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Approval of Bunker Hill Golf Course Cart Five Year Lease AgreementCity of Dubuque City Council Meeting Consent Items # 010. Copyrighted July 18, 2022 ITEM TITLE: Approval of Bunker Hill Golf Course Cart Five Year Lease Agreement SUMMARY: City Manager recommending City Council approve a new 5-year lease from Harris Golf Cars for golf carts at the Bunker Hill Golf Course starting in 2023 for an annual cost of $41,664. SUGGESTED Suggested Disposition: Receive and File; Approve DISPOSITION: ATTACHMENTS: Description Type Approval of Bunker Hill Golf Course Cart Five Year City Manager Memo Lease Agreement-MVM Memo Staff memo Staff Memo Harris Golf Cart Five Year Lease Agreement, Proposal Supporting Documentation and RFP for Golf Cart Lease THE C Dubuque DUjIBQTE WAWca 914 Masterpiece on the Mississippi YP pp aoo�•o 13 zai7*20*�oi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Approval of Bunker Hill Golf Course Cart Five Year Lease Agreement DATE: July 13, 2022 Leisure Services Manager Marie Ware is recommending City Council approve a new 5- year lease from Harris Golf Cars for golf carts at the Bunker Hill Golf Course starting in 2023 for an annual cost of $41,664. I concur with the recommendation and respectfully request Mayor and City Council approval. v Mic ael C. Van Milligen MCVM:sv Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Marie Ware, Leisure Services Manager THE CITY f DUB Masterpiece on the Mississippi Dubuque AFAM M titi• R1 • Fl �In � � 200 Ft£V 11-£V 1 2017*2019 TO: Michael C. Van Milligen, City Manager FROM: Marie L. Ware, Leisure Services Manager SUBJECT: Approval of Bunker Hill Golf Course Cart Five Year Lease Agreement DATE: July 11, 2022 INTRODUCTION The purpose of this memorandum is to request City Council approval of a new 5-year lease from Harris Golf Cars for the Bunker Hill Golf Course starting in 2023. BACKGROUND The previous 5-year lease expired at the end of 2021. Due to a shortage of new 2022 carts in the industry, a 1-year extension was approved by the City Manager so that the course was guaranteed golf carts for the 2022 season. An RFP for a new 5-year lease to start in 2023 was promoted and available on the City website in April. Staff received 1 proposal from Harris Golf Cars (Harris) on May 13, 2022. If awarded, this would be their 4t" straight 5-year lease with the City. DISCUSSION Staff is confident in their recommendation to begin another 5-year lease with Harris. Harris is a local Dubuque based company with a national reputation of quality service and product. Their proven ability to service the carts as well as provide replacements in a timely and efficient manner has added to the courses' reputation and customer service level. In FY21 golf cart rentals (10034200-43250) generated $233,088 in revenue with an expense (10034200- 62747) of $39,507. Based on the advanced lease agreement for 2023-2027, the new annual cost for all golf carts will be $41,664. As a major revenue generator for the course and in a time where prices continue to increase, a minimal 5% increase in cost of this service is highly beneficial to the golf course operations. The Park and Recreation Commission has reviewed the proposal and voted on June 14, 2022 to accept the 5-year lease golf carts from Harris Golf Cars. Legal has also reviewed and approved the agreement. BUDGETIMPACT The following chart provides both a 5-year and Annual summary of the operational expense from the new proposal. Lease $ Per Cart Total Cars $ Per Month Months 5-Year Total Annual Past $ 94.00 62 $ 5,828.00 30 $174, 840.00 $ 34, 968.00 Proposed $ 112.00 62 $ 6,944.00 30 $208,320.00 $41,664.00 Increase $ 33,480.00 $ 6,696.00 ACTION REQUESTED Staff recommends and requests City Council approval of the 5-year lease from Harris Golf Cars golf carts for the Bunker Hill Golf Course starting in 2023. Memo prepared by: Dan Kroger, Recreation Division Manager Cc: Mike Sullivan, Head PGA Professional Unlnp It... Hillock, Na5ni5a 5 IYIe<an<In Iowa L 0cellpn: ARRIS ClYAMAHA