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Twin Lakes Municipal Golf Course
Pre-Bid Conference
Questions with City Responses
1. There is a lot of equipment at the Golf Course not listed on the attached inventory sheet; will a complete inventory list be available?
Answer: If a bidder knows of equipment that belongs to the City that is or could be used at the golf course and the use of the equipment is essential to the bidder's bid, then and in that event the bid needs to specify the essential equipment and state why the equipment is essential to the bid and specify the price the bidder is willing to pay for the purchase or
lease of the equipment. If the equipment is not essential to the bid, then and in that event City and the successful bidder may negotiate for the purchase or lease of the equipment by the successful bidder if the successful bidder desires the purchase or lease of the equipment. The equipment listed as a part of the bid packet is available for purchase or lease and each bid
should address the bidder's position as to the listed equipment.
2. Call for Bids Specifications #8 "Provide financial references" and on page four (4) of the bid document, it again states "a financial statement of the prospective bidder shall be enclosed with bid information," is this a duplication?
Answer: Yes, only one (1) financial statement is required per the bid specification sheet.
3. On page two (2), question #7, Lessee shall pay City for use of effluent water on the greens, putting greens, tee boxes, driving range, and surrounding landscape at the base rate of $.20 per 1,000 gallons, how will that assessed to the Lessee if it is all on one watering system?
Answer: Individual water metering stations have been programmed to measure the length of watering time in each of the described areas. Historical data will be used to provide a monthly average, which will be used as the base multiplier when figuring the monthly effluent charge.
Example: The average monthly usage for effluent water is XX gallons. Divide XX gallons used by 1,000 and then multiple that numbers by $.20. This will be the monthly average charge.
4. Who will maintain equipment/mechanical systems if major problems occur?
Answer: The City of Willcox will maintain all equipment and mechanical systems under the control and ownership of the City, including all components of the effluent water delivery system. Any equipment and mechanical system purchased and under control of the Lessee shall be maintained by the Lessee. The City will maintain City owned facilities, including structural
and mechanical systems.
5. On page two (2) #8, Lessee shall negotiate with the City a lease payment for the aforementioned facility, does this mean lease payment is negotiated after award of lease?
Answer: All bids submitted to the City should include a proposed lease amount for the use of the facilities. The lease amount of the facility is fixed by the bid. Other aspects of the lease shall be factored into the lease after the parties reach an agreement.
6. What, if any, are the additional utilities and services as described on page three (3) #15?
Answer: Electricity costs from Sulphur Springs Valley Electric Coop.
Cable or Satellite TV
Sewage (approximately $33 per month)
Potable water
Effluent water
Refuse pickup
7. Who is taking care of the "rough"?
Answer: Refer to question eight (8).
8. If Lessee uses the same machine for tee boxes, grass banks, when does Lessee have opportunity to use that machine?
Answer: The City of Willcox has offered to perform scheduled landscaping work within the fairways and roughs. Each bidder shall indicate if they want the City of Willcox to perform scheduled landscaping work within the fairways and roughs. If yes, bidder wants City of Willcox assistance, then a set schedule will be established whereby the City of Willcox will mow and
trim a limited number of times per month. If the Lessee desires additional care and maintenance within the fairways and roughs, it will be at their expense and time. The fairway mowing will begin and end 20 yards from the tees and greens. If the Lessee chooses this option, the roughs will be mowed on a scheduled basis. Any additional mowing will be at the expense and time of
the Lessee. The City will not plant grass along embanks and maintain said grass, however the Lessee is permitted to make necessary enhancements with embankments at their expense and time.
If the bid awarded indicates that City mowing is preferable, the City will purchase the fairway mower listed on the attached equipment list. The Lessee may rent from the City the use of the mower for any additional mowing activity required (rent and usage time to be negotiated).
If the City of Willcox mowing option is not selected, the City will not purchase the fairway mower and will not perform scheduled mowing on the defined areas of the fairway and roughs. The Lessee shall have the responsibility for the care and maintenance of the fairways, other than the water system and routine maintenance on the cart paths.
9. How will fuel costs be assessed for the use of equipment?
Answer: A flat rate per hour will be established per contract negotiations.
10. Who is responsible for the maintenance of the sprinkler system?
Answer: The City of Willcox shall be responsible for the maintenance of the entire sprinkler system, including greens, tees, driving range, and putting course. Water conservation will be strongly encouraged and if need be enforced by the City if effluent water supplies fall below an acceptable system level. Contract negotiations will further define water conservation
requirements and City maintenance responsibilities.
11. Who is going to provide equipment for the rough and fairways?
Answer: Refer to Question 8. Any and all work requested by the Lessee beyond the City's responsibility shall be at the expense and time of the Lessee.
12. How quickly will the City repair City owned machines, equipment, and systems?
Answer: The City's emergency response equipment has top priority over all other equipment needs. The City shall do everything within its ability to repair equipment owned by the City at the Golf Course, within a reasonable amount of time. Notification will be provided to the Lessee if equipment cannot be repaired in a timely manner.
13. Is there an agreement with Sunsites or Benson to share equipment on emergency basis?
Answer: Yes, the City of Willcox does have the option of borrowing equipment on a limited basis from other organizations. All agreements are contingent upon each respective organizations immediate need. The Lessee should not count this option as a guarantee that equipment will always be available.
14. How will the Lessee address the need for additional maintenance and mowing from the City?
Answer: The City of Willcox shall provide scheduled maintenance and mowing. Anything requested above the stated maintenance and mowing schedule shall be the responsibility of the Lessee. Routine maintenance will be performed on the facilities and effluent watering system.
15. Will the City provide City employees or inmates to perform work at the Golf Course?
Answer: The City of Willcox will employ a combination of employees and inmates to perform work at the Golf Course. The City of Willcox assumes the full responsibility for the use of inmates, while under the supervision of City employees.
16. Define the watering system.
Answer: The effluent watering system includes the main treatment plan, the infrastructure that delivers the effluent water to the holding ponds, all pipes and mechanical systems connecting the ponds, all pumps, and the sprinkler system, which is used to discharge effluent water.
17. On page two (2) #6 Lessee shall maintain the greens, putting greens, tea boxes, driving range, pro shop and surrounding landscape and maintenance and cart sheltering buildings as they may be negotiated by the parties, why is maintenance and cart sheltering segregated?
Answer: There was not an intentional segregation of the maintenance buildings and the cart shelter as to and for maintenance by the Lessee. Additional negotiations will be conducted with the successful bidder as to the future plans of the maintenance and cart sheltering buildings.
18. Does the City handle heating and cooling systems?
Answer: Yes, the City will maintain heating and cooling systems associated with the leased facilities.
19. On page two (2) #s 9,11, & 12
Answer: #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.
#11- Purchase and maintain an insurance policy naming the City of Willcox as an additional insured…Lessee's insurance shall include a rider providing coverage for the application of herbicides and pesticides (if Lessee applies chemicals).
#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.
If the Lessee does not currently have the proper certifications to apply herbicides and pesticides, the Lessee will be required to hire a third-party applicator. The City may retain the same company or individual to apply herbicides and pesticides in areas owned and operated by the City.
20. Can the City aggressively put in real grass and cut out the weeds?
Answer: Any enhancements made for the golf experience shall be the responsibility of the Lessee. The City does not have any plans to replace weeds with approved grass types.
21. Is the City purchasing the equipment listed on the bid document?
Answer: The City intends to purchase the items listed on the attached equipment list and either lease or sell that equipment to the successful bidder. The City will auction off any and all equipment not leased or sold.
22. The four (4) passenger Golf Cart, where is it?
Answer: There was a misprint on the attached equipment list. The four (4)-passenger golf cart does not exist; it should be labeled as a Club Cart.
23. If the City is maintaining the fairways, will the City take the fairway mower to other locations to cut grass?
Answer: If the City owns the fairway mower, it may at its discretion utilize the equipment in other City locations. All equipment and supplies belonging to the Lessee shall remain with the Lessee.
24. Would City utilize other mowers if that unit at the Golf Course were down?
Answer: If the City has the responsibility to mow the defined areas of the fairway and the roughs, it will utilize other mowers as needed to complete the scheduled mowing.
25. On page three (3) #3 the City shall maintain ponds, cart paths, roadways, automobile parking area, and surrounding landscape on a scheduled basis. Does this include pond banks?
Answer: Yes, pond banks are included in the maintenance responsibilities of the City. However, any additions such as grass or trees near the pond banks, becomes the maintenance responsibility of the Lessee.
26. On page three (3) #1 Maintaining 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 round water for the greens and fairways from its ADEQ approved effluent water source. There is no mention of maintaining the sophisticated unit at #6.
Answer: That will be the City's responsibility and it does include the UV system.
27. There has been discussions about future buildings, remodeling, refurbishing, putting in food and liquor area, are there any City plans addressing these issues?
Answer: All future Golf Course improvements shall be negotiated between the City and the Lessee. The City does not have any established plans for the described areas.
28. The Food Pantry Facility, who pays the utilities?
Answer: The City pays for all utilities at the Food Pantry.
29. Are past contracts available for review?
Answer: Yes, a draft copy of the contract has been provided for review purposes only. Additional modifications will be added that shall reflect the changes made through this bid process.
30. Should the Lessee consult with an attorney?
Answer: All bidders are encouraged to consult with an attorney of their choice.
31. How will the bid be chosen?
Answer: The bid will be chosen based upon a number of criteria as listed in the bid document. It is a bid based upon qualifications, not simply a high or low bid.
32. Are there actual forms for the bid?
Answer: There is not any City forms supplied, only the bid specification requirements.
33. The bid is for 2-years, is there any plan for renegotiating?
Answer: Yes, the contract will contain a clause allowing for a number of renewals contingent that the City and the Lessee are satisfied with the operation and conditions set forth in the contract.
34. Will current Lessee have priority if the Golf Course is sold?
Answer: If the Golf Course is offered for sale the law requires that the City sell it through a bid process. According to law the City cannot give the Lessee priority.
35. Is there a current dollar value for the entire Golf Course?
Answer: Not available at this time.
36. Could an appraiser be hired to appraise it?
Answer: Yes, an appraiser could be hired to appraise the Golf Course.
37. Does the Liquor License have to be a Series 6?
Answer: Yes, the City has a Class 6 Liquor License, which will be maintained by the Lessee.
38. At the bid opening, what is the procedure?
Answer: The following steps will be taken at the bid opening on May 5th, 2003:
I. Name of the Bidder.
II. Check for acknowledgment of addendum, if any.
III. Check for proper signature on bid form.
IV. Check for other requirements on bid forms.
V. Read Bid (if applicable).
39. Will information on the bids be public knowledge?
Answer: After the bids are opened they will be treated in the same manner as any other public document and they are available to the public. Any bid attachments designated as confidential shall not be disclosed without the bidder's consent.
40. If major problems exist with the water delivery system, who is responsible for the damage to the greens?
Answer: During contract negotiations, responsibility for damaged greens due to lack of water should be discussed and agreed upon by both parties.
41. Does the City receive records of what the course has done, i.e. number of rounds per year or per month?
Answer: All official records have been kept and held by the current Lessee. All interested bidders should contact Mr. Gary Adams for additional information.
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