GOLF MAINTENANCE EQUIPMENT

Agency:	City of Charlottesville
State:	Virginia
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Feb 27, 2024
Due:	Mar 27, 2024
Solicitation No:	24-51
Publication URL:	To access bid details, please log in.

Bid Number:	24-51
Bid Title:	GOLF MAINTENANCE EQUIPMENT
Category:	REQUEST FOR PROPOSALS
Status:	Open

Description:

The purpose of this Request for Proposal is to solicit sealed proposals to establish a five (5) year term contract for the lease of golf equipment and related services for the Meadowcreek Golf Course.

Publication Date/Time:

2/27/2024 10:43 AM

Closing Date/Time:

3/27/2024 2:00 PM

Submittal Information:

See solicitation

Bid Opening Information:

See solicitation

Addendum Date/Time:

02/27/2024

Contact Person:

Tameka Anderson, VCA, purchasing@charlottesville.gov

Attachment Preview

REQUEST FOR PROPOSAL

(RFP)

Issue Date: February 27, 2024

RFP# 24-51

Title: GOLF MAINTENANCE EQUIPMENT

Issuing Agency: City of Charlottesville

Department and/or Location Where Work Will Be Performed: City of Charlottesville, Parks and Recreation

Meadowcreek Golf Course

Period Of Contract: For one year beginning July 31, 2024, with the option to renew lease for up to five (5) additional one year

terms if agreed in writing by both parties.

Sealed Proposals Will Be Received Until 2:00 p.m. local prevailing time on March 27, 2024. Proposals received after the

announced time and date for receipt will not be considered. No telephoned, faxed, or emailed proposals will be

considered.

All Inquiries For Information Should Submitted in Writing and Be Directed To: Tameka Anderson, VCA, Procurement

Supervisor, at purchasing@charlottesville.gov or by Fax: 434-970-3069.

The face of the envelope or shipping container should be clearly marked in the lower left hand corner as follows:

RFP# 24-51

TITLE: GOLF MAINTENANCE EQUIPMENT

PROPOSALS DUE: March 27, 2024

IF PROPOSALS ARE HAND DELIVERED OR MAILED SEND DIRECTLY TO ADDRESS SHOWN BELOW:

City of Charlottesville

Procurement

Tameka Anderson

325 4th Street NW

Charlottesville, Virginia 22903

OFFERORS HAND DELIVERING PROPOSALS CAN OBTAIN A MAP SHOWING THE CITY VISITOR PARKING

LOCATION, ON THE CITY’S WEBSITE AT: WWW.CHARLOTTESVILLE.GOV/PURCHASING, (CLICK ON CITY

YARD MAP (PDF) TO OBTAIN A MAP).

TO RECEIVE A COMPLETE PROPOSAL PACKAGE,

PLEASE VISIT OUR WEBPAGE AT

WWW.CHARLOTTESVILLE.GOV/PURCHASING

AND CLICK ON BIDS AND PROPOSALS.

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1

or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited

by state law relating to discrimination in employment.

TABLE OF CONTENTS FOR RFP# 24-51 GOLF MAINTENANCE EQUIPMENT

I. PURPOSE

II. MINORITY BUSINESS PROGRAM

III. BACKGROUND

IV. STATEMENT OF NEEDS

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

VI. EVALUATION AND AWARD CRITERIA

VII. REPORTING AND DELIVERY INSTRUCTIONS

VIII. PREPROPOSAL CONFERENCE

IX. GENERAL TERMS AND CONDITIONS

X. SPECIAL TERMS AND CONDITIONS

XI. ATTACHMENTS

PAGE

3-6

6-14

15-23

Be advised that some of the content in the associated pages may not be posted in an accessible format for screen readers due to

the length, complexity and technical nature; however, accommodations will be made upon request by calling 434-970-3860 or

submitting an email request to purchasing@charlottesville.gov.

RFP# 24-51 GOLF MAINTENANCE EQUIPMENT

Page 2 of 24

I. PURPOSE: The purpose of this Request for Proposal is to solicit sealed proposals to establish a five (5) year term

contract for the lease of golf equipment and related services for the Meadowcreek Golf Course.

II. MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City of

Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses (SWaM-

O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O businesses, City

Council and staff have taken steps to push forward policy changes and initiatives to help reduce barriers to doing

business with the City. To find out more about the current City of Charlottesville initiatives and programs please visit

the Minority Business Program website at https://www.charlottesville.gov/718/Minority-Business-Program.

III. BACKGROUND: OMITTED.

IV. STATEMENT OF NEEDS: The contractor shall comply with all applicable federal, state and local laws, rules and

regulations applicable to the provision and performance by the contractor of the work and services that are the subject

of the contract.

The Contractor shall furnish and deliver each of the items listed below for a lease term of five (5) years. Equipment

shall be new and unused. City is not accepting alternative brand names or manufacturers for this proposal. Equipment

shall be delivered by Spring 2025.

Contractor may elect to utilize the available equipment for trade-in listed below. Contractor can provide a trade-in

value/credit which will be deducted from the overall cost of the new equipment, or a cash purchase price may be

offered. Contractor will be responsible for pick up and removal of any trade-in equipment. Trade-in equipment will

remain in use by Meadowcreek Golf Course until the new equipment arrives and cannot be resold or picked up until

that time.

New Equipment to be Leased

Quantity

John Deere 2400 Greens Mower

John Deere 2400 Tee / Approach Mower

John Deere 8700A Fairway Mower

John Deere TX Turf Gators

John Deere 2020A Pro Gator Utility Cart

John Deere 1220 Bunker Raker

John Deere 7400A Trim Mower

Equipment Available for Trade-In

Quantity

2019 - John Deere 2500B Triplex Riding Greens Mower 1

2019 - John Deere 2653B Riding Triplex Trim Mower 1

2019 - John Deere 1200H Bunker Raker

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this

RFP (“Proposal”).

a. One (1) printed version original marked “Original” and three (3) copies of each Proposal shall be

transmitted to the City, along with an electronic copy of the proposal on CD. The City will accept

flash drives or USB sticks. The proposal should be formatted either in Microsoft Word or PDF.

b. In addition, should the proposal contain proprietary information, submit one (1) redacted printed

version with proprietary portions removed or blacked out marked “Redacted Copy” along with an

electronic copy on CD either in Microsoft Word or PDF format of same. The City will accept flash

drives or USB sticks.

RFP# 24-51 GOLF MAINTENANCE EQUIPMENT

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These items must be submitted to the City as a complete sealed proposal. No other distribution of the

proposal shall be made by the Offeror.

Proposals must be submitted by the date and time stated in the solicitation. Proposals will be date and time

stamped upon receipt and retained unopened in a secure location until proposal opening. No consideration

will be given to date of postmark or error in delivery to incorrect address. It is the responsibility of the

Offeror to ensure timely and correct delivery of proposal.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the offeror.

b. Each Proposal must be and remain valid for a period of at least one hundred eighty (180) days from

the date set by this RFP for receipt of proposals.

c. All information requested or required by this RFP must be submitted. Failure to submit all information

requested may affect the overall rating of the Offeror’s proposal.

d. Proposals should be prepared simply, providing a clear, straightforward, concise description of the

Offeror’s qualifications and suitability to provide the required services, and of the Offeror’s

capabilities, in all respects, to perform fully the requirements of this RFP, and the Offeror’s integrity

and reliability that will assure good faith performance of the Project requirements.

e. Proposals should be organized in the order in which the requirements are presented in the RFP. All

pages of the proposal should be numbered. Each paragraph in the proposal should reference the

paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph

number, sub-paragraph, and repeat the text of the requirement as it appears in the RFP. If a response

covers more than one page, the paragraph number and sub-paragraph number should be repeated at

the top of the next page. The proposal should contain a table of contents which cross-references the

RFP requirements. Information which the Offeror desires to present that does not fall within any of

the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the

proposal and designated as additional material. Proposals not organized in this manner may receive

a lower score if evaluators are unable to find where the proposal specifically addresses the RFP

requirements.

f. As used in this RFP, the terms "must", “will” and "shall" identify mandatory requirements. Items

labeled as "should" or “may” are highly desirable, and are preferred. Depending on the overall quality

and completeness of a Proposal, inability of an Offeror to satisfy a "must", “will” or "shall"

requirement may not automatically remove that Offeror from consideration; however, it may affect

the overall rating of the Offerors’ proposal.

g. Each copy of the Proposal should be bound or contained in a single volume where practical. All

documentation submitted with the proposal should be contained in that single volume.

h. All proceedings, records, contracts and other records relating to this procurement transaction shall be

open to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets

or proprietary information submitted by an offeror shall not be subject to public disclosure under the

Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F

of the Code of Virginia, in writing, either before or at the time the data or other material is submitted.