ssx neeaeinis Location: IA s2pw For Illinois Su Lc<aacar BUNKER HILLS GC 64E NeaNanJ Orlva. BullnA•Sugar pr<ro, IL 005ii DUBUQUEj Ill GOLF CARS E2pEHIpM1w,y30 elI�NEBpppS • u u WIB<p 1161n L...H<n: 14003 Lealapp amE • 31.1W.nl. W153117 TY MODEL YEAR TERMS PER CAR/MONR ANNUAL TOTAL 60 YAMAHA DRIVE2 2023 5 YEAR LEASE $ (12r00/$672.00 $40 320.00 1 YAMAHA BISTRO 2023 5 YEAR LEASE $1 I2.00/$672.00 $672.00 1 MOBILITY ADA 2023 5 YEAR LEASE $112.00/$672.00 $672.00 TOTAL $41,664.00 Monthl Pa meats: 30 Pa Plan: Ma -Oct $G,944.00 Accessories Included YAMAHA STD BISTRO MOBILITY OUTDOORS ADA CAR STONE TOP COLOR CHOICE COLOR CHOICE STONE SEAT INSULATED MOUNTED COOLER SWIVEL SEAT GLACIER WHITE DUAL TRASH CAN ADJUSTABLE RESTRAINTS USB PORTS SNACK TRAY STAGGERED TRACK NUMBER DECALS SAFETY WINDSHIELD 36VELECTRIC —312VBATTERIES WHEEL COVERS BLACK TOP 20 AMP ONBOARD CHARGER COURSE LOGO 402cc— 14.25 I4P FUEL INJECTED 357cc —1 1.4 HP Trade Information Mf , Yr./Model uanti Nalue Total Trade Value CURRENT FLEET YAMAHA 2017 DRIVE2 CARB 60 OFF LEASE Expiration Date: 712212022 Special Considerations: • Harris Golf Cats provides factory certified service technicians to manage repairs and service. • Monthly price includes "On -Call" Service for lease term per attached agreement. • Harris will warranty mechanical failures for lease term. • Delivery Be Set -Up is included in proposal. • Fleet will be returned to Harris Golf Cars at Term. Prices quoted are those in effect at the tune the quote is made and are guaranteed subject to acceptance within 30 days.. All lease cars and trades must be in running condition and free of encumbrance. A fleet inspection will be done prior to pick tip. All cars must have a sun top and electric cars have working charger. Year of Mfg. determines trade value. Accepted By rifle: _mgyor Date: Harris Golf Car Accepted By: Title: V Date: arrisgolfcars.com Serving Iowa, Illinois, Nebraska & Wisconsin i`N Iowa Location: 155 N. Crescent Midge - Dubuque, IA 52003 Illinois Location: 549 Heartland Drive, Suite A - Sugar Grove, IL 60554 Nebraska Location: LF CARS,.1 1020 S. Highway 30 • Blair, NE 68008 Wisconsin Location: 14003 Leetsbir Road • Sturtevant, WI 63177 PROPOSAL CONDITIONS WARRANTY & SERVICE: Enclosed is a copy of the 4-Year Warranty offered to BUNKER HILL GC by the Yamaha Golf -Car Company. Harris Golf Cars provides an authorized Yamaha Service Representative who will be responsible for all warranty and requested service work. A dedicated service technician is a real asset to your facility because of his availability, reputation and the number of satisfied customers Harris Golf Cars has in your area, All visits are provided per attached agreement. GOLF COURSE FLEET MAINTENANCE RESPONSIBILITIES: Note the enclosed statement of Warranty for the fleet of cars proposed for BUNKER HILL GC. Electric car operation requires 19 PSI of Air Pressure in tires, utilize single -point Watering System to maintain water level in batteries, keep battery posts clean, tight and free of corrosion, and charge cars in `Tow' Posi- tion. The EFI or Carbureted Gas Cars require yearly (Oil Change, Filter Change, New Spark Plug and Fuel Element blown out) and Clutch Belt Maintenance (Replacement every 2-3 Years). Please keep in mind that failing to perform routine golf car fleet maintenance could void warranty coverage on resulting dam- age. Your cooperation is greatly appreciated. EARLY ROLL -OUT: Upon entering into the last year of the lease with Yamaha Commercial Customer Finance, if all terms and conditions of the lease have been satisfactorily met, Yamaha Golf -Car Company will grant customer the option of rolling into a new fleet of Yamaha golf cars. The new agreement must be with Yamaha Com- mercial Customer Finance and will be subject to their credit approval. The new payment will be based upon current fleet condition, product pricing and inter- est rates at that time. TRADES: At the end of the Lease Term or time of Roll Out, all trades must be in normal operating condition at the time of the new car delivery. Any