolfCart Replacement
ISSUE DATE: August 24, 2026
QUESTIONS DUE: September 2, 2026 AT 1:00 PM
ADDENDUM POSTED (IF NEEDED): September 4, 2026
SUBMITTALS DUE: September 10, 2026 AT 10:00 AM
BID NO. 27-0008
JAMIE CLARY, MAYOR
CITYOFHENDERSONVILLE
PARKS DEPARTMENT
1

City of Hendersonville
Parks Department
PROJECT NAME:
Country Hills Golf Course -Golf Cart Replacement
TABLE OF CONTENTS
DESCRIPTION: PAGE NUMBER:
Request forBids 1
Table of Contents 2
InvitationtoBid 3
Bid Submittal Checklist 4
BiddingInstructions 5 - 6
GeneralConditions 7-9
Specifications 10-13
Bid Proposal SubmittalForm 14
Bid Proposal Submittal Form (Page 2) 15-18
TitleVI Compliance 19
Attachment A -Trade-In Golf Cart Schedule 20
2

INVITATION TO BID
The City of Hendersonville is accepting sealed bids for the following Country Hills Golf Course -
Golf Cart Replacement.
The City's Parks Department seeks bids for the purchase of seventy-two (72) new, gas-powered
golf carts, 2026 model year or newer, and all equipment specified in the bid documents. The City
also intends to trade in sixty-eight (68) existing golf carts. Trade-in requirements and
specifications are provided in the bid documents.
The golf carts shall be gas-powered and shall meet or exceed all minimum requirements contained
in the specifications.
Specifications may be obtained by email request to procurement@hvilletn.org, or by paper copy
from the Finance Department, Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
TN 37075.
Bids must be submitted by September 10, 2026, for the opening at 10:00 AM, at which time
they will be opened in Conference Room 3,at Hendersonville City Hall, 101 Maple Drive North,
Hendersonville, Tennessee 37075.
The City reserves the right to reject any or all bids, to reject any bid that is nonresponsive or does
not meet the requirements of the solicitation, and to waive any informalities or minor
irregularities in the bids received.
3

BID SUBMITTAL CHECKLIST
Project Name: Country Hills Golf Course - Golf Cart Replacement
Solicitation Number: 27-0008
Company Name:
The Bidder is responsible for ensuring that all required documents are submitted with its response. Failure
to provide required documentation may result in the response being deemed nonresponsive.
Please check all items included with your submission.
Completed Bid Submittal Checklist
Completed Bid Proposal Submittal Form (Page 1)
Completed and Signed Bid Proposal Submittal Form Pricing Sheet (Page 2)
Acknowledgment of All Addenda Issued (if any)
Required product information, including manufacturer, make, model, model year, and applicable
specifications
Trade-in allowance as required by the Bid Proposal Submittal Form
Manufacturer warranty information
Proposed delivery date
Product literature/cut sheets, as required
Any required alternate-product documentation
Title VI Compliance Form, if applicable to the project
CERTIFICATION
The undersigned certifies that this checklist has been reviewed and that all required documents have been
included in the submission. The Bidder understands that submission of this checklist does not relieve the
Bidder of responsibility for complying with all requirements contained in the solicitation, including any
applicable federal funding requirements, certifications, or contract provisions that may become applicable
to this project.
Authorized Representative: ________________
Title: ___________________
Signature: _____________________________________________ Date: ________________________________________________
4

