Bid Document
CALL FOR BIDS NOTICE INVITING PROPOSALS WILLCOX, ARIZONA Notice is hereby given that sealed proposals will be received to and including the hour of 5:00 p.m., Mountain Standard Time, on May 5, 2003 at the Office of the City Clerk of the City of Willcox (the "City"), 101 S. Railroad Avenue, Suite B, Willcox, Arizona 85643. The Mayor and Council will meet on May 5, 2003 at 6:00 p.m., Mountain Standard Time at the City Council Chambers, 207 W. Maley St., Willcox, Arizona for the purpose of considering the bids received and awarding the contract for the lease of the Twin Lakes Golf Course property described herein (the "Golf Course Property"). GOLF COURSE PROPERTY DESCRIPTION : The golf course property is owned by the City and is located at 1000 South Rex Allen Jr. Road in Willcox, Arizona and consists of 75 acres of developed land that contains the golf course. The golf course is a 9-hole par 36 course with a 69.1 slope rating. The golf course provides from 2,727 yards of play from the ladies red tees to 3,303 yards of play from the men's blue tees. The golf course is open for business year-round (including over seeding in September and October) with its heaviest demand during the spring season. DESCRIPTION OF EQUIPMENT BOTH OWNED AND LEASED : The City owns all of the equipment used for the operation of the golf course. A list of this equipment is attached for review. The lease payment for the equipment will be based on the negotiated contract between the City and the approved Lessee. PROJECT DESCRIPTION : Lessee shall furnish all of the necessary labor, supervision, tools, vehicles, equipment, insurance and all other items incidental to the operations of the Twin Lakes Municipal Golf Course defined below for a term of 2-years commencing on July 1, 2003. All services, equipment or other items provided by the successful bidder must comply with all applicable rules and regulations of the City, Cochise County, and other federal, state or local agency which now exercise or may exercise control over the type of services to be rendered. BIDS : The base bid will consist of and incorporate all provisions of the operation of the golf course contract and all agreements and documents listed below. PROJECT DESCRIPTION LESSEE'S RESPONSIBILITY : 1). Operate as proprietor a golf course and pro shop, ensuring that operations are handled in a professional manner. 2). To maintain the grounds and equipment on the premises so as to operate a golf course, driving range as a proprietor. 3). Maintain and provide the necessary equipment on a rental basis to the golfing public so as to operate the golf course. Such equipment may include but not be limited to, hand pull carts, power golf carts, and other equipment at lessee's sole discretion. 4). The maintenance and repair of the interior of all buildings and structures, appurtenances and fixtures located on the premises in the same working order and functional condition as received with the exception of reasonable wear and tear and to pay all expenses incurred therein. 5). That all prices and fees charged in the operations of the golf course and pro shop sales be determined by the lessee in accordance with market conditions and all profits be retained by the lessee. 6). Lessee shall maintain the greens, putting green, tee boxes, driving range, pro shop and surrounding landscape and maintenance and cart sheltering buildings as they may be negotiated by the parties. 7). Lessee shall pay City for use of effluent water on the greens, putting green, tee boxes, driving range, and surrounding landscape at the base rate of $.20 per 1,000 gallons. 8). Lessee shall negotiate with the City a lease payment for the aforementioned facility. 9). Lessee shall water, maintain irrigation sprinkler system, mow, trim, seed, over-seed and fertilize, apply herbicides and pesticides as needed to the greens, putting green, tee boxes, driving range on a scheduled basis. 10). Lessee shall purchase water and sewer from the City at the prescribed rate. 11). Purchase and maintain an insurance policy naming the City of Willcox as an additional insured against all potential liability in an amount of not less than one million dollars ($1,000,000.00), which policy shall cover public liability, personal liability, product liability, fire damage and shall be in addition to any insurance coverage provided by the City. Lessee's insurance shall include a rider providing coverage for the application of herbicides and pesticides. Lessee will agree to protect, indemnify, subrogate, and hold harmless the City from any and all liability resulting from the operation of the golf course. The City of Willcox shall be named as an additional insured on the lessee's insurance policies. The lessee shall instruct the insurance carrier to provide a fifteen (15) day notice to the City prior to termination or cancellation. 12). Herbicides and pesticides shall be applied by a bonded, certified applicator and a copy of the bond and the certification shall be provided to the City prior to the application of herbicides and pesticides. 13). Lessee will be responsible to maintain insurance coverage necessary to comply with the state, county, and federal regulations to include but not be limited to Workman's Compensation. 14). Maintain all licenses and permits to do business in the City of Willcox and the State of Arizona. 15). Responsible for installing and paying for all additional utilities and services needed for the operation of the golf course and pro shop. 16). Lessee shall operate and retain profits from the play of the golf course, cart and equipment rentals, pro-shop sales and concessions sales, tournament play and lessons. 17). Lessee shall maintain and encourage youth play and shall promote reduced rates for youth play. PROJECT DESCRIPTION CITY'S RESPONSIBILITY : 1) Maintaining of the City's effluent water pumps, which pump the water into the golf course lakes, said water shall be used for irrigation purposes. The City shall provide year around water for the greens and fairways from its ADEQ approved effluent water source. 2) The City shall provide and maintain the approximately 45 acres of fairways, to include maintaining, watering, mowing, trimming, seeding and fertilizing the fairways. 3) The City shall maintain ponds, cart paths, roadways, automobile parking area and surrounding landscape on a scheduled basis. 4) The City shall provide labor and selected City personnel for the care and maintenance of the fairways, ponds, cart paths, roadways, automobile parking area and surrounding landscape. QUESTIONS/PRE-BID CONFERENCE : A Pre-Bid Conference will be held at 6:00 p.m., on April 22, 2003 at the City Hall Conference Room. All questions about the specifications or contract documents must be submitted to the City in writing no later than three (3) working days after pre-bid conference. Corrections or clarifications shall be made by addendum or redraft with a copy of questions and corrections or clarification to all bidders. Oral clarification will not be binding. PREPARATION OF BIDS : Bids shall be submitted on the forms provided by the City. Additional statements or information if required shall be attached as a separate document and shall clearly identify bid proposal or additional information. Bid form must be typewritten. The completed forms shall be without inter-lineation, alteration or erasure. All names must be printed below the signature. A financial statement of the prospective bidder shall be enclosed with bid information. SUBMISSION OF BIDS : Bids shall be submitted at the time and place indicated in the Call for Bids. Bids shall be submitted in a sealed envelope addressed to the City, and plainly marked on the outside with the project title (BID FOR LEASE OF THE GOLF COURSE). The envelope shall also bear the name of the bidder, their address and telephone number. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to the City at the address stated in the Call for Bids. All bids shall be submitted to the Office of the City Clerk located at 101 S. Railroad Avenue, Suite B, Willcox, AZ 85643 no later than 5:00 p.m., Mountain Standard Time, on May 5, 2003 at 101 S. Railroad Avenue, Suite B, Willcox, Arizona, 85643. Any submission after that time will be returned unopened. WITHDRAWAL OF BIDS : Any bid may be withdrawn prior to the scheduled time for the opening of bids or authorized postponement thereof. Any bid received after the time and date specified in the Call for Bids will not be considered. No bidder may withdraw a bid after the Bid Opening until the time below stipulated for award has expired. INVESTIGATION BY THE CITY : The City may make such investigation, as it deems necessary to determine the ability of the Bidder to meet lease requirements. The City reserves the right to reject any or all bids at its sole discretion. The City may require any bidder to appear before the City Council or Committee to answer questions and provide information on their bid and service. DISQUALIFICATION OF CONTRACTOR : Any attempt to prejudice or gain support in any manner from the City Council or any employee of the City for this contract will constitute grounds for disqualification. This provision does not preclude a presentation in open public meeting of the Mayor and Council. AWARD OF CONTRACT : The contract will be awarded to a responsible bidder based on the following qualifications. The Council and City Manager shall consider: 1. The ability, capacity and skill of the bidder to perform the contract or provide the service required. 2. Whether the bidder can perform the Contract or provide services promptly or within the specified time, without delay or interference. 3. The quality of performance of previous contracts. 4. The previous and existing compliance by the bidder with laws and ordinances of the City. 5. The financial resources and ability of the bidder to perform the Contract. 6. The quality, availability of the supplies and services. 7. Evaluation of references as it relates to the bidder's ability to fulfill lease agreement. The City of Willcox expressly reserves the right to reject any and all bids. EXECUTION OF CONTRACT : The successful Bidder/Proposer will be required to execute the golf course lease agreement within thirty (30) calendar days from the date when the Notice of Award shall be accompanied by the necessary contract forms. In case of failure of the bidder to timely execute the contract, the City may, at its option, consider the bidder in default and require bidder to perform contract or City may withdraw its award of the bid. Should the City fail to award a contract to a bidder, the notice inviting proposals may be withdrawn. The contract documents shall be executed in five (5) counterparts, all of which shall be deemed to be an original and shall be distributed as follows: Contractor 1 copy COMMENCEMENT OF WORK : The successful Bidder shall start operations at the Golf Course on July 1, 2003 and shall continue in operation until June 30, 2005. COLLUSION-GENUINE BID : The Bidder, by submitting a bid, certifies that the bid is genuine and is not a sham or collusive, or made in the interest or in the behalf of any person not named as Bidder, and that the Bidder has not directly or indirectly induced or solicited any other bidder to put in a sham bid or any other person, firm or corporation to refrain from bidding and that the Bidder has not in any manner sought by collusion to secure an advantage over another bidder. LICENSE FEES : All license fees shall be paid by the leaseholder. LIQUOR LICENSE REQUIREMENT : Lessee shall become the designated operator of the City's Class 6 Liquor License, including all applicable fees and applications. BID OPENING PROCEDURES : The person or persons opening the bids will at the time and place set for bid opening adhere to the following procedures: I. Name the Bidder The successful bidder will be required to execute the contract in the form approved by the City as set forth in the Execution of Contract Section of this bid document. ALTERNATE PROPOSALS : The City will not consider alternate proposals at the time of the bid opening. CONTACT
: Inquiries should be directed to Gilbert Davidson, City Manager, City of Willcox, 101 S. Railroad Avenue, Suite B, Willcox, Arizona 85643, (520) 384-4271 or fax (520) 384-2590 or e-mail gdavidson@willcoxcity.org.
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