car not running or having any excess damage beyond normal wear and tear will be charged to BUNKER HILL GC. CONCLUSION: This Proposal is valid for 30 days, includes delivery -setup and is subject to the credit approval of Yamaha Commercial Customer Finance. This Proposal is binding and constitutes the entire understanding and agreement among the parties hereto relative to the subject matter hereof and supersedes all prior agree- ments and understandings between the parties, whether oral or in writing. Either party has made no representations or promises to the other with respect to the subject matter of this agreement, except as set forth in this agreement. Please return Signed Proposal to Harris Golf Cars -t, Fleet Mgr., either via Fax or Email: Fax: (563) 582-6863 Email: shaldeman@harrisgolfears.com I have read and agree to the above Proposal Conditions (Initial) Serving Iowa, Illinois, Nebraska & Wisconsin Iowa Location: 155 N. Crescent Ridge • Dubuque, IA 52003 Illinois Location: 549 Heartland Drive, Suite A - Sugar Grove, IL 60554 Nebraska Location: 1020 S. Highway 30 • Blair, NE 68008 Wisconsin Location: 14003 Leetsbir Road • Sturtevant, WI 53177 HARRIS GOLF CARS ON -CALL SERVICE CONTRACT This service agreement shall be between the Customer, BUNKER HILL GC, and the Provider, Harris Golf Cars. HARRIS GOLF CARS SERVICES PROVIDE All recommended preventive maintenance as described by Yamaha. All warranty repairs, modification campaigns, including parts and labor. On -Call service visits Including labor to Inspect and repair vehicles to ensure safety and Customer Satisfaction. Annual Service: Labor & Parts Cost for Complete inspection and repair of components Including but not limited to: steering, suspension, brakes, acceleration, electrical, drive train, clutches, batteries, tires, etc. All cars will be returned to specs for safety and reliability. CUSTOMER RESPONSIBILITIES Perform daily pre -operation inspection. Maintain all fluid levels and provide clean fuel and or proper battery charge. Clean, Secure & Store all Golf Cars. Cost of parts for repairs (except annual service) from normal wear, not covered under warranty. Damage repairs from accident, abuse, negligence or acts of God. Harris will provide repairs on a t & m basis. Schedule Service requests online -- https://www.harrisgolfcars.com/serVice-repair/` DEFINITIONS Preventive Maintenance: All preventive maintenance as written in the Genuine Yamaha Periodic Maintenance Chart (found in owners manual) including labor. This contract requires the use of Genuine Harris/Yamaha Parts Warranty: Any repairs made due to a manufacturer's defect during Yamaha's limited four-year warranty period, This Includes all factory modification campaigns. All Parts will be supplied by Harris/Yamaha to maintain and support factory warranty This service will provide Yamaha fuel injected engine 20 year warranty, On -Call Service: or periodic visits to inspect the vehicles to ensure safety and Customer Satisfaction. To perform, maintenance warranty repairs and or normal wear and tear repairs as requested or recommended Normal wear: A part not covered under warranty that wears out or fails due to normal wear and tear, including tire/wheels. This does not Include repairs caused by damage, abuse, or acts of God. Harris Golf Cars will complete those repairs at customers expense. ADDENDUM Cars covered by this contract; Drivel AFI, QTY 60, UMAX BITRO, CITY 1, MOBILITY ADA, QTY I. This agreement shall be for the period of 5/1/23- 11/1/27, This agreement is provided as a contplltnentary service and is an /nteeral oart of the fleet contract CUSTOMER SIGNATURE CUSTOMERTmE DATE mQ or 7/14/aoaa DIETRIBUTDRSIGNA E DIRTRIEUTORTTIE DATE /ZL V� 13 oifcars.com C LIMITED 4-YEAR WARRANTY FOR DRIVE' FLEET GOLF CAR Yamaha Golf -Car Company hereby warrants that any new Yamaha DRIVE2 Gas or DRIVE' Electric Fleet golf car purchased from Yamaha, or an Authorized Dealer or Distributor in the United States will be free from defects in material and workmanship for FOUR years from date of