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Home My WebLink AboutPurchase IBS Point of Sale Retail System CITY OF PALM DESERT Finance Department STAFF REPORT REQUEST: Approve the purchase of the IBS Point of Sale retail system APPLICANT: IBS ( Integrated Business Systems Inc.) 12201 Gayton Road, Suite 100 Richmond, VA 23233 CASE NOS. DATE: August 22, 2002 CONTENTS: 1 copy of quote number 5303M for the purchase of the IBS point of Sale Retail system Recommendation: By minute motion approve the purchase of the IBS Point of Sale retail System for the Desert Willow Golf Resort for an amount not to exceed $40,000.00 Background: For the past two years Desert Willow Golf Resort has researched several point of sale retail systems to replace the current point of sale system used. Both the General Manager (Desert Willow), and City staff have visited other golf courses to field test the different systems; as a result a consensus was made to move forward with the IBS Point of Sale Retail System. The point of sale system provides the golf pro-shop and the golf- learning center the ability to track golf fees and retail sales of merchandise. Additionally, the retail point of sale system allows Desert Willow to reserve and track tee-times for both courses. The IBS product is software that will be installed in the computers currently in place at Desert Willow. The hardware pieces that may be purchased are receipt printers and cash drawers. A review of the computer network in place at Desert H lahernandezlWPDOCSVnterolTce MemoslDesert Willow 2003 FileOS System Staff Report.dot Willow determined that the computer hardware is sufficient to run the IBS point of sale system. Currently, Desert Willow uses the Winsell point of sale system and FORE Reservations tee time point of sale system. Both of these companies have failed to keep pace with the needs of Desert Willow. The IBS system will offer a fully integrated point of sale system and tee time reservation system; working hand-held scanners to expedite the retail transactions; working inventory hand-held computers which interface with the point of sale system; accounting package interfacing that allows for downloading of sales and inventory to the accounting systems, which in turn will eliminate the potential for errors or omissions; and a working module to interface with future hotels software (to allow for the ability to charge the sales transaction to a specific hotel room). Both the Winsell and Fore Reservation Systems have not been able to provide these services. Additionally, although there are several point of sale systems in the industry, at all levels, such as start-ups (Golf Gateway) or established such as (Winsell), we found that no system met the needs of Desert Willow better than the IBS System. Therefore this is a sole source purchase. Further, Kemper Sports Management has tested and now using the IBS systems at their golf resorts in Oregon, Illinois, and Wisconsin. Finally, as an informational item only, the City's I/S department will be replacing up to seven (7) computer systems (based on need) at Desert Willow as part of the 5-year replacement plan. Staff recommends the purchase of the IBS Point of Sale Retail System. Submitted By: CITY COUNCIL ACTIOal: APPROVED ✓ DENIED _ Paul S. Gibson, Finance Director RECEIVED OTHER_.,... _ tISETI p TE —aa -O Approval: AYES: t5r�>A�'��sin i . ►me I KP ll, pp NOES: f , ABSENT: FllSnrl ABSTAIN: c)nt VERIFIED BY: K hk// R( Carlos L. Ortega, City Manager oricvir_al. on File with City Clerk's Of fife H lahemandezlWPDOCSVnterotTce MemoslDesert Willow 2003 FileVBS System Staff Report.dot . . . OBS Quotation Number: 5303M Quotation Date: 8/9/02 Page: 1 a Integrated Business Systems, Inc. QUOTATION Quoted To: Installation Site: Desert Willow Golf Resort PROSHOP SYSTEM 38995 Desert Willow Drive Palm Desert, CA 92260 Line Item Description of Product or Service 'Quantity Price Total 1 2 LICENSE SOFTWARE 3 4 Retail Point