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Home My WebLink AboutC32030 - Purchase of Electric Vehicles for El Paseo Courtesy Cart ProgramContract No. C32030 CITY OF PALM DESERT STAFF REPORT REQUEST: APPROVE THE PURCHASE AGREEMENT BETWEEN THE CITY OF PALM DESERT AND CLUB CAR, INC., (ELECTRIC CAR DISTRIBUTERS) IN THE AMOUNT OF $74,030.47 FOR THREE NEIGHBORHOOD ELECTRIC VEHICLES FOR THE EL PASEO COURTESY CART PROGRAM SUBMITTED BY: Ruth Ann Moore, Economic Development Manager APPLICANT: Club Car, Inc. Electric Car Distributor 71441 HWY 111 Rancho Mirage, CA 92270 DATE: July 12, 2012 CONTENTS: Quote for 2 — 2012 Club Car Villager Shuttles Quote for 1 — 2012 Club Car Villager 8 ADA Shuttle Pictures of shuttle examples National Intergovernmental Purchasing Alliance Information Recommendation: By Minute Motion: 1. Approve the purchase of three neighborhood electric vehicles for the El Paseo Courtesy Cart program, in the amount of $74,030.47 (includes tax and freight), from Club Car, Inc., Electric Car Distributors; 2. Declare the three existing Courtesy Cart vehicles as surplus to be used for trade-ins toward the purchase; 3. Authorize a 30% down payment to Electric Car Distributors; 4. Appropriate $75,000 to Capital Outlays Auto/Vehicles Account No. 530- 4195-415-4030; 5. Authorize the reimbursement of Capital Outlays Auto/Vehicles Account No. 530-4195-415-4030 from Trust- Parking Authority Account No. 610- 0000-228-0900 to pay for the carts; and 6. Authorize the City Manager to accept the bid quotes for the purchase. Staff Report El Paseo Courtesy Cart Purchase July 12, 2012 Page 2 of 4 With the above action to reimburse Capital Outlays Auto/Vehicles Account No. 530-4195-415-4030 from Trust- Parking Authority Account No. 610- 0000-228-0900, funds will be available to purchase the carts. Executive Summary: The purchase would provide three, licensed neighborhood electric vehicles for the El Paseo Courtesy Cart program to service over 50,000 rides yearly of shoppers, tourists and residents throughout the El Paseo shopping district. One of the three carts will have wheelchair accessibility and be compliant with the Americans with Disabilities Act (ADA). Funding is provided through Conditions of Approval #2; an in -lieu parking fee of $75,000, from Planning Commission Resolution No. 2475 for a development located at 73399 El Paseo and does not impact the General Fund. The purchase parameters are as follows: Equipment Costs 3 Villager Shuttles, 1 ADA Compliant $69,864.00 Taxes & Freight 7.75% plus shipping costs $ 8,366.47 Trade-in Value 3 Courtesy Carts $1400/cart -$ 4,200.00 Total Cost $74,030.47 The vehicles will be registered with the California Department of Transportation and will be street legal. If the Council approves the trade-in, Club Car will be required to remove all cart signage referring to the El Paseo Courtesy Cart program. Background: The El Paseo Courtesy Carts began operation in September of 2004 with one cart, five days per week. Over the next two years, two more carts were added and the program was extended to seven days per week from September through July 4t" weekend. Each year, the carts shuttle over 50,000 shoppers, residents and tourists throughout the shopping district and have logged thousands of miles. After years of daily wear, the Courtesy Cart program is in need of new vehicles. Originally, in order to comply with the American's with Disabilities Act (ADA), the carts required special design and took approximately one year to manufacture. Club Car now manufactures a cart with ADA capabilities. The City currently uses Club Cars at Desert Willow Golf Resort with much success in the carts' operation and reliability. The three NEV's that are to be purchased from Club Car will be the eight -passenger Villager Shuttle, as depicted in the attached photo, Exhibit A. Once the shuttles arrive from Club Car to the local dealership, Electric Car Distributor in Rancho Mirage, the shuttles will be customized in the following ways: G:\rda\Ruth Ann Moore\word data\STAFF REPORTS\Courtesy Cart Purchase 7-12-12.doc Staff Report El Paseo Courtesy Cart Purchase July 12, 2012 Page 3 of 4 • All three vehicles will have extended range AC Drive 72 Volt systems and battery packs installed in order to increase the daily drive -time keeping the vehicles on the street during the seven hours of operation each day. • All three vehicles will have the rear passenger seats removed as a safety precaution and a rear cargo area for shopper's packages will be installed. This will turn two of the vehicles into six -passenger shuttles and the ADA compliant vehicle into a four -passenger shuttle. • All three vehicles will receive a custom sculptured front body, upholstered seats and chrome wheels, as depicted in photo marked Exhibit B. • All three vehicles will be painted yellow in keeping with the original Courtesy Carts. • Finally, the shuttle that is ADA compliant will have a ramp installed as depicted in the photo marked Exhibit C depicting the shuttle that was recently delivered to the Annenberg Estates for their tours. Electric Car Distributor is requesting a 30% deposit due to their up -front costs associated with the customization of the shuttles. The City would like to enter into a purchase agreement with Club Car, Inc. through the National Intergovernmental Purchasing Alliance (IPA) Company program. National IPA is a cooperative purchasing organization, established through a collaborative effort of public agencies across the United States with the specific purpose of reducing procurement costs by leveraging group volume. The program is similar to the California Multiple Award Schedule (CMAS), which is a state program allowing public agencies to procure goods or services at prices which have been assessed to be fair, reasonable, and competitive. Public Contract Code Sections 10290 et seq. and 12101.5 include approval for local government agencies, including general law cities to use CMAS. National IPA aggregates purchasing volume of participating agencies in order to receive larger volume discounts from suppliers. Master agreements are publicly solicited and awarded through a Request for Proposals (RFP) process, and held by a principal procurement agency. National IPA serves as a government cooperative purchasing organization for agencies nationwide. Under the provisions set forth in the City of Palm Desert Municipal Code, section 3.30.260 other -governmental agencies, the City of Palm Desert is allowed to participate in the IPA program. The City may participate with other governmental agencies such as the state of California, county of Riverside, or any other cities, who have through a bidding process, determined to award or purchase, supplies, merchandise, or other items needed by the City which program of the other governmental agency allows participation by this city. G:\rda\Ruth Ann Moore\word data\STAFF REPORTS\Courtesy Cart Purchase 7-12-12.doc Staff Report El Paseo Courtesy Cart Purchase July 12, 2012 Page 4 of 4 The City of Palm Desert would utilize the competitively solicited and ultimate award by the City of Tucson, Arizona, the principal procurement agency, for the purposes of entering into the Club Car Inc. purchase agreement (please refer to attached National IPA materials). The Finance Department and the City Attorney have determined that the National IPA program meets the provisions set forth in the City of Palm Desert Municipal Code and Purchasing Policy. Fiscal Analysis: Funding is available through the condition of approvals in Planning Commission's Resolution No 2475 and there is no impact to the General Fund. Submitted By: Department Head: uth Ann Moor Ma in Alv Economic Development Manager Director OT Economic evelopment COUNCILFnON FkdurS. Gibson, Director of Finance APPROVED DENTED RECEIVED OTHER Approval: Jo,VV M. Wohlmuth, City Manager MEETING DATE s AYES: NOES: ABSENT: ABSTAIN: VERIFIED BY: Original on File with k's Office G:\rda\Ruth Ann Moore\word data\STAFF REPORTS\Courtesy Cart Purchase 7-12-12.doc PREPARED FOR: Ruth Ann Moore DATE OF QUOTE: 6/25/2012 City Of Palm Desert SALES PERSON: Jason Stella 73510 Fred Waring Drive Office: (760) 346-5661 Palm Desert, CA 92260 Fax: (760) 674-0247 (760)346-0611 ra m o o re (M-city o fp a l an d e se rt. o rg WE ARE PLEASED TO SUBMIT THE FOLLOWING QUOTATION: UNIT EXTENSION QUANTITY DESCRIPTION PRICE PRICE 2 2012 Club Car Villager Shuttle $11,228.00 $22,456.00 to be equipped as follows: Color - Custom Yellow $1,295.00 $2,590.00 AC Drive 72 Volt Extended Range System $5,395.00 $10,790.00 Extended Range Battery Pack, T-125 $1,895.00 $3,790.00 Full Deluxe Light Package Standard Standard Custom Sculptered Front Body $2,495.00 $4,990.00 Canopy Top, Standard Length $875.00 $1,750.00 Fold Down Windshield $120.00 $240.00 Fuel Gauge/ Hour Meter Standard Standard Standard Beige Vinyl Seating $1,295.00 $2,590.00 Rubber Flooring Standard Standard 12"DOT Chrome Wheel/Tires $1,095.00 $2,190.00 Rear Cargt $480.00 $960.00 SUB TOTAL $26,173.00 $62,346.00 Discount ($3,500.00) ($7,000.00) Sub Total $21,378.00 $45,346.00 Tax $1,656.80 $3,514.32 Freight $984.00 $1,968.00 Less Trade In ($1,400.00) ($2,800.00) TOTAL FLEET COST $48,028.32 TERMS F.O.B. APPROXIMATE DELIVERY DATE SHIPPED VIA C.O. D. Palm Desert, CA TBD Club Car Truck Prices quoted are those in effect at the time of quotation and are guaranteed subject to acceptance within 30 days. Applicable state or local taxes not included. All credit terms must be approved by CLUB CAR, INC. prior to delivery. Customer to submit required credit information for credit approval. Accepted By: ELECTRIC CAR DISTRIBUTORS INC. Company: By: Jason Stella Title: Title: General Manager Date: Thank you for your interest in our products. PREPARED FOR: Ruth Ann Moore DATE OF QUOTE: 6/25/2012 City Of Palm Desert SALES PERSON: Jason Stella 73510 Fred Waring Drive Office: (760) 346-5661 Palm Desert, CA 92260 Fax: (760) 674-0247 (760)346-0611 ramoore(&cityofpalmdesert.org WE ARE PLEASED TO SUBMIT THE FOLLOWING QUOTATION - UNIT EXTENSION QUANTITY DESCRIPTION PRICE PRICE 1 2012 Club Car Villager ADA Shuttle $11,228.00 $11,228.00 to be equipped as follows: Color- Custom Yellow $1,296.00 $1,295.00 AC Drive 72 Volt Extended Range System $5,395.00 $5,395.00 Extended Range Battery Pack, T-125 $1,895.00 $1,895.00 Full Deluxe Light Package Standard Standard Custom Sculptered Front Body $2,495.00 $2,495.00 Canopy Top, Standard Length $875.00 $875.00 Fold Down Windshield $120.00 $120.00 Fuel Gauge/ Hour Meter Standard Standard Standard Beige Vinyl Seating $895.00 $895.00 Rubber Flooring Standard Standard 12"DOT Chrome Wheel/Tires $1,095.00 $1,095.00 Rear Cargc $480.00 $480.00 ADA $2,745.00 $2,745.00 SUB TOTAL $28,518.00 $28,518.00 Discount ($4,000.00) ($4,000.00) Sub Total $24,518.00 $24,518.00 Tax $1,900.15 $1,900.15 Freight $984.00 $984.00 Less Trade In ($1,400.00) ($1,400.00) TOTAL FLEET COST $26,002.15 TERMS F.O.B. APPROXIMATE DELIVERY DATE SHIPPED VIA 77 C.O.D. Palm Desert, CA TBD Club Car Truck Prices quoted are those in effect at the time of quotation and are guaranteed subject to acceptance within 30 days. Applicable state or local taxes not included. All credit terms must be approved by CLUB CAR, INC. prior to delivery. Customer to submit required credit information for credit approval. Accepted By: ELECTRIC CAR DISTRIBUTORS INC. Company: By: Jason Stella Title: Title: General Manager Date: Thank you for your interest in our products. EXHIBIT "A" �i H H PU H x w NATIONALIPA REDUCING PROCUREMENT COSTS TI-iROUGH COLLABORATION SAVINGS AVAILABLE THROUGH NATIONAL COOPERATIVE CONTRACTING National Intergovernmental Purchasing Alliance Company (National IPA) was established through a collaborative effort of public agencies across the United States with the specific purpose of reducing procurement costs by leveraging group volume. National IPA aggregates purchasing volume of participating public agencies, educational institutions, churches, and other non-profit entities across the country in order to receive larger volume discounts from suppliers. To participate in the program, simply submit a Participation Form at www. nationalipa.org. There is no fee to participate or to take advantage of the savings offered through the cooperative. • Five year term began December 22, 2008 (1 year with 4 one-year auto renewals) • Award includes: o Golf Cars o Hospitality Vehicles o Turf Utility o Carryall Utility o Transportation Vehicles • Free Goods Program • Trade-ins of golf, transportation and utility vehicles are accepted for both Club Car products and competitive products. For more information on the Club Car contract, FUHRMANN Sales Manager rusty_ Armann@clubcar.com (706) 22$_7, 62