purchase, subject to the stated limitations. DURING THE PERIOD OF WARRANTY, any authorized Yamaha golf car service technician, dealer, or distributor will, free of charge, repair or replace, at Yamaha's option, any part adjudged defective by Yamaha due to faulty workmanship or material from the factory, Parts used in warranty repairs will be warranted for the balance of the vehicle's warranty period. All parts replaced under warranty become property of Yamaha Golf -Car Company. car,4'orpponanis YJarta9ty Pe{tact- •E(ectdc Car speclneParts Warranty Peliod Frame Limited Lifetime to Original Owner Battery -Trojan T075 FLA 4 Years or 23,600 amp hours which.... comas first l without HydroUnk Watering System 4 Years or 25,000 amp hours whichever comes first / with HydroLink Watering System "Sere TmIan Warranty StatementW details Transaxle 4 Years Steering/ Suspension Components 4Years Battery -Trojan T875AGM 5Years or 50,000 amp hours whichever comes first •See Trojan Warranty Statement for details Brakes (Exdudng Shoes/Pads) 4Years Sun Top 4Years RoyPoW-Ulhium4mr Battery 5Years or 97,000 amp hours which.,,., ..a first 'See RoyPmv Battery Werraoty Statement far details Electrical Wires, St4chea, and Relays 3 Years Battery Charger and Cord 4 Years Pedal Assy 3Years FJectdc Motor and Controller 4Years Body Pads 3Years Charger Reeeptade 4Years Bumpers/Bag Carnet 3Years Throttle Position Sensor 2Years Seats 2Years QdSGAr§p$olllg P.AiIB ,N{@fanty Per)ird Scorecard Holder 2Years Gas Engine 4Years Floor Mats 2Years Starter Generator 4Years Cotd_Cnq QS,aessor')aa .. „WdlaOtyP totl .�:' _' ..-" .. Exhaust/Intake 4Years GenumaYamoha ReatAeos—ries 3years• •Rehr. the Accessory Warranty Statement 1wdew1a Clutch (Excluding Drive Belt) 4Years Thtohle/Control Cables 3Years Starting Battery 1 Year 'All`Rg03ahYing Parts ,:_1 Yet EXCLUSIONS from this Warranty shall include any failures caused by: • Abnormal strain, neglect, or abuse, including lack of proper maintenance, and use contrary to the Owner's/Operator's Manual instructions. • Accident or collision damage. • Installation of parts or accessories that are not original equipment. • Fading, rust, or deterioration due to exposure or ordinary wear and tear. • Modifications or alterations that affect the car's condition, operation, performance, or durability. • Damage due to improper transportation. • Acts of God, e.g. lightning, hail damage, flooding, fire, etc. This Limited Warranty does not cover any parts replaced due to normal wear or routine maintenance, including oil and air filter elements, brake shoes, tire wear, spark plugs, starter and clutch drive belts. Any charges incurred in transporting a golf car or charger to and from an authorized Yamaha golf car dealer for service or In performing field service are also excluded from this warranty. Gasoline -powered golf car starting batteries on vehicles equipped with a golf course GPS device, or any other device with a parasitic current draw, unless the vehicle Is equipped from the factory with an optional deep cycle starting battery, are also excluded from this warranty. The Customer's Responsibility under this warranty shall be to: • Operate and Maintain the golf car, personal transportation vehicle (PTV), or commercial (Utility) vehicle as specified in the appropriate Owner's/Operator's manual, and • Give notice to an authorized Yamaha Golf car dealer/distributor of all apparent defects within ten (10) days of discovery, and make the car available at that time for inspection and repairs at the dealer's/distributor's place of business, and • Transporting the car to and from an authorized dealer or distributor for warranty service. EMISSION CONTROL SYSTEM WARRANTY (USA only): Yamaha Golf -Car Company also warrants to the ultimate purchaser of each gas -powered golf car covered by this warranty that the product is designed, built, and equipped so as to conform at the time of sale with all U.S. emission standards applicable at the time of manufacture and that it is free from defects in materials and workmanship which would