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HomeMy WebLinkAboutItem No. 20 Purchase Washers, Dryers RV Resort Rehab. Z40007Text File City of Lake Elsinore 130 South Main Street Lake Elsinore, CA 92530 www.lake-elsinore.org File Number: TMP-2840 Agenda Date: 6/12/2018 Status: Consent AgendaVersion: 1 File Type: AgreementIn Control: City Council / Successor Agency Agenda Number: 20) Page 1 City of Lake Elsinore Printed on 6/7/2018 REPORT TO CITY COUNCIL To:Honorable Mayor and Members of the City Council From:Grant Yates, City Manager Prepared by:Jason Simpson, Assistant City Manager Date:February 27, 2018 Subject:Authorize the Purchase and Installation of Washers, Dryers and Soap Vending Machine, all with RFI Electronic Payment Function for the Check-in Building Laundry Facility at the Campground Project (CIP PROJECT #Z40007) Recommendations 1.Authorize the City Manager to purchase 8 Washers, 8 Dryers and 1 Soap Vendor Machine all with RFI Electronic Payment Function in the amount of $38,445.89 from PWS Inc.for the RV Resort Rehabilitation Project (CIP PROJECT #Z40007). 2.Waive the formal bidding process per Municipal Code Section 3.08.070(G) for purchases and installation from PWS Inc.since it is the only known available washer and dry system compatible with the RV Resort Rehabilitation RFI system. Background In an effort to create a moneyless resort washer and dryer vending machines will utilize “Radio- Frequency Identification” (RFI) technology. RFI refers to a technology whereby digital data encoded in tags or smart labels are captured by a reader via radio waves. RFI data is similar to barcoding in that data from a tag or label are captured by a device that stores the data in a database. The stored data can be used to facility a purchase utilizing electronic currency, personnel identification, time date facility access etc. The application of RFI technology throughout the RV Resort will improve operational efficiency, security fiscal control and accountability. As such vending machines capable of this technology are very limited. Discussion The 9 Washers, 9 Dryers and 1 Soap Vending Machine will be installed in the Check-in building and may be utilized by the patrons of the RV Resort on an electronic pre-paid system. These machines are all commercial grade high capacity washers and dryers and come fully warranted. This purchase is inclusive of all sales tax and delivery fees. Installation will be performed by the building contractor once the machinery is delivered. Because of the limited washer and dryer vending machine availability with RFI electronic payment function this purchase is classified has a sole source purchase and it is in this light the formal bidding be waived. Purchase of Washers, Dryers &Soap Vendor Machinesat the RV Resort Rehabilitation Project. June 12, 2018 Page 2 Fiscal Impact RV Resort Rehabilitation Project (CIP PROJECT #Z40007)is included in the Fiscal Year 17/18 –21/22Capital Improvement Plan (CIP) budget. Wavier of Competitive Bidding Procedures Pursuant to Section 3.08.070(G) of the Municipal Code, the City Council has the discretion to waive the competitive bidding requirement that would otherwise be utilized for this purchase. The system benefits outlined above and the fact that these productsare available through our previously selected provider and to switch to another vendor would require a significant investment that far exceeds the investment made already with existing providers, staff recommends that the City Council waive the competitive bidding pursuant to Municipal Code Section 3.08.070(G) and allow the City Manager to contract directly with PWS Inc. as outlined in this agenda report. Exhibits A: PWS Inc. Quote Dated 5/16/2018 SALES QUOTE Alfred Garrido Office: Cell: I"" laundry company Fax:(323) 315 -5245 Email: agarrido @pwslaundry.com BILLING ADDRESS CusUD: SHIPPING ADDRESS MATT WOODS CITY OF LAKE ELSINORE JASON SIMPSON 130 SOUTH MAIN ST. LAKE ELSINORE,CA 92530 32040 RIVERSIDE DR, PHONE: 951 (674) 312 -4914 CELL: FAX. LAKE ELSINORE , CA 92530 LOCATION PHONE: Quote Number: 180551900 Date: 5/16/2018 Quote expires on: 6/15/2018 PWS Install TERMS: COD QtN Nlodel Number 8 SWNNC2SP115TW02 Description Order Speed Queen TL 2 spd, Gold, Coin Price $1,030.00 Extend I,- 'Xt $8,240.00 Freight $0.00 Drop, 120/60/1 voltage, SS Tub, Pump Drain, White 8 SDGNCRGS113TWO2 Speed Queen Apt Dryer, Gold, Coin $895.00 $7,160.00 $0.00 Drop, Rear Control, Gas, High Capacity MC, Wht $0.00 $0.00 $0.00 16 GW -8- 1286 -28 -7 GREENWALT MONEY BOX 8 ", QUANTUM, CONE FACE, COBRA LOCK SINGLE KEY- SG ONLY 16 9954 -E Service Lock & Key $0.00 $0.00 $0.00 8 SPYDER -KWO1 Setomatic Spyder Wash kits- Washer $557.00 $4,456.00 $0.00 8 SPYDER -KD01 Setomatic Spyder Wash kits- Dryer $557.00 $4,456.00 $0.00 1 SPYDER -H1 Setomatic Bluetooth Hubs $395.00 $395.00 $39.00 $0.00 $0.00 1 SPYDER -CAT5-100 Setomatic Ethernet (cats) Cables for Hub $39.00 100 ft 8 9931 -E Gas line, Flexible, 36 -48" length $0.00 $0.00 $0.00 819984-E 4" Vent kit $0.001 $0.00 $0.00 I Local Delivery Local Delivery (non- taxable) 1 $650.00 $650.00 $0.00 Equipment: $24,746.00 Incoming Freight: $0.00 DELIVERY, INSTALL OF EQUIPMENT, INSTALL OF SPYDER WASH, TEST Subtotal: $24,746.00 Customer acknowledges the equipment on this Quote is to be installed without obtaining a City building permit; if the job is interrupted, delayed or stopped for $24,746.00 any reason including the lack of permits, PWS will not be responsible for any Total Items: expense caused by this interruption or delay Approved by 7 75% Sales Tax 1 $1,917.82 Title shall not pass to Buyer until payment has been received, in full. BUYERS' SIGNATURE IMPORTANT — PLEASE READ Reference: Quote - 180551900 Trade -in amount: Total Outbound Freight: $650.00 Installation $1,750.00 Order Total: $29,063.81 ACCOUNT DATE EXECUTIVE SIGNATURE *Note: Buyer must sign and /or initial ALL PAGES of this quote. DATE 1. All Special and C.O.D. Orders require 20% Down Payment with order. 2. Deposits are non- refundable to the extent that the cost to PWS of any equipment or any labor necessary for installation of such equipment shall decrease or increase from the date of this order to the date of installation; the sale price shall be decreased or increased proportionately as the case may be. 3. All order cancellations are subject to 20% Restocking Fee. 4. There will be a 2.5% additional charge for all credit card payments \n on orders above $5,000. 5. On financed orders - Buyer will be charged a documentation fee of $ 150 if order is changed to C.O.D. or is cancelled. 6. Storage fees of 2% of the total order will be charged monthly if equipment is not picked up within 60 days of receipt at our warehouse. 7. This contract shall not be valid until it has been accepted and acknowledged by an authorized PWS manager. Upon acceptance by PWS, this agreement may not be altered or modified, except in writing. 8. PWS shall not be liable for delays in delivery or installation resulting from any cause whatsoever. 9. All warranties are limited to the manufacturer's written warranty. 10. No labor warranty unless equipment is installed by PWS. 11. Any contract labor listed or paid for on this agreement is for the convenience of Buyer; actual labor is provided by independent contractors, and Buyer is responsible for all supervision, terms and consequences. 12. Buyer will allow PWS to retain all keys (and any necessary components) until all equipment is accepted by Buyer and all accounts are paid in full, including any installation related costs requested by Buyer. 13. Buyer agrees to indemnify and save harmless PWS from all loss, liability, damage, expense, claims, demands, suits and causes of action, alleged or asserted by any person arising out of, or connected with the condition, maintenance, use or operation of all items sold in this agreement. 14. In the event PWS institutes any action to procure late or non - payment, PWS shall be entitled to reimbursement of all fees and expenses incurred, including but not limited to reasonable attorneys' fees. 15. Signature by Buyer confirms this agreement and all terms listed herein. Buyer's Initials: Date: 12020 Garfield Ave a South Gate, CA 90280 . Toll -Free: (888) 979 -7462• Bus: (323) 721 -8832• Fax: (323) 315 -52450 www.pwslaundry.com DEVELOPMENT • EQUIPMENT • BROKERAGE • PARTS . INSTALLATION • FINANCING Cap right © PWS, Inc. 2014 1 1 1 QBQO 19 Alfred Garrido Office: in" SALES QUOTE Cell: Fax:(323) 315 -5245 laundry company Email: agarrido @pwslaundry.com BILLING ADDRESS Cust/D: MATT WOODS CITY OF LAKE ELSINORE 130 SOUTH MAIN ST. LAKE ELSINORE,CA 92530 PHONE: 951 (674) 312 -4914 CELL: FAX: Quote Number: 180551990 Date: 5/16/2018 PWS Install SHIPPING ADDRESS JASON SIMPSON 32040 RIVERSIDE DR. LAKE ELSINORE , CA 92530 LOCATION PHONE: Quote expires