of Sale Software 1.00 5,595.00 5,595.00 5 <5-9 Club Discount> -1.00 740.00 -740.00 6 Credit Card Interface 1.00 395.00 395.00 7 Bar Code Data Collector Interface 1.00 395.00 395.00 8 Bar Code Blaster Printer Interface 1.00 295.00 295.00 9 Tee Time System & Player Tracking 1.00 2,595.00 2,595.00 10 <5-9 Club Discount> -1.00 340.00 -340.00 11 GolfSwitch Activation Fee 1.00 595.00 595.00 12 Member Billing - Member Lite 1.00 2,195.00 2,195.00 13 <5-9 Club Discount> -1.00 290.00 -290.00 14 Purchase Orders - Club License 1.00 695.00 695.00 15 <5-9 Club Discount> -1.00 95.00 -95.00 16 Accounting Interface, Single Club 1.00 695.00 695.00 17 <5-9 Club Discount> -1.00 95.00 -95.00 18 Stats & Excel Reporting System - Club 1.00 995.00 995.00 19 <5-9 Club Discount> -1.00 130.00 -130.00 20 Web Res Installation Fee 1.00 495.00 495.00 21 First Month Payment(24 Month Contract) 1.00 249.95 249.95 22 Last Month Payment(24 Month Contract) 1.00 249.95 I 249.95 23 24 SYSTEM SOFTWARE 25 26 Communication Software, 32 Bit(Full) 1.00 194.95 194.95 27 Credit Card Software (ETS) - Unlimited Users 1.00 245.00 245.00 28 29 RETAIL POS WORKSTATION - GOLFSHOP 30 31 Computer& Monitor- PBC - Existing 5.00 32 Receipt Printer w/o Journal, Charcoal (SP2560) 5.00 351.95 1,759.75 33 Preh PCPOS Keyboard w/Swipe 5.00 313.95 I 1,569.75 34 Cash Drawer, Charcoal ' 5.00 219.95 1,099.75 Subtotal: Continued Sales Tax: Continued TOTAL: Continued REP: LIVINGOOD, Jay K. Valid through: Aug 30, 2002 IBS Approval Customer Acceptance 12201 Gayton Road, Suite 100 * Richmond, VA 23233 * Phone(804) 754-3200 * Fax(804) 754-4460 . . OBS Quotation Number: 5303M Quotation Date: 8/9/02 Page: 2 Integrated Business Systems, Inc. QUOTATION Quoted To: Installation Site: Desert Willow Golf Resort PROSHOP SYSTEM 38995 Desert Willow Drive Palm Desert, CA 92260 Line Item Description of Product or Service Quantity Price Total 1 Metrologic Bar Code Scanner 5.00 265.95 1,329.75 2 Bar Code Decoder Box 5.00 130.95 654.75 3 Bar Code Reader Cable 5.00 30.95 154.75 4 BackUps 350 Volt, APC- PBC 5.00 5 Cables &Accessories - POS 5.00 29.95 149.75 6 7 ACADEMY GOLF POS WORKSTATION 8 9 Computer& Monitor- PBC - Existing 1.00 10 Receipt Printer w/o Journal, Charcoal (SP2560) 1.00 351.95 351.95 11 Preh PCPOS Keyboard w/Swipe 1.00 313.95 313.95 12 Cash Drawer, Charcoal 1.00 219.95 219.95 13 Bar Code Decoder Box 1.00 130.95 130.95 14 Metrologic Bar Code Scanner 1.00 265.95 265.95 15 Bar Code Reader Cable 1.00 30.95 30.95 16 USB Parallel Printer Cable, 6' 1.00 47.95 47.95 17 HP 1200 Laser Printer- PBC 1.00 18 BackUps 350 Volt, APC - PBC 1.00 19 Cables &Accessories - POS 1.00 29.95 29.95 20 21 TEE TIME ONLY WORKSTATION 22 23 Computer& Monitor- PBC - Existing 2.00 24 BackUps 350 Volt, APC - PBC 2.00 25 26 ADDITIONAL RETAIL SYSTEM HARDWARE 27 28 Portable Bar Code Data Collector(M5000) 2.00 583.95 1,167.90 29 Label Blaster Advantage 1.00 419.95 419.95 30 USB Parallel Printer Cable, 6' 1.00 47.95 47.95 31 32 COMPUTER FOR MERCHANDISER 33 34 Computer& Monitor- PBC - Existing 1.00 Subtotal: Continued Sales Tax: Continued TOTAL: Continued REP: LIVINGOOD, Jay K. Valid through: Aug 30, 2002 IBS Approval Customer Acceptance 12201 Gayton Road, Suite 100 * Richmond, VA 23233 * Phone (804) 754-3200 * Fax (804) 754-4460 . • OBS Quotation Number: 5303M Quotation Date: 8/9/02 Page: 3 Integrated Business Systems, Inc. QUOTATION Quoted To: Installation Site: Desert Willow Golf Resort PROSHOP SYSTEM 38995 Desert Willow Drive Palm Desert, CA 92260 Line Item Description of Product or Service Quantity Price Total 1 HP 1200 Laser Printer- PBC 1.00 2 BackUps 350 Volt, APC - PBC 1.00 3 4 ADMIN WORKSTATION 5 6 Computer& Monitor- PBC 9.00 7 8 FILESERVER 9 10 Computer& Monitor- PBC - Existing 1.00 11 Windows 2000 5-U CAL - PBC 4.00 12 10/20Gb Backup Tapes- PBC 8.00 13 BackUps 500 Volt, APC - PBC 1.00 14 15 NETWORKING COMPONENTS 16 17 Dlink 10/100 24 Port Switch - PBC 1.00 18 BackUps 350 Volt,APC - PBC 1.00 19 Patch Cables