cause it not to meet these standards within the same Lime period described in THE PERIOD OF WARRANTY above, or a minimum of two years, whichever is longer. Failures other than those resulting from defects in material or workmanship which arise solely as a result of owner abuse and/ or lack of proper maintenance are not covered by this warranty. Yamaha Golf -Car Company makes no other warranty of any kind, expressed or implied. All implied warranties of merchantability and fitness of merchantability and fitness for a particular purpose which exceed the obligations and time limits stated in this warranty are hereby disclaimed by Yamaha Golf -Car Company and excluded from this Warranty. Some states do not allow limitations on how long implied warranty lasts, so the above limitation may not apply to you. Also excluded from this Warranty is any incidental or consequential damages Including loss of use. Some states do not allow the exclusion or limitation of incidental or consequential damages, so the above exclusion may not apply to you. This Warranty give you specific legal rights, and you may also have other rights, which vary from state to state. YAMAHA GOLF -CAR COMPANY, KENNESAW, GEORGIA 30144 EFFECTIVE DATE:9/1/21 Serving Iowa, Illinois, Nebraska & Wisconsin Iowa Location. 155 N. Crescent Ridge a Dubuque, IA 52003 Illinois Location: 549 Heartland Drive, Suite A - Sugar Grove, IL 60554 Lf% A Nebraska Location: F %JMRS,.f 1020 S. Highway 30 • Blair, NE 68008 Wisconsin Location: 14003 Leetsbir Road - Sturtevant, WI 53177 City of Dubuque RFP May 13, 2022 Overview of Harris -Golf Cars Harris Golf Cars evolved from a company founded in 1979 by Terry Harris and his partners, Vern and Lenny Sindt. The Sindt family had a long background in the motorcycle industry and were the franchise sellers of Yamaha, Honda, Kawasaki, and other brands. When Yamaha introduced the golf car into the United States in 1979, the partnership was formed to be the Yamaha Distributor in Eastern Iowa. The business grew steadily for the next 20 years through the sales efforts of Terry Harris who was very active with the Iowa PGA Section. In 1999, Terry bought out the other partners and his son Scott Harris joined the company full time to head up sales and operations. Also joining the company was Terry's son-in-law Steve Halde- man, who has a background in accounting and finance. The company relocated to a larger facility in Peosta, IA at that time. In 2002, business was growing. Yamaha rewarded the Harris organization with the opportunity to become the distributor in Northern Illinois and Harris acquired the existing company operat- ing out of Sugar Grove, IL in the Chicago market. Through increased selling efforts and by of- fering superior service, Harris has grown the IL market from 5% market share to over 30% market share in the past 15 years. In 2007, Harris purchased and moved into a larger 14,000 square foot building with a large adjacent storage area to accommodate its growth and has now expanded to 25,000 square feet of space. In 2008, Yamaha again approached Harris and offered additional territory in Southern Wiscon- sin. Harris acquired the distributor location south of Milwaukee in Sturtevant, WI. With 3 loca- tions forming a triangle, Harris was able to provide a team approach to service covering the area from all 3 locations. Harris has continued to grow through increased market share in all of the areas serviced. Harris has also built a network of dealers throughout their territory. These dealers are able to offer retail sales and local service to some of the smaller communities throughout the area. In 2013, Harris again expanded their territory to Western Iowa and Eastern Nebraska. Harris welcomes the challenge of developing an underserved market and gaining market share through aggressive sales and exceptional service. Serving Iowa, Illinois, Nebraska & Wisconsin f1YAMAHA Iowa Location: 155 N. Crescent Ridge • Dubuque, IA 52003 Illinois Location: 549 Heartland Drive, Suite A • Sugar Grove, IL 60554 Nebraska Location: 