BIDDING INSTRUCTIONS
Sealed bids will be received by the City of Hendersonville Finance Department for furnishing all
materials and equipment necessary to provide golf carts for the trade-in and replacement of
existing golf carts at the Country Hills Golf Courseand the Parks and Recreation Department, for
use at locations within the City of Hendersonville City Limits.
Copies of the specifications and contract documents may be examined and obtained at the
Finance Department, located at HendersonvilleCity Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075, or by email request to procurement@hvilletn.org.
For further information regarding this solicitation, contact the City of Hendersonville Finance
Department at procurement@hvilletn.org.
BIDDINGREQUIREMENTS
1) Bid proposals will be received by the City of Hendersonville Finance Department,
located at Hendersonville City Hall, 101 Maple Drive North, Hendersonville,
Tennessee 37075, no later than 10:00 AM on September 10, 2026 Bids must be
submittedinthe format shown below. Bids received after this time and/or bids improperly
submitted shall be returned to the bidder unopened.
2) The following information shall be clearlynotedon the outside of the bid package:
1.) ProjectName: Country Hills Golf Course - Golf Cart
Replacement
2.) Bidder'sName:
3.) Business Address:
4.) Business Telephone:
5.) Bidder's Email:
3) The successful Bidder shall be properly registered and authorized to conduct business in
the State of Tennessee, as applicable under Tennessee law.
4) All bidders must submit the required product information, specifications, pricing, and
trade-in allowance with their bids. Failure to provide the required information may be
cause for rejection of the bid.
5) The successful bidder shall comply with all applicable City of Hendersonville business
licensing requirements prior to delivery or performance under the contract.
6) Bidders shall submit manufacturer, make, model, model year, and other product
information necessary to demonstrate compliance with the specifications. If an alternate
product is proposed, the bidder shall identify the proposed manufacturer and model and
provide complete specifications and supporting documentation demonstrating that the
5

proposed product meets or exceeds the requirements.
7) Contract/Project Administration: The City of Hendersonville Finance Department shall
serve as the City's point of contact for this solicitation. All questions, requests for
clarification, correspondence, and submittals pertaining to this solicitation shall be
directed in writing to:
City of Hendersonville Finance Department
Email: procurement@hvilletn.org.
All official interpretations, clarifications, modifications, or changes to the bid documents
will be issued by the City of Hendersonville Finance Department in writing and, when
applicable, through a formal addendum.
8) The City of Hendersonville reserves the right to accept or reject any trade-in allowance
submitted by a Bidder. Trade-in allowances shall be identified separately on the Bid
Proposal Submittal Form and may be considered in determining the net purchase price.
6

GENERAL CONDITIONS
A. VENDOR'S DUTIES
All products and equipment furnished under this contract shall conform to all provisions
of the specifications.
The Vendor shall provide products that meet or exceed the requirements contained in
the bid documents.
Any proposed substitution or deviation from the specifications after award shall require
prior written approval from the City of Hendersonville.
The Vendor shall immediately notify the City in writing upon discovery of any conflict
between the specifications and the products or equipment proposed or furnished.
B. MATERIALS
All golf carts and equipment supplied by the Vendor shall be new, unused, and of the type,
quality, and character specified in the bid documents.
Products or equipment that do not conform to the specifications may be rejected by the
City and shall be replaced by the Vendor at the Vendor's expense.
C. CONTRACT DURATION
The resulting contract shall remain in effect through completion of delivery, acceptance of
all required golf carts and equipment, removal of all trade-in golf carts, invoicing, and
payment.
The Vendor shall complete delivery and removal of trade-in golf carts no later than
January 31, 2027, unless a different delivery date is specified in the Bid Proposal or
approved in writing by the City.
D. DISPUTES
For the purpose of this contract, all disputes arising from this contract, or its
interpretation shall be addressed in writing to Lynn Ray (Golf Management Group
President) at lraygmg@raskinco.com. The Golf Management Group's President, in
collaboration with the Parks Director'sdecision,shall be final.
E. UNIT PRICES
The bidder's pricing shall include all costs necessary to furnish and deliver the golf carts
and required equipment in accordance with the specifications.
7