for Workstation, 7ft. - PBC 18.00 20 Patch Cables for Workstation, 10ft. - PBC 18.00 21 22 PAPER & LABELS 23 24 Receipt Paper, 3 Ply(3") 1.00 97.95 97.95 25 Labels for Label Blaster, 2.3"x1" 1.00 96.95 96.95 26 27 PRE-INSTALLATION 28 29 Pre-Installation Operational Configuration &Training 1.50 750.00 1,125.00 30 31 INSTALLATION 32 33 System Software Configuration 1.00 950.00 950.00 34 On-Site Equipment Configuration 1.00 5,640.00 5,640.00 Subtotal: Continued Sales Tax: Continued TOTAL: Continued REP: LIVINGOOD, Jay K. Valid through: Aug 30, 2002 IBS Approval Customer Acceptance 12201 Gayton Road, Suite 100 * Richmond, VA 23233 * Phone (804) 754-3200 * Fax (804) 754-4460 DB S Quotation Number: 5303M Quotation Date: 8/9/02 Page: 4 Integrated Business Systems, Inc. QUOTATION Quoted To: Installation Site: Desert Willow Golf Resort PROSHOP SYSTEM 38995 Desert Willow Drive Palm Desert, CA 92260 Line Item Description of Product or Service Quantity Price Total 1 2 Credit Card Configuration 1.00 350.00 350.00 3 4 OPERATIONAL CONFIGURATION &TRAINING 5 6 Operational Configuration &Training - Man Days 7.00 750.00 5,250.00 7 8 To Include: 9 10 - Retail Cashier 11 - Retail Manager 12 - Retail "Live" Supervision and Assistance 13 - Tee Times 14 - Stats& Excel Reporting System 15 - Member Billing 16 - Purchase Orders 17 -Accounting Interface 18 19 20 NOTE: PBC = Provided by Client. Your signature 21 indicates your acceptance of the pricing contained in 22 this quote &your desire to commit to an installation of 23 a system or purchase of a product/service. A deposit 24 of$18,725.20 is required to start your order. Should 25 we be unable to negotiate system license, hardware, & 26 support contracts in a timely manner you may cancel 27 the installation and IBS will refund your deposit to the 28 extent that direct non-refundable expenses have been 29 incurred by IBS. Your installation dates will be finalized 30 once your signed quote &deposit have been returned 31 to our office. The lead time for installations is currently 32 six to eight weeks. The balance of the hardware 33 invoice will be due upon completion of the installation. 34 This quote does not include shipping expense, travel Subtotal: Continued Sales Tax: Continued TOTAL: Continued REP: LIVINGOOD, Jay K. Valid through: Aug 30, 2002 IBS Approval Customer Acceptance 12201 Gayton Road, Suite 100 * Richmond, VA 23233 * Phone (804) 754-3200 * Fax(804) 754-4460 " : ,_ • DB S Quotation Number: 5303M Quotation Date: 8/9/02 Page: 5 Integrated Business Systems, Inc. QUOTATION Quoted To: Installation Site: Desert Willow Golf Resort PROSHOP SYSTEM 38995 Desert Willow Drive Palm Desert, CA 92260 Line Item Description of Product or Service Quantity Price Total 1 expense or sales tax. Travel &shipping expenses, as 2 well as applicable sales tax, will be added to the final 3 invoice. There will be a 15% restocking fee for any 4 items returned to IBS. Shipping costs will also apply. 5 Annual technical support services are not included and 6 will be added to the installation invoice. The current 7 annual support fees are, POS- $1782.00, 8 Membership(Lite)-$726.00, Stats & Excel(Club)- 9 $195.00, Tee Times-$495.00, Blaster Printer 10 Interface-$120.00, GolfSwitch Interface- $198.00, 11 ,ETS - $495.00. A 10% discount will be applied if paid 12 annually. The annual support fees Y PP maychange in the 9 13 future. Site wiring is not included & is the responsibility 14 of the client. Dell hardware pricing may vary. Actual 15 prices will be determined when order is placed. 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 Subtotal: 37,450.40 Sales Tax: TOTAL: $ 37,450.40 REP: LIVINGOOD, Jay K. Valid through: Aug 30, 2002 Digitally signed by Jay Livingood cn=Jay Livingood,ou=Sales,o=IBS„'cpUS, Date:2002.08.11 17:57:34-05'00' ,'i R I m opprowng h:s doournon," Approval Customer Acceptance 12201 Gayton Road, Suite 100 * Richmond, VA 23233 * Phone(804) 754-3200 * Fax (804) 754-4460