1020 S. Highway 30 • Blair, NE 68008 Wisconsin Location: 14003 Leetsbir Road + Sturtevant, WI 63177 In October 2013, Harris purchased a 34,000 square foot office and warehouse building in Dubuque, IA which now houses the corporate offices of Harris Golf Cars along with our na- tional parts warehouse, fleet services, retail showroom, and dealer services. Over the past 43 years, Harris has grown from selling 100 golf cars per year to now taking de- livery of over 2,800 new golf cars from Yamaha every year. We have continued to expand our parts and service departments as well as sales in both fleets and individual retail cars. Reve- nue has grown steadily over the years and now tops $25 million in annual sales, leasing, parts, service, and rental revenue. Harris Golf Cars is a very stable company financially and partners with financing sources from Yamaha Leasing, Wells Fargo Financial, VGM Financial, Dubuque Bank & Trust, and US Bank. Harris Golf Cars is an equal opportunity employer and strives to have diversity in the work force. Harris currently employs 43 full time and 6 part time employees. Through the company we have 16 factory trained technicians that can repair golf cars on location or in our efficient work areas at each of our locations for the occasional bigger tasks. Harris Golf Cars works closely with professional organizations like the Iowa PGA Section, Golf Course Superintendents Association, and Club Managers Association. Harris provides finan- cial support to these organizations as well as being active in their events. This keeps Harris in touch with the industry and builds personal relationships with members. Harris is also an ex- emplary corporate citizen and contributes to many charitable organizations as well as Universi- ties and High Schools throughout our territory. We are involved with the Iowa PGA Section professionals to bring SNAG golf to our elementary students to introduce the game to the fu- ture golfers so the industry reverses the shrinkage in participants that has been seen in the past years. We are involved with several Veteran organizations including the GIVE Founda- tion, Folds of Honor, Patriot Golf Classic, and Wounded Warrior Project to name a few. One thing that will never be compromised through growth is the attention to each customer and providing the best service to our fleet customers. The City of Dubuque is a large part of our success and we are proud to be a long standing partner with the City administration, facility staff, and continued success of the Dubuque Leisure Services Department. •- - .... - �- ••- - - isconsin E Iowa Location: 155 N. Crescent Ridge • Dubuque, IA 52003 Illinois Location: 549 Heartland Drive, Suite A • Sugar Grove, IL 60554 Nebraska Location: 1020 S. Highway 30 • Blair, NE 68008 Wisconsin Location: 14003 Leetsbir Road • Sturtevant, WI 53177 City of Dubuque RFP May 13, 2022 Harris Golf Cars Organization and Service Experience The City of Dubuque and Bunker Hill Golf Course will be serviced from our corporate location at 155 N Crescent Ridge, Dubuque, IA 52003. This facility is a 34,000 square foot building that Harris purchased and occupied in October 2013. This facility contains our corporate of- fices, a large showroom area, our national parts warehouse, indoor golf car storage area, and of course our award winning service department. This is Harris' largest location. Harris Golf Cars employs 43 full time and 6 part time employees at all of our locations. About half of all employees are based out of Dubuque. The Harris ownership and management team of Scott Harris, Terry Harris, and Steve Haldeman are all headquartered in Dubuque. We have 5 employees in accounting, sales, and administrative, 3 employees in our parts depart- ment, 9 employees in our service department, 3 delivery persons, and 3 general operations employees. The primary contact people at Harris Golf Cars that will serve the City of Dubuque are as fol- lows: Scott Harris, President — Scott is the lead sales person and customer satisfaction contact for the City. Scott