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Pryor Creek board reviews quotes for 60 golf carts and flags formal bid requirement
Summary
Staff presented three vendor quotes for 60 golf carts and discussed lease-purchase financing, warranty and total cost of ownership; board members said purchases over $25,000 should go to sealed bid and directed staff to prepare an apples‑to‑apples spreadsheet and financing options.
Board members reviewed three quotes for replacing and expanding the city golf-cart fleet by 10 units and discussed financing, maintenance and procurement procedures.
Dennis Bowman presented quotes from Yamaha, E-Z-GO and Club Car for 60 carts plus replacement maintenance carts. He said an expanded fleet could generate additional revenue during busy weekends and tournaments and that longer-term maintenance and warranty differences — particularly battery replacement costs for electric carts — affect total cost of ownership.
Procurement and purchasing policy: Several board members and staff noted that the city purchasing policy requires sealed bids for purchases (or contracts) over $25,000. One board member said carts are not traditional highway vehicles and questioned whether the acquisition should follow vehicle or equipment rules; another insisted that the purchase policy applies and that the city should go to sealed bid once specifications and financing are confirmed.
Financing, leases and warranties: Staff said some vendors quoted a lease-purchase option; local banks (Bank of Commerce and RCB/RCV) had preliminary municipal financing rates of roughly 4.65–4.75 percent, while one vendor had a higher municipal lease rate of about 5.65 percent. Board members asked staff to confirm lease finance rates, salvage/resale assumptions at lease end, and the total cost of ownership (warranty, battery replacement for electric carts, fuel costs for gas models, and maintenance staffing).
Conflict-of-interest checks: Board members asked whether any staff had family ties to vendors; staff confirmed they were not aware of any employees' children working for vendors.
Outcome and next steps: The board did not award a contract. Members instructed staff to compile an "apples-to-apples" spreadsheet comparing purchase price, lease-purchase terms, annual payments, warranty coverage, maintenance responsibilities, trade-in allowances and estimated salvage value. Staff will also check trade-in values for the 50 existing carts and verify local financing offers. The board emphasized documenting specifications and covenants so sealed bids can be issued when the city is ready.
