A. INTRODUCTION

The City of Baldwin City (City) seeks proposals for the lease purchase of the following:

City Pool Renovations

• Lease Term: 5 years
• Amount to Finance: $400,000
• Estimated Delivery Date: September 2024

B. PROPOSAL CRITERIA

This shall be a non-bank qualified transaction. Proposals shall be for the following terms:

• Lease Agreement Commencement Date: October 9, 2024
• Payments: Annual payments every January 15
• Interest Rate: A fixed rate of interest for the entire financing.
• Security: The lease purchase financing will be secured by the City’s obligation to pay lease payments which are subject to annual appropriations and by a security interest in the assets purchased.
• Escrow: Upon securing the loan, the funds not drawn on immediately shall be held in escrow and cost of the escrow shall be paid by the City.
• Prepayment: The City desires the ability to prepay the transaction in whole or in part at any time without prepayment penalty on or after a date six (6) months after entering into the Lease Purchase Agreement with the lessor and the right to prepay at any time without prepayment penalty with regard to a casualty loss on the project being prepaid.
• Assignment: The lessor may assign its rights to receive lease payments and its security interest in the assets, but only with the written consent of the City. Each assignment must specifically mention the City’s right to prepay without penalty.
• Nature: The Lease Purchase Agreement will be a negotiated version of the lendor’s standard master lease agreement and associated schedules, that must comply with Kansas law as applied to municipalities. The City will agree to maintain the assets, bear the risk of loss if the equipment/property is damaged or destroyed, and to pay lease payments from budgeted funds lawfully available for the purpose, when and if appropriated by the City Council.

C. TIMETABLE

The anticipated/desired project timeline is as follows:

• September 19, 2024 Advertisement of the RFP
• September 26, 2024 Proposals due by 3:00 pm
• October 3, 2024 Prepared documents due from winning vendor
• October 15, 2024 City Council approves Lease Purchase Agreement
• October 18, 2024 Lease Agreement Commencement Date

D. METHOD OF SOLICITATION

The RFP will be available for download from the City’s website at https://baldwincity.gov/baldwincity-rfps.

E. CRITERIA FOR SELECTION 

City staff will review the submissions and make a recommendation to the City Council. The City Council, in its sole discretion, will make the award that it deems in the City’s best interests. Consideration will focus on, but is not limited to, the following:

• Adequacy and completeness of the proposal,
• Compliance with the terms and conditions of the Request and,
• Interest financing rate

F. QUESTIONS

Questions requesting clarification of the Request for Proposal must be submitted via email. The single point of contact for all inquiries shall be directed to:

City of Baldwin City

ATTN: Amara Packard, City Clerk 803 8th Street

P.O. Box 86

Baldwin City, KS 66006

Phone: 785-594-6427

Email: [email protected] 

Violations of this provision may result in the rejection of a vendor’s proposal.

G. SUBMISSION REQUIREMENTS

Please submit all proposals electronically to [email protected] by September 26, 2024 and include the following:

• Interest Rate
• Sample payment schedule
• Documentation/financing fees/escrow fees
• Any Prepayment penalties
• Documentation requirements (application, sample agreement, escrow agreement, legal opinion, insurance requirements, title requirements)

H. TERMS AND CONDITIONS

1. Promptly notify the City of all conflicts, errors, ambiguities, and discrepancies discovered in the RFP documents.
2. All materials submitted shall become the property of the City and shall be subject to the laws and regulations pertaining to public information. No guarantee of privacy or confidentiality is offered or implied by the City.
3. The City reserves the right to reject any and all proposals or portions of proposals, to waive minor deficiencies, or to solicit new proposals on the original project or on a modified project as may be deemed necessary or in the best interest of the City.
4. The City reserves the right to request clarification of information submitted, and to request additional information from any proposer.
5. The City shall not be responsible for any costs incurred in preparing, submitting, or presenting a response to the RFP.
6. The City reserves the right to award any contract to the next most qualified proposer if the successful proposer does not execute a contract within a reasonable time after selection.
7. The City reserves the right to introduce additional terms and conditions at the time the final contract is negotiated. Any additional terms or conditions would be limited to ones having the effect of clarifying the RFP language and/or correcting defects, such as omissions or misstatements, which are discovered after the RFP is issued, or that reflect State or Federal Law changes.
8. All persons awarded and/or entering into contracts with the City shall be subject to and required to comply with all applicable City, State and Federal provisions pertaining to Non-Discrimination, Equal Employment Opportunity, and Affirmative Action and the Americans with Disabilities Act (ADA).
9. All contracts entered into by the City are subject to the State of Kansas Cash Basis and Budget laws.

Submission Deadline: September 26, 2024

Documents

• Pool Renovation RFP 2024

Contact Information

City Hall
Amara Packard, City Clerk | Email: [email protected]