has been full time with Harris Golf Cars since 1999 but has been involved with the company since its inception in 1979 working part time doing many facets of operation. Scott joined the company full time as Vice President concentrating on outside sales and was named President of the company in 2004. In his role as President, he oversees all sales and operations at all 4 locations while still remaining active in the direct sales contacts through the territory. Steve Haldeman, Vice President — Steve is the primary contact person for financial matters and working with the City on leases and any invoicing issues. Steve has been with Harris since 2000 and was a CPA in public accounting and banking prior to joining the Harris team. i�I M. I a7m iK m Serving Iowa, Illinois, Nebraska & Wisconsin tNAIMIAHA Iowa Location: 155 N. Crescent Ridge • Dubuque, IA 52003 Illinois Location: 649 Heartland Drive, Suite A • Sugar Grove, IL 60554 Nebraska Location: 1020 S. Highway 30 • Blair, NE 68008 Wisconsin Location: 14003 Leetsbir Road • Sturtevant, WI 53177 Jeff Barr, Service Manager — Jeff will be the primary contact for all service related questions and service requests. Jeff has many years of managerial experience as well as a strong me- chanical background. His primary duties include customer calls, organizing the service routes at customer locations, provides the service -technicians with- initial diagnostic and work orders, and overseeing the operations of the service department. Jeff is also responsible for follow up with customers after service is performed to ensure customer satisfaction. Kelly Hines, Office Manager — Kelly has been with Harris Golf Cars since 1999. Kelly is the point person in the Dubuque office for customer calls, taking reservations for tournament fleet cars, and handles the accounts receivable and accounts payable for the company. Greg Doschadis, Parts Manager — Greg joined the Harris team in 2008 after many years of parts experience in the ag industry. He works with the service department internally to make sure we are adequately supplied with necessary parts for any repairs performed on the fleets. He manages over $1,000,000 in parts inventory and coordinates parts movement between all of the Harris locations. Greg also works directly with our customers to provide quick and accu- rate shipping of parts to customers that are not covered under our fleet lease service such as City owned utility vehicles that are maintained by City employees. The Dubuque location of Harris Golf Cars services over 150 golf course clients and performs service on thousands of golf cars annually. We are very well equipped to continue to offer the City of Dubuque the best service available in the industry. Our proven history over the past 43 years and the growth we have had is testament to our dedication to our customers. BID SHEET LEISURE SERVICES DEPARTMENT 2200 Bunker Hill Road Dubuque, IA 52001-3010 (563) 589-4263 Sealed bids will be received by the Leisure Services Department until 12:00 p.m. on Friday May 13, 2022, for the lease of 60 golf cars for a five-year period, 2023 — 2027. BID AMOUNT: $ 672.00 / $112.00 $ 41,664.00 annual per golf carper year/per month May -October Payments TOTAL for 60 golf cars, 1 ADA Accessible & 1 Beverage Car Please give itemized summary on attached bid sheets, returning all pages with this bid form. Return bid to the Leisure Services Department at address listed above. Final lease agreement will need to be approved by the City Council to finalize award of this b' . Alr' 41e Authorized representative Harris Golf Cars Dealer 155 N Crescent Ridge Address Dubuque, IA 52003 563-582-7390 Telephone 5/13/2022 Date REQUEST FOR PROPOSAL (RFP) THE CITY OF ISSUE DATE: April 26, 2022 T T BaE CONTACT: Dan Kroger PHONE NO: 563-589-4310 (- FAX NO: 563-589-4391 Masterpiece on the Mississippi ENTAIL: dkroger@cityofidubuque.org SUBMIT PROPOSAL/OFFER PRIOR TO: SUBMIT TO: CLOSING DATE: May 13, 2022 See Page 4 CLOSING TIME: 12:00 P.M. local time FAX/EMAIL NOT ACCEPTED DESCRIPTION: 5-Year Lease of 60 Golf Carts, 1 ADA Accessible Golf Cart and 1 Beverage Cart starting in 2023 for the Bunker Hill Golf Course RECEIPT OF PROPOSAL ACKNOWLEDGEMENT If you are considering a response to this RFP, please mark the box to the left, fill in the information below and return this sheet as a confirmation that you received this RFP. NO RESPONSE REPLY f-� If you do not want to respond to this RFP at this time, please mark the box to the left, fill in the information below and return this sheet only. COMPANY NAME: DATE: Harris Motor Sports, Inc. dba Harris Golf Cars 5/13/22 MAILING ADDRESS: 155 N Crescent Ridge CITY/STATE: ZIP CODE: Dubuque, IA 52003 AUTHORI ED SIGNATUR ' e PRINTED NAME: Steven Haldeman TITLE OF AUTHORIZED REPRESENTATIVE: Vice President EMAIL: PHONE: shaldeman@harrisgolfcars.com 563-582-7390 Masterpiece on the Mississippi Request for Proposals 5-Year Lease of 60 Golf Carts, 1 ADA Accessible Golf Cart and 1 Beverage Cart starting in 2023 for the Bunker Hill Golf Course Leisure Services Department 2200 Bunker Hill Rd Dubuque, Iowa 52001 INTRODUCTION The City of Dubuque, Leisure Services Department, is seeking a vender to lease 60 Golf Carts for use at the Bunker Hill Golf Course located at 2200 Bunker Hill Rd. in Dubuque. The lease would be in effect for a 5-year period from 2023 through 2027. Proposals will be reviewed by the Park and Recreation Commission with a recommendation made to the City Manager and Council. SCHEDULE Release Request for Proposals 04/26/2022 Deadline for Questions 05/06/2022 Proposal Due Date 05/13/2022 Recreation Commission Approval of Recommended Vender 05/17/2022 City Council Approval of Recommended Vender 06/06/2022 Earliest Start Date 03/01/2023 PROPOSAL EVALUATION In general, the proposals will be evaluated based on, but not limited to, the general evaluation criteria stated below and the completeness, clarity and content of the proposal. Vehicles a) Year, make, model b) Quantities and colors available c) Ability to meet minimum specifications d) Additional features e) Adaptive cart and guidelines Qualifications, Experience, Service, and Documentation a) Relevant experience of key personnel, including assigned Project Manager b) Availability of factory trained service technicians c) Knowledge, experience and demonstrated success with providing similar services to other municipal golf courses or resorts in similar geographic area. d) Established record -keeping system for documenting maintenance history of each golf car e) Financial responsibility/stability f) Availability and pricing on tournament cars Financial Proposal Company Responsiveness to RFP a) Total scope of services proposed b) Demonstrated understanding of the project 3 c) Proposed timeline and plan of Services d) Reponses to overall proposal and compliance with submission guidelines e) Proposal presentation (completeness, organization, appearance, etc.) AWARD Any award(s) made by the City of Dubuque is subject to prior approval by the City of Dubuque City Council. Award shall be made to the Proposer submitting the most responsive proposal which offers the greatest value to the City regarding the criteria detailed and the specifications set forth herein. The City reserves the right to accept or reject any or all proposals; to resolicit the proposal; to award proposals item -by -item, by groups or lump sum; and to waive technicalities and formalities where it is deemed advisable in protection of the best interests of the City. The City may negotiate changes with any proposer. The City of Dubuque is not liable for any cost incurred by any proposer for submission and execution of this agreement. Also, the City has the right to terminate this agreement for any reason. SUBMISSION REQUIREMENTS Proposals must be submitted no later than 12:00 p.m. on Friday, May 13, 2022. DAN KROGER RECREATION DIVISION MANAGER 2200 BUNKER HILL ROAD DUBUQUE IA 52001-3010 dkroger@cityofdubugue.org 4 W Q z w w H J L cJ O of U 4 y (Ufll N O_ s L C a m flJ co f6 > > -0 m Q. 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