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Home My WebLink About11-18 Resolution No. 11-18 RESOLUTION AUTHORIZING EXECUTION OF FIRST AMENDMENT TO MAINTENANCE AGREEMENT DATED NOVEMBER 18, 2008 WITH NADLER GOLF CAR SALES,INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall,City Manager,be and is hereby authorized and directed to execute First Amendment to Maintenance Agreement dated November 18, 2008, on behalf of the City of Elgin with Nadler Golf Car Sales, Inc. for maintenance of the golf cars and global positioning units at Bowes Creek Country Club, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: January 26, 2011 Adopted: January 26, 2011 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk 2700 North Farnsworth Avenue NADLER Aurora,Illinois 60502 GOLF CAR SALES, 630-898-1616 INC. Fax 630-898-1638 1st AMENDMENT to MAINTENANCE AGREEMENT Dated November 18, 2008 WHEREAS, the parties hereto have previously entered into an agreement entitled "MAINTENANCE AGREEMENT" to provide for certain maintenance services, dated January 11, 2010 (hereinafter referred to as "Original Agreement"), which Original Agreement was attached as "Exhibit A" to an agreement to provide certain contract services between the parties hereto dated January 11, 2010. This Amendment made and entered into in duplicate this 26 day of January, 2011 by and between Nadler Golf Car Sales, Inc., an Illinois corporation, hereinafter called "FIRST PARTY", and CITY OF ELGIN, Illinois, a municipal corporation., hereinafter called"SECOND PARTY"; both Parties hereto, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, hereby agree to amend Original Agreement as follows: QUANTITY AND DESCRIPTION OF EQUIPMENT TO BE MAINTAINED: Seventy-Three (73), 2009 Model CLUB CAR Precedent i2 Electric Golf Cars. Seventy-Seven (77), New Visage RT+ Global Positioning Systems from GPSI and all service, yardage, mapping, hardware, and software upgrades. 1. All service and maintenance for the Visage RT+GPS units will be performed by GPSI(GPS Industries). 2. During the term of this Agreement FIRST PARTY agrees to: maintain vehicles in first class mechanical condition, provide weekly service from May 1st through October 1 St of each respective year, provide all mechanical parts and associated labor, provide winter reconditioning of said vehicles which includes attached check sheet,perform battery discharge tests, completely wash vehicles during reconditioning process, and provide transportation of vehicles for reconditioning. 3. During the term of this Agreement repairs/replacements may be required which are not covered under said Agreement. These repairs/replacements will be provided by FIRST PARTY on a TIME & MATERIAL basis. These repairs/replacements include: A) Any cosmetic repair B) Any battery charger repair C) Any tire repair D) Batteries not covered under warranty E) Computers & Controllers not covered under warranty F) Any repairs necessary due to accidents, misuse, or abuse 4. Said vehicles are to be used at the Golf Course known as BOWES CREEK GOLF CLUB. AND ONLY AT SAID Golf Course for the purpose of providing transportation to golf players when playing golf. Said vehicles are not to be used at any other location or for any other purpose without consent of FIRST PARTY. 5. SECOND PARTY may, at its discretion, void this Agreement prior to December 31st of 2012 or 2014. There is no penalty to SECOND PARTY should they exercise this option. SECOND PARTY must notify FIRST PARTY in writing of its intention to terminate said Agreement no later than October 31st of each respective year. 6. This 1st Amendment Agreement shall supersede and fully replace Original Agreement in its entirety. Original Agreement shall be null and void, and SECOND PARTY shall have no further liabilities or obligations pursuant to, arising out of or in connection with Original Agreement. SECOND PARTY shall return the original Guardian GPS System which was part of the Original Agreement, to FIRST PARTY. 7. SECOND PARTY agrees to pay to FIRST PARTY according to the following Payment Schedule. PAYMENT SCHEDULE Due before December 15, 2010 $58,289.00 April 1, 2011 $18,753.00 April 1, 2012 $20,213.00 April 1, 2013 $46,585.00*** April 1, 2014 $46,585.00*** April 1, 2015 $50,820.00*** (*** Optional Years for Visage RT+ Only) 8. This Agreement shall terminate DECEMBER 31, 2015. FIRST PARTY NADLER F CAR SALES, INC. ADDRESS: 2700 N. FARNSWORTH AVE. BY , /fZ ti T AURORA, IL 60504 SECOND PARTY CITY OF ELGIN/is4 S-eR£ 1K-o7e. ADDRESS: 150 DEXTER COURT BY i'aig. ELGIN, IL 60120 Sean R. Stegall, City ager I t yt Report to Mayor & Members of City Council E L G I N THE CITY IN THE SUBURBS- MEETING DATE: January 12, 2011 INITIATIVE G: Upgrade Global Positioning System at Bowes Creek Country Club COMMUNITY GOAL ■ Recreational, leisure, and cultural opportunities for all citizens OBJECTIVE ■ Upgrading the global positioning service in response to customers requests PURPOSE • • ■ Providing a high level of service to Bowes Creek Country Club customers RECOMMENDATION ■ Approve the addendum to the Nadler Golf Car Maintenance contract in the amount of$58,289 over two years BACKGROUND The purchased fleet of golf cars for Bowes Creek Country Club included the Guardian global positioning system (GPS) by GPSi Industries. The Guardian is a GPS system that allows the golf staff to better maintain the cars, keep the cars out of some areas of play that may cause damage to the course and track cars for pace of play monitoring. Although these GPS systems are very helpful to the staff in terms of operating the course, they do not provide the bird's eye view of the course that the Highland's Prolink GPS systems provide. Recently, GPSi Industries acquired Prolink Systems Inc. (provider of our Highlands GPS units) and is currently offering an upgrade to the Guardian system. The upgraded system will have the same bird's eye view as the Highland's system and will also include the control features of the Guardian system. The maintenance agreement with Nadler Golf Car Sales, dated November 18, 2008, includes the maintenance service and the global positioning software service for each of the cars at Bowes Creek. Staff recommends that this agreement be amended to include the upgrade to . 