on: 6/15/2018 TERMS: COD 1 _other Spyder -MD13-2 Spyder Wash kit- 1 $695.001 $695.00 $0.00 Vendrite Soap Machine with Merlin Control I SWNNC2SP115TWO2 Speed Queen TL 2 spd, Gold, Coin $1,030.00 $1,030.00 $0.00 Drop, 120/60/1 voltage, SS Tub, Pump Drain, White 1 SDENCRGS173TWO2 Speed Queen Apt Dryer, Gold, Coin Drop, Rear Control, Elec, High Capacity $860.00 $860.00 $0.00 MC, Wht 1 VM -240D Vendrite, Soap vendor, 8 column, $3,700.00 $0.00 $3,700.00 electronic card prep, wht 2 SPYDER -CAT5 -100 Setomatic Ethernet (cat5) Cables for Hub $39.00 $78.00 $0.00 100 ft 1 SPYDER -H1 Setomatic Bluetooth Hubs $395.00 $395.00 $0.00 1 SPYDER -KDOI Setomatic Spyder Wash kits- Dryer $557.00 $557.00 $0.00 1 SPYDER -KW01 Setomatic Spyder Wash kits- Washer $557.00 $557.00 $0.00 1 9984 -E 4" Vent kit $0.00 $0.00 $0.00 1 9931 -E Gas line, Flexible, 36 -48" length $0.00 $0.00 $0.00 i Local Delivery Local Delivery (non - taxable) $250.00 $250.00 $0.00 Equipment: $7,872.00 DELIVERY, INSTALL OF EQUIPMENT, INSTALL OF SPYDER WASH, TEST THIS QUOTE INCLUDES AN OVER ESTIMATE ON THE PRICE OF THE SOAP VEND MACHINE THAT PRICE MAY ADJUST ONCE WE VERIFY WHICH MODEL IS THE CORRECT FOR THIS ORDER I � Incoming Freight: $0.00 Subtotal: $7,872.00 Total Items: $7,87200 Customer acknowledges the equipment on this Quote is to be installed without obtaining a City building permit; if the job is interrupted, delayed or stopped for any reason including the lack of permits, PWS will not be responsible for any expense caused by this interruption or delay Approved by Title shall not pass to Buyer until payment has been received, in full. BUYERS' SIGNATURE IMPORTANT— PLEASE READ Reference: Quote - 180551990 ACCOUNT DATE EXECUTIVE SIGNATURE 7 75% Sales Tax 1 $610.08 Trade -in amount: Total Outbound Freight: $250.00 Installation $650.00 Order Total; $9,382.08 *Note: Buyer must sign and /or initial ALL PAGES of this quote. DATE 1. All Special and C.O.D. Orders require 20% Down Payment with order. 2. Deposits are non - refundable to the extent that the cost to PWS of any equipment or any labor necessary for installation of such equipment shall decrease or increase from the date of this order to the date of installation; the sale price shall be decreased or increased proportionately as the case may be. 3. All order cancellations are subject to 20% Restocking Fee. 4. There will be a 2.5% additional charge for all credit card payments \n on orders above $5,000. 5. On financed orders - Buyer will be charged a documentation fee of $ 150 if order is changed to C.O.D. or is cancelled. 6. Storage fees of 2% of the total order will be charged monthly if equipment is not picked up within 60 days of receipt at our warehouse. 7. This contract shall not be valid until it has been accepted and acknowledged by an authorized PWS manager. Upon acceptance by PWS, this agreement may not be altered or modified, except in writing, 8. PWS shall not be liable for delays in delivery or installation resulting from any cause whatsoever. 9. All warranties are limited to the manufacturer's written warranty. 10. No labor warranty unless equipment is installed by PWS. 11. Any contract labor listed or paid for on this agreement is for the convenience of Buyer; actual labor is provided by independent contractors, and Buyer is responsible for all supervision, terms and consequences. 12. Buyer will allow PWS to retain all keys (and any necessary components) until all equipment is accepted by Buyer and all accounts are paid in full, including any installation related costs requested by Buyer. 13, Buyer agrees to indemnify and save harmless PWS from all loss, liability, damage, expense, claims, demands, suits and causes of action, alleged or asserted by any person arising out of, or connected with the condition, maintenance, use or operation of all items sold in this agreement. 14. in the event PWS institutes any action to procure late or non - payment, PWS shall be entitled to reimbursement of all fees and expenses incurred, including but not limited to reasonable attorneys' fees. 15. Signature by Buyer confirms this agreement and all terms listed herein. Buyer's er's Initials: Date: 12020 Garfield Ave a South Gate, CA 90280 • Toll -Free: (888) 979 -7462+ Bus: (323) 721 -8832• Fax: (323) 315 -52450 www pwslaundry.com DEVELOPMENT . EQUIPMENT • BROKERAGE a PARTS + INSTALLATION + FINANCING Copyright �r' PWS, Inc. 2014 1 1 1 QBQO 19 1