From
Chip Nami, Manager Of Business Operations
Title
Five year lease agreement with PNC Bank for golf carts, equipment, and related accessories totaling $1,089,170 with the option to renew for one additional five year term totaling $2,178,341 if all extensions are exercised; and authorize the City Manager to execute the renewal option with aggregate price fluctuation of the lesser of up to $50,000 or 25% of the original price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal term
Presenter
Cheryl DeLeon, Director of Parks, Arts and Recreation
Recommended Action
Approve
Analysis
Notice of bid #19037 was advertised on January 13, 2019 and then again on January 20, 2019 for the acquisition of golf carts, utility vehicles and related accessories through a five year lease agreement with one five year renewal option. This notice was distributed to 13 vendors. There were no Grand Prairie vendors available for this commodity. One (1) bid was received as shown on the attached Bid Tabulation. EZGO, a Division Of Textron, was the best value bid based on criteria set up in the specification, including price, vendor reputation, past relationship with the city and other municipalities, and the extent to which the product met the needs of the city. Acquisition of the carts will be done through a lease agreement with PNC Bank, which is EZGO, a Division Of Textron’s primary financing arm for municipal leases.
Under the new lease, Tangle Ridge Golf Course will receive eighty-four (84) carts with upgraded lithium batteries, ten (10) weather enclosures, one (1) range picker and eighty-four (84) GPS systems; Prairie Lakes will receive ninety (90) carts with upgraded lithium batteries, ten (10) weather enclosures, and one (1) Range Picker.
The new lease provides an option to add GPS systems to the carts. This option is currently only proposed for Tangle Ridge; staff proposes a cart fee increase to offset the added option of GPS systems added to the Tangle Ridge carts.
The current golf cart and utility vehicle equipment lease is scheduled to expire May 25, 2019. Under the terms of the bid notice #19037, the new equipment specified will be assembled and delivered on or before May 15, 2019 to Tangle Ridge and May 16, 2019 to Prairie Lakes. The actual start of the five year lease will commence on the delivery and acceptance date of golf carts, utility vehicles, and related accessories as specified in bid #19037.
The terms of the current lease provide for the City to exercise balloon payment option(s) on any of the existing equipment set to expire May 25, 2018.
This item was presented to the Finance & Government Committee on April 2, 2019 and received recommendation for approval by the City Council.
Financial Consideration
Under the new five-year lease agreement, the monthly lease payment for the equipment will be $7,704.40 for Prairie Lakes and $10,448.44 for Tangle Ridge; an increase of $53,420.88 over a twelve month period for the Golf Fund (5040); the total annual fleet lease will be $217,834.08. A proposed increase in cart fees of $3 per round at Tangle Ridge will generate approximately $38,379 in added revenues to offset some of the annual appropriations increase.
Funding for the golf lease is available in the FY 2018/2019 Golf Fund (314711-61650) and (314812-61650) for Golf Cart Leasing and will be charged accordingly, by month, through the end of the current fiscal year. Funding for future fiscal years will be paid from that year’s approved budgets.