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Home My WebLink AboutRES NO 169-2021RESOLUTION NO. 16 9- 2 02 1 RESOLUTION I>ETERMINING THAT PARTS ANO SERVICES REQUIRED TO REPLACE ANn UPGRADE THE PORTALOGIC CARE> TERMINAL MACHINES LOCATEK> AT WASTEWATER TREATMENT PLANTS NO_ 2 ANr> NO. 3 CANNOT BE REASONABLY OBTAINED THROUGH THE USUAL BI00iNG PROCEnURES BECAUSE OF THE NECESSITY TO INTEGRATE WITH EXISTING E(:31UIPMENT, ANC) AUTHORIZING THE FINANCE r>IRECTOR TO DISPENSE WITH BIE>r>ING THEREFOR, NOT TO EXCEEr> $60,000_ WHEREAS, the Wastewater division operates and maintains co total of six septage and grease receiving stations located at Wastewater Treatment Plant No_ 2 (WWTP 2) and No. 3 (WWTP 3), and WHEREAS, on February 25, 2021 , the City received a Product End -of -Life Notice, attached hereto as Exhibit A, stating that the Portalogic Hypercom Card Terminal Machines serving the septic and grease receiving stations have been discontinued; and WHEREAS, the Portalogic products including parts, software, and services are only available from EleMech, Inc (EleMech) cos stated in the sole source letter attached hereto as Exhibit B; and WHEREAS, WWTP 2 and WWTP 3 are in need of upgrading all six card terminal machines, for which EleMech has submitted co quote attached hereto cos Exhibit G; and WHEREAS, the Public Works Director recommends the Council find the purchase of parts and services required to replace and upgrade Portalogic Hypercom Cord Terminal Machines at WWTP 2 and WWTP 3 can only be reasonably obtained from EleMech, because of the need to integrate with existing equipment and infrastructure, and recommend the Council dispense with bidding requirements, in accordance with subsection 1D.2 of Section 3.20.060 of the Bakersfield Municipal Code. NOW, THEREFORE, BE IT RESOLVES by the Council of the City of Bakersfield as follows; 1 The above recitals are true and correct and incorporated herein by reference. 2_ Based on the facts included in the above recitals, the purchase of the required replacement parts and services can only be reasonably obtained from EleMech, because of the need to integrate with existing equipment and infrastructure- —Page 1 of 2 Pages— : c� S:\Projacts\E2K305 Portalogic System Upgrade\Keno lution - F-1--ch - Portalogic UPgrad—docx ORiGi1VAL. 3. The expenditure of funds for required parts and services shall not exceed Sixty Thousand Dollars ($60,000. 4. The Finance Director is authorized to dispense with bidding in accordance with Section 3.20.060 of the Bakersfield Municipal Code I HEREBY CERTIFY that the foregoing Resolution was passed and adopted, by the Council of the City of Bakersfield at a regular meeting thereof held on SEP 01 1011 by the following vote: GYF.Si COUNCILMEMBER ARIAS, GONZALES. WEIR, SMITH FREEMAN, GRAY, PARLIER NOES: COUNCILMEMBER ABSTAIN'. COUNCILMEMBER ABSENT: COUNCILMEMBER JU IE DRIMAKIS, MMC CITY CLERK and Ex Officio Clerk of the Council of the City of Bakersfield APPROVED: SEP 01 1011 By KAREN GOH Mayor APPROVED AS TO FORM: VIRGINIA GENNARO, CITY ATTORNEY ABy�HUA RUDNICK puty City Attorney II c� --Page 2 of 2 Pages— - SAProjectsT2K305 Portalogic Sy stem UpgmdeVResolution- Elemech- Portalogic Upgrade.docx GPIPINAL FLEMECH Product End -of -Life Notice EleMech EOL Notification #: 26 -264 -002 -EOL EXHIBIT v EOL Title: EOL Notification for Hypercom Card Terminal Machine End -of -Life (EOL) Notification Date: February 25, 2021 Dear Valued Portalogic Customer, Effective immediately, EleMech is announcing the manufacturers discontinuation and End of Life (EoL) of the following products: . Hypercom Card Terminal Machine 3313-00220 Replacement Availability: . A limited supply of the product is available for support contract warranty replacement. Reason for Termination: . Product has been discontinued by the manufacturer. Replacement Solution: L Septage Receiving Station: Current Petrologic model DS -200 upgrade kit. 2. Bulk Water Filling Station: Current Portalogic model FS -20 upgrade kit. Please see the following page for images and details of the replacement solutions. EleMech will be following up soon to discuss the available options for your Portalogic system. For more information, please contact EleMech. Regards, Portalogic Support Team 630-499-7080 Portaloeic Suppon(&elemechinc.com 2275 White Oak Girde Aurora. I L 60502 Phone: 630499-7090 Fax 630499-7760 9^ O GRIGINAL FLEMECH ELECMR LIIM YECIYRICIL EN3M'EER/RR SERVICES Discontinued Products: 1. Hypercom Card Terminal Machine 3313-00220. Used on existing EleMech Hauler Access Stations. Replacement Solutions: 1. Septage Receiving Station: Portalogic model DS -200 upgrade kit. Shown with optional swipe card reader. Includes: Full color LCD display Stainless steel keypad Replacement printer Upgrade to latest Portalogic Management Software 2. Bulk Water Filling Station: