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2023 Golf Carts (92) Purchase for SilverRock Approval & QuoteCITY OF LA QUINTA 78-495 Calle Tampico La Quinta, CA 92253 PH: (760) 777-7057 ISSUED TO: CLUB CAR LLC 4125 WASHINGTON ROAD EVANS, GA 30809 - PO Number: 2324-0156 Requisition #: REQ -1490 PURCHASE ORDER Date: 12/20/2023 Vendor #: 10552 SHIP TO: City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 ITEM UNITS DESCRIPTION PROJECTACCT# GLACCT# PRICE AMOUNT 1 2 TRANSPORTER XL ELECTRIC 2 0 ESTIMATED TAXES 3 3 TEMPO LITHIUM WITH LIGHTS 4 1 CARRYALL 700 ELECTRIC 5 1 VILLAGER 6 ELECTRIC QUOTE # 1-1UTIWCG 6 85 TEMPO LITHIUM 601-0000-71030 601-0000-71030 601-0000-71030 601-0000-71030 601-0000-71030 601-0000-71030 15,465.00 0.00 9,056.00 16,627.00 15,514.00 30,930.00 75,249.91 27,168.00 16,627.00 15,514.00 9,056.00 769,760.00 Authorized by: SUBTOTAL: TOTAL TAX: SHIPPING: TOTAL 935,248.91 0.00 0.00 935,248.91 1. Original invoice must be sent to: City of La Quinta, Finance Department, 78-495 Calle Tampico, La Quinta, CA 92253. 2. Payment may be expected within 30 days of receipt of goods, unless otherwise stated. 3. C.O.D. shipment will not be accepted. 4. Purchase Order numbers must appear on all shipping containers, packing slips and invoices. Failure to comply with the above request may delay payment. 5. All goods are to be shipped F.O.B. Destination unless otherwise stated. 6. All materials and services are subject to approval based on the description on the face of the purchase order or appendages thereof. Substitutions are not permitted without approval of the Requesting Department. Material not approved will be returned at no cost to the City. 7. All goods and equipment must meet or exceed all necessary city, state and federal standards and regulations. 8. Vendor or manufacturer bears risk of loss or damage until property received and/or installed. 9. Seller acknowledges that the buyer is an equal opportunity employer. Seller will comply with all equal opportunity laws and regulations that are applicable to it as a supplier of the buyer. 10. The City is exempt from all federal excise and state tax — ID# 95-3740431 Finance Department: (760) 777-7057 BUSINESS SESSION ITEM NO. 3 City of La Quinta CITY COUNCIL MEETING: December 19, 2023 STAFF REPORT AGENDA TITL : APPROPRIATE $866,000 FROM GENERAL FUND RESERVES AND TRANSFER TO ENTERPRISE FUND, APPROVE PURCHASE OF GOLF CARTS FOR SILVERROCK GOLF COURSE, AND APPROVE ASSOCIATED BUDGET ADJUSTMENTS RECOMMENDATION Appropriate $866,000 from General Fund reserves and transfer to Enterprise Fund, approve purchase of golf carts for SilverRock golf course, and approve associated budget adjustments. EXECUTIVE SUMMARY • The lease for the golf carts currently in use at the City -owned and operated SilverRock golf course ends December 31, 2023, and does not have an end -of - lease purchase option. • The City would benefit from purchasing the carts instead of leasing them as they could be traded -in or sold once they reach end -of -life. • Landmark Golf Management (Landmark), SilverRock golf course operator, determined that Club Car manufactures a cart that best meets the City's design and performance expectations. FISCAL IMPACT The total cost to purchase 88 golf carts plus four (4) utility carts is $935,249. The SilverRock budget has $70,000 remaining in the lease account that can be applied to the purchase. Therefore, an appropriation of $866,000 from the General Fund Reserves, to be transferred to Fund 601, is requested, along with approval of the associated budget adjustments as shown below: Account Expense 101-1007-99900 Transfer Out $ 866,000 601-0000-49500 Transfer In 601-0000-60211 Rental Expenses $ (70,000) 601-0000-71030 Vehicles $ 935,249 Revenue $ 866,000 207 BACKGROUND/ANALYSIS In November 2019, Landmark, who is contracted by the City to operate the SilverRock golf course, entered into a four-year lease agreement with Club Car, LLC for 88 Tempo golf carts, two beverage carts, and three multi -passenger transport carts. The lease does not have an option -to -buy provision included, and carts have a pick-up date of December 31, 2023 (unless extended on a month-to-month