1 include the Prolink System so the customers at Bowes Creek can enjoy the benefits associated with this GPS system. OPERATIONAL ANALYSIS In an effort to maintain the high level of service at Bowes Creek initiated in its first season, it is important to continue to offer an elevated experience from a service standpoint. The upgraded GPS system will offer customers the ability to better understand the golf course layout and their proximity to greens and hazards, communicate directly with food and beverage staff and allow for two-way emergency communication with the golf staff. INTERESTED PERSONS CONTACTED The Bowes Creek Founders Club is a group of current members that participate in the club events and help administer our handicap and rules committee. That group of members is in full support of the upgrade. FINANCIAL ANALYSIS The impact of upgrading the system for the next two seasons is an additional cost of $58,289 for the services identified through the end of the 2012 fiscal year. Although there will be no additional charges to the customer for this upgrades system, it will help to better position Bowes Creek Country Club as a private golf experience at a public rate. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT BUDGETED AVAILABLE Golf 540-5805-775.45-15 NA $71,289 $71,289 LEGAL IMPACT None. ALTERNATIVE COURSES OF ACTION The city council may choose not to amend the agreement with Nadler Golf Car Sales, Inc. NEXT STEPS 1. The addendum will need to be executed and copies distributed to Nadler, the City Clerk's office and the Golf Division 2. Initiate the installation of the new units onto the Bowes Creek golf car fleet Prepared by: Mike Lehman, Director of Golf Operations Reviewed by: Randy Reopelle, Parks and Recreation Director Reviewed by: Colleen Lavery, Chief Financial Officer Reviewed by: William A. Cogley, Corporation Counsel/Chief Development Officer Final Review by: Richard G. Kozal, Assistant City Manager/Chief Operating Officer Approved by: Sean R. Stegall, City Manage ATTACHMENTS A: Addendum to the Nadler Golf Car Maintenance Contract �l AMENDMENT to MAINTENANCE AGREEMENT Dated November 18, 2008 This Amendment made and entered into in duplicate this 5'"day of NOVEMBER. 2010 by and between Nadler Golf Car Sales,Inc., hereinafter called"FIRST PARTY", and CITY OF ELGIN/BOWES CREEK G.C.,hereinafter called"SECOND PARTY"; both Parties do hereby agree to as follows: QUANTITY AND DESCRIPTION OF EQUIPMENT TO BE MAINTAINED: Seventy-Three(73), 2009 Model CLUB CAR Precedent i2 Electric Golf Cars. Seventy-Seven (77), New Visage RT+Global Positioning Systems from GPSI and all service,yardage, mapping, hardware, and software upgrades. 1. All service and maintenance for the Visage RT+GPS units will be performed by GPSI (GPS Industries). 2. During the term of this Agreement FIRST PARTY agrees to: maintain vehicles in first class mechanical condition,provide weekly service from May Is' through October I'of each respective year,provide all mechanical parts and associated labor, provide winter reconditioning of said vehicles which includes attached check sheet,perform battery discharge tests,completely wash vehicles during reconditioning process,and provide transportation of vehicles for reconditioning. 3. During the term of this Agreement repairs/replacements may be required which are not covered under said Agreement. These repairs/replacements will be provided by FIRST PARTY on a TIME&MATERIAL basis. These repairs/replacements include: A) Any cosmetic repair B) Any battery charger repair C) Any tire repair D)Batteries not covered under warranty E)Computers& Controllers not covered under warranty F) Any repairs necessary due to accidents, misuse, or abuse 4. Said vehicles are to be used at the Golf Course known as BOWES CREEK GOLF CLUB AND ONLY AT SAID Golf Course for the purpose of providing transportation to golf players when playing golf. Said vehicles are not to be used at any other location or for any other purpose without consent of FIRST PARTY. 5. SECOND PARTY may, at its discretion, void said Agreement prior to December 3 1 st of 2012 or 2014. There is no penalty to SECOND PARTY should they exercise this option. SECOND PARTY must notify FIRST PARTY in writing of its intention to terminate said Agreement no later than October 31 S` of each respective year.. 6. SECOND PARTY agrees to pay to FIRST PARTY according to the following Payment Schedule. PAYMENT SCHEDULE Due before December 15, 2010 $58,289.00 April 1, 2011 $18,753.00 April I, 2012 $20,213.00 April I, 2013 $46,585.00*** April 1, 2014 $46,585.00*** April 1, 2015 $50,820.00*** (*** Optional Years for Visage RT+ Only ) 7. Said Agreement shall terminate DECEMBER 31, 20I5. FIRST PARTY NADLER GOLF CAR SALES, INC. ADDRESS: 2700 N. FARNSWORTH AVE. BY AURORA, IL 60504 SECOND PARTY CITY OF ELGIN/ BOWES CREEK G.C. ADDRESS: 150 DEXTER COURT BY ELGIN, IL 60120