Unless specifically identified as an optional item on the Bid Proposal Submittal Form, all
costs associated with freight, delivery, unloading, setup, preparation, and other charges
necessary to provide the golf carts ready for operation shall be included in the bid price.
F. INSURANCE REQUIREMENTS
The successful Vendor shall maintain insurance required by the City of Hendersonville for
the performance of the resulting contract.
Prior to delivery or performance under the contract, the successful Vendor shall provide a
Certificate of Insurance demonstrating compliance with the City's applicable insurance
requirements.
Insurance costs shall be included in the Vendor's bid price and shall not be submitted as a
separate bid item.
Worker's Compensation: $1,000,000
Employer's Liability:
Each accident: $1,000,000
Disease, policy limit $1,000,000
Disease, each employee $1,000,000
General Liability:
Each occurrence: $1,000,000
Aggregate: $2,000,000
Automobile Liability: $1,000,000
Professional Liability:
Each claim: $1,000,000
Aggregate: $2,000,000
G. PAYMENT TO THE VENDOR
Vendorshall as soon as practical, after finalacceptance by the City, submit an invoice for
the golf carts, equipment, and other items delivered and accepted by the City. The invoice
addressed to the City of Hendersonville, shall identify Country Hills Golf Course as the
applicable department/location, and shall contain the following information: Purchase
order number, location of delivery, quantities of each item delivered, cost of each unit, and
total amount due, on the Vendor's invoice form. Final quantities for each individual item
8

shall be checked, approved, and signed by the Golf Management Group President,and/or
an official representative of the City of Hendersonville. After such approval, the City of
Hendersonville shall pay, or cause to be paid the Vendor, in the manner provided by law,
the entire sum so found to be due hereunder.
H. GENERAL
Time for Completion: The successful Bidder is anticipated to be selected by
October1,2026. The Vendor shall deliver all new golf carts and remove all trade-in golf
carts no later than January 31, 2027, unless otherwise approved in writing by the City.
The City reserves the right to reject any golf cart, equipment, or other item that does not
conform to the specifications.
Final inspection and acceptance of the golf carts and equipment shall be made by the
City following delivery. Acceptance shall not relieve the Vendor of responsibility for
defects or nonconforming products that were not reasonably discoverable at the time of
inspection.
Prior written approval from the City shall be required for any proposed substitution or
deviation from the specifications.
Protection of Persons and Property: The Vendor shall be responsible for any/ all injuries
or damages to persons or property that may occur in connection with the performance of
work under this contract. He shall take all necessary precautions and exercise adequate
diligence to prevent injuries or damages of any nature to persons or to property of others
during the prosecution of this contract. The Vendor shall defend the City of
Hendersonville against any and all claims which may arise from the performance of this
contract.
9

SPECIFICATIONS
GENERAL
The City of Hendersonville seeks to purchase 72 new golf carts for use at Country Hills Golf
Course.
All golf carts shall be 2026 or newer models, new and unused, and shall meet or exceed the
minimum specifications set forth below.
RELATED SPECIFICATIONS
A. Brand Name Products:
When a brand name product is designated, it signifies the minimum quality deemed
acceptable. If an alternate is offered, the Bidder must include the brand name to be
furnished, along with the complete specifications and any other supportive
documentation. The Bidder must be prepared to provide a sample for testing of the
alternate, upon request of the City of Hendersonville and Golf Management Group. It
shall be the responsibility of the Bidder to prove that the alternate product meets or
exceeds the quality and performance of the designated brand name set forth in the Bid
instrument.
B. Golf Cart Specifications:
All newgolf carts shall meet or exceed the following minimum specifications:
o Quantity: 72
o Model Year: 2026 or newer
o Type: 4 wheel golf cart
o Engine: 4 cycle gas, air cooled
o Horsepower: Rating 11 to 14 Horsepower
o Speed: Governed to 12 mph
o Transmission: Fully automatic, forward, and reverse
o Low-oil indicator light
o Tires: 18 X 8.50 X 8.00 four (4) ply
o Brakes: Mechanical self-adjusting drum or internal transaxle disc
o Parking brake: Single pedal, self locking
o Canopy top
o USB port
o Sweater basket
o Standard ID number decal (2 per cart)
o Beverage holder - capacity of 2 per passenger
o Built in golf ball holders
o Scorecard and pencil holder
o Protective bumper system
o Scuff guards
o Bag well liner
o Body material: Impact-resistant, rustproof, and lightweight
10