The written notice must specifically identify the data or materials to be protected and state the reasons

why protection is necessary. The proprietary or trade secret material submitted must be identified by

some distinct method such as highlighting or underlining and must indicate only the specific words,

figures, or paragraphs that constitute trade secret or proprietary information. The classification of an

entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets

is not acceptable. Offerors, upon request, shall be afforded the opportunity to inspect proposal records

within a reasonable time after the evaluation and negotiations of proposals are completed, but prior to

award, except in the event that the City decides not to accept any of the proposals and to reopen the

contract. Otherwise, proposal records shall be open to public inspection only after award of a contract

by the City.

RFP# 24-51 GOLF MAINTENANCE EQUIPMENT

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i. All costs of proposal preparation and presentation shall be borne by each offeror. The City is not

liable for any cost incurred by the offeror prior to issuance of a contract.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral

presentation of their proposal to the City. This provides an opportunity for the offeror to clarify or elaborate

on the proposal. This is a fact finding and explanation session only and does not include negotiation. The

City will schedule the time and location of these presentations. Oral presentations are an option of the City

and may or may not be conducted.

B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that the

City may properly evaluate your capabilities to provide the required goods/services. Offerors are required to

submit the following items as a complete proposal:

1. Section 1 – Equipment and Maintenance: Provide illustrations, manufacturer’s specifications, catalog

information etc., that corresponds with the listed equipment and any proposed options or accessories.

Provide a specific plan for providing preventative maintenance services including what, when and how

the services will be performed regarding maintenance and detailed delivery schedule of equipment and

services.

2. Section 2 – Experience, Expertise & Reliability: A written narrative statement to include:

• Present detailed information regarding current and/or prior experiences in providing the proposed

equipment and services as described herein, the expertise of the firm as well as its personnel, and

relevant information as it pertains to the firm’s history and reliability.

• Staffing: Provide the names, qualifications, degrees, certifications, experience, licenses and any

other qualification relevant to the offeror’s proposal of key employees, consultants, and sub-

consultants to be involved in providing the proposed equipment and services. Provide the length

(time and number of projects) of relationship the offeror has with the proposed employees,

consultants, and sub-consultants.

• References: Provide at least, but not limited to, four references for which work of a similar nature

to that described herein was performed within the past three (3) years. The references should

include the name, title, address, phone number, and email for the person on the owner’s team most

intimate with the details of project being referenced. See Attachment D - Offeror Data Sheet to

provide reference information.

• Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or

authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required

to include in its bid or proposal the identification number issued to it by the State Corporation

Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business

in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise

required by law is required to include in its bid or proposal a statement describing why the bidder

or offeror is not required to be so authorized.

3. Section 3 – Proposed Price and Finance Options: Proposed Price as indicated in the Pricing

schedule, Attachment H of the RFP. Include a summary on your ability to control costs.

• Price: Total cost of ownership over the defined life of the lease, to include but not limited to: cost

associated with the initial acquisition; ongoing maintenance cost; supplies, trade-in credits, and

use or other influencing factors.

• Finance: To include but not limited to: Finance Company the City will lease equipment through, all

finance options available to the City, all associated finance charges, percentage of base rate to

determine lease rate, and return of eligible property – explain how the equipment will be returned.

4. Section 4 – Additional Information: This section is to be used to provide the following information.

In addition, you may add any other relevant information to this section.

• Attachment B – Signature Sheet

• Attachment C – State Corporation Commission Form

• Attachment E – Certification of No Collusion

RFP# 24-51 GOLF MAINTENANCE EQUIPMENT

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GOLF MAINTENANCE EQUIPMENT

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See also