basis). An analysis of options was conducted by Landmark, who determined that Club Car manufactures a cart that best meets the City's design and performance expectations, and that the City would benefit from purchasing the golf carts versus leasing them. Club Car manufactures golf carts that are known industry -wide for their reliability, quality, and warranty. Their lithium batteries have the biggest capacity of the major competitors, and the aluminum frame construction is better suited for our desert climate. Most importantly, Club Car has carts ready for production with delivery in 30 days, while other manufacturers have at least a six-month lead time. The cost to lease the same size fleet would be $810,000 over a four-year period, and similar to the current lease would not have a purchase option at the end. By purchasing carts, the City has the ability to trade-in or sell the fleet at its end -of -life, which is estimated to generate $320,000. Taking this into consideration, purchasing the fleet would yield a savings of approximately $194,000 over leasing. ALTERNATIVES Council may elect to continue to lease the golf carts instead of purchasing them, which would not require an appropriation of funds at this time but would cost the City more over the life of the carts. Prepared by: Approved by: Rosemary Hallick, Principal Management Analyst Jon McMillen, City Manager 208 Club Car Club Car, LLC 4125 Washington Road Evans, GA 30809 www.clubcar.com ■ Customer Quote _A Bill To: City of La Quinta Ship To: SilverRock Resort 79-179 Ahmanson Lane La Quinta, CA 92253 USA Req Ship Date: 12/27/2023 Quote#: 1-1UTIWCG Quote Effective From: December 5, 2023 Quote Effective Through: 2/5/2022 Payment Terms: CCFS Approved Terms Sales Contact: Scott Summers Sales Contact Email: Scott_Summers@Clubcar.com PO: Currency: USD F.O.B. Terms: FOB Augusta GA Comments: Proposal Does Not Include Applicable Taxes. Please allow (4) weeks from time of execution and credit approval for delivery. With the Purchase of (88) 2024 Tempo Li golf cars; (1) CA 700 E; (2) Transporters XL; and (1) Villager 6 E Club Car will payoff existing lease with DLL of (89) 2020 Lithium golf cars; (3) villager 6; (1) CA502 on lease 101-0561346-000 so long as SilverRock Resort is in full compliance of current lease. In addition, SilverRock Resort (City of La Quinta/Landmark Mgmt.) must pay all payments on existing lease through January 31, 2024, including the January payment. Also, all trades must be free of all lien's encumbrances, any applicable taxes paid. Return trades must be intact in fleet running condition minimum wear and tear accepted. Each car must return (1) working charger per car. Cars must be returned per the attached returns conditions attached in this proposal. Cars not in fleet running condition, abused, damaged, or missing equipment or charger will be charged back accordingly to SilverRock Resort. Name Quote Number Villager 6 Electric(1) 1-1UTIWCG Product Part Number Ext Qty Villager 6 Electric 47678775001 1 White Seats 47689140001 1 White Cowl & Body Panels 47689374009 1 Heavy Duty Battery Upgrade Installation 102864002 1 On -Board Hi-Freq Charger, United States 47579309001 1 Silver Wheels Standard Tread 8.5 in. 6 ply Tires 103950903 1 Silver Wheels Standard Tread 8.5 in. 6 ply Tires 103950923 1 White Rear Fixed Seats 47689110001 1 12 -Spoke Silver Wheel Cover (set of 4) - 18" Wheel [fferential Guard Installation - Electric 102536502 1 101611401 1 Heavy Duty Brush Guard 47688964002 1 Single Point Watering System 103942901 1 Standard Motor Controller Speed Setting 105167306 1 15.0 MPH 102875151 1 Controller Speed Calibration - 18" Tires 105167801 1 11 Page Rear View Mirror Kit 105288902 1 Onward Side Mirror Kit 47577558001 1 Hinged Windshield Kit 47689469001 1 INSTL RACK 4 BAGS W/TUBES V6-8 SVP621601 1 Passenger side Cup Holder 47623832001 1 USB Charger Port Installation 47662923003 1 Black Canopy Top Kit 47724550001 1 Grab Handle Kit (Single) 47634205002 1 USED 20 CC VILLAGER 6 ELECTRIC 20CV6E -1 Club Car Truck Freight Less Than Truckload Quantity NC-CCT-LTL 1 Name Quote Number CA7E w/ custom cargo box 1-1VKJA6J Product Part Number Ext Qty Carryall 700 Electric 104030901 1 White 105120003 1 Gray Seat 105064203 1 Flat Bed 105122203 1 Premium Hole-N-1 Tires 6-ply rated - 20x10-10 105078701 1 Extended Range Battery Upgrade 105140602 1 Premium Extra Traction 6-ply rated - 20x10-10 105078722 1 Heavy Duty Trailer Hitch 101972901 1 Heavy Duty Front Brush Guard Installation 47605991001 1 Steering Wheel w/ Memo Clip 104032902 1 LED Headlights 105122702 1 15.0 MPH 102875151 1 Hinged Windshield Kit 105109101 1 5-Spoke Silver Wheel Cover (set of 4) - 20" Wheel 105106401 1 Carryall Canopy Kit, Black 105072003 1 USED 20 CA502 ELEC 20052E -1 INSTL SHLF CHRGR QUIQ CA700 US SVP856102 1 Headlight Guard Kit for Heavy Duty Front Brush Guard [on-Cab Side Mirror set 105156301 1 47710012001 1 5 Panel Rear View Mirror for Canopy F105288801 1 USB-A port with 12V Powerport 47675266001 1 Single Point Battery Watering System 105300301 1 Club Car Truck Freight Less Than Truckload Quantity NC-CCT-LTL 1 Quote Number 1-1VL19RZ Name TRANSPORTER XL Product Part Number Ext Qty Transporter XL Electric 105312601 2 White 105120003 2 21 Page Premium Extra Traction Tires 6 -ply rated - 20x10-10 105078702 2 Premium Extra Traction 6 -ply rated - 20x10-10 105078722 2 Steering Wheel w/ Memo Clip 104032902 2 LED Headlights 105122702 2 Hinged Windshield Kit 105109101 2 5 -Spoke Silver Wheel Cover (set of 4) - 20" Wheel 105106401 2 On -Board Hi-Freq Charger, US 105143101 2 Heavy Duty 6V Batteries SVP16776002 2 Keyswitch 1B, Standard (No Cab) 105148202 2 Tail Lights, Brake Lights, Turn Signals and Horn SVP963601 2 Single Point Battery Watering System SVP1022901 2 Rear Fender Guard Kit 47653325002 2 Beige Seat 105064209 2 Soft Full Length Canopy, Black SVP1041102 2 Non -Cab Side Mirror set 47710012001 2 USB -A port with 12V Powerport 47675266001 2 USED 20 CC VILLAGER 6 ELECTRIC 20CV6E -2 Soft Folddown Canopy Strut Kit SVP1059501 2 Beige Fold Down Rear Seat SVP18521005 2 Club Car Truck Freight Less Than Truckload Quantity NC -CCT -LTL 2 Name Quote Number Fusion Fleet (85) 1-1UGKCC5 copy 1-27VRFNL Product Part Number Ext Qty Tempo Lithium Ion 2 Passenger w/B&S Pack 47680179001 85 Cashmere 47605277010 85 Console Assembly required for visage Install Lithium 47638114001 85 Custom Color -Seat 102539603 85 Visage Console Install with Speakers 47638178002 85 Installation Motor Controller Unit 235A 47687930002 85 Lithium Ion battery Gen II installation 47682951001 85 Shelf charger 650W, 9' DC Cord 47631087001 85 Kenda Steel Belted Radial 205/50 -10 with 5 Spoke Alloy 103950915 Wheel in Gunmetal 85 Kenda Steel Belted Radial 205/50 -10 with 5 Spoke Alloy i Wheel in Gunmetal 1103950935 85 Std Gold Domed Number Decal, Side of Body, Psgr Side, 47606820106 Loc 6 85 Std Gold Domed Number Decal, Side of Body, Drvr Side, 47606820103 Loc 3 85 Comfort Grip Steering Wheel 102507313 85 6 ft AC Power Cord with US NEMA Plug 105138501 85 USB Installation 48V 47560035002 85 Ball and Club Cleaner, Passenger -Side Instl 102538801 85 31 Page Differential Guard 102551003 85 2 Passenger Canopy with Handles - Black 104008003 85 CaddyMaster Cooler, Driver Side 47785872002 85 USED 20 TEMPO 2PASS ELEC LI 20T2LI -86 Deluxe Info Holder (QTY 1) 47568987001 85 Strut Mounted Sand Bottle (QTY 1) 47568988001 170 Premium Tinted Windshield Kit 47682033002 85 Club Car Truck Freight Truckload Quantity NC -CCT -TL 85 Name Quote Number Fusion Ranger (3) 1-1UTJMD5 1-27VSUK5 Product Part Number Ext Qty Tempo Lithium Ion 2 Passenger w/B&S Pack 47680179001 3 Sapphire 47605277007 3 Console Assembly required for visage Install Lithium 47638114001 3 Custom Color -Seat 102539603 3 Visage Console Install with Speakers 47638178002 3 Shelf charger 650W, 9' DC Cord 47631087001 3 Gold Club Car Nameplate 47605591001 3 Kenda Steel Belted Radial 205/50 -10 with 5 Spoke AIIoy Wheel in Gunmetal [103950915 3 Kenda Steel Belted Radial 205/50 -10 with 5 Spoke AIIoy Wheel in Gunmetal 103950935 47606820106 47606820103 3 Std Gold Domed Number Decal, Side of Body, Psgr Side, Loc 6 3 Std Gold Domed Number Decal, Side of Body, Drvr Side, Loc 3 3 Comfort Grip Steering Wheel 102507313 3 Headlights Only, No Horn, LED display 47684674012 3 6 ft AC Power Cord with US NEMA Plug 105138501 3 USB Installation 48V 47560035002 3 Ball and Club Cleaner, Passenger -Side Inst) 102538801 3 Differential Guard 102551003 3 Visage Front Strut, On Car 47638184001 3 2 Passenger Canopy with Handles - Black 104008003 3 USED 20 TEMPO 2PASS ELEC LI 20T2LI -3 CaddyMaster Cooler, Driver Side 47785872002 3 Deluxe Info Holder (QTY 1) 47568987001 3 Strut Mounted Sand Bottle (QTY 1) 47568988001 6 Premium Tinted Windshield Kit 47682033002 3 Club Car Truck Freight Truckload Quantity NC -CCT -TL 3 41 Page Terms and Conditions for Returning Vehicles or Trade -Ins Sole Responsibility SilverRock Resort agrees to accept sole responsibility for any loss or damage to its returned cars beyond ordinary wear due to normal use. The returned cars must meet the following conditions: All cars must be free of all liens and encumbrances. All cars must be capable of running at least 9 holes of golf. All cars must be the same quantity and year model as originally evaluated. All cars must be clean, and free of trash, scorecards, pencils, tees, etc. All cars must have a working charger. All cars must have four serviceable tires that retain proper air pressure. All cars must steer properly in all directions. All batteries must be free of corrosion, and properly filled with water. SilverRock agrees to pay the following charges if the below conditions are found upon Club Car's inspection of the returned cars: 1. Severely damaged or missing chargers 2. Inoperable cars excluding due to Lithium Battery Pack 3. Minor damage (damage to bodies, bumpers or seats) 4. Major damage (frame damage, wrecked cars, etc.) 5. Cars deemed unrepairable-total loss 6. Dead or non -working Lithium Battery Pack Accepted By: Company: Title: Date: 5 $ 800.00 per charger $ 800.00 per car $ 500.00 per car $ 1,100.00 per car $ Fair Market Value $ 2,800.00 Leasing Details SilverRock 12/7/2024 Purchase Quote Summary Product: Quantity: Price Per Car Per Month: Total Extended Price: Villager 6 Electric 1 $ 15,514.00 $ 15,514.00 Carryall 700 Electric 1 $ 16,627.00 $ 16,627.00 Transporter XL Electric 2 $ 15,465.00 $ 30,930.00 Tempo Lithium 85 $ 9,056.00 $ 769,760.00 Tempo Lithium w Lights 3 $ 9,056.00 $ 27,168.00 TOTAL: $ 859,999.00 Proposal Does Not Include Any Applicable Taxes Acceptance: Date: Connectivity Modules are separate and priced on a Rental Contract directly with GPSI. ©2016 Club Car, LLC. Club Car believes the information and specifications in this quote were correct at the time of printing. Due to current market conditions and estimated lead times, pricing and interest rates are subject to change prior to projected delivery. Specifications, standard features, options, fabrics and colors are subject to change without notice. Some features may be unavailable when your vehicle is built. Some vehicles are pictured with options that may be available at extra cost or may not be available on some models. Ask your dealer about the availability of options and verify that the vehicle you ordered includes the equipment you ordered. There are no warranties, expressed or implied, contained herein. See the Limited Warranty in the owner's manual or write to: Club Car, PO Box 204658, Augusta, GA 30917. The company reserves the right to make design changes without obligation to make these changes on previously sold units or systems. These vehicles are designed and manufactured for off-road use only. They do not conform to Federal Motor Vehicle Safety Standards for automobiles or to FMVSS 500 for low -speed vehicles, and are not equipped for operation on public streets, roads or highways. This quote for products, equipment, and parts is subject to Club Car's Terms and Conditions of Equipment Sale, as revised or amended from time to time (the "Terms"). The Terms, which are incorporated into this quote by reference, are located at Terms and Conditions, and Customer hereby acknowledges receipt, review, and acceptance of the Terms. At Customer's written request, Club Car will mail Customer a copy of the Terms. Club Car hereby gives notice of its objection to any additional or different terms included in any purchase order or other form submitted by Customer. Accepted By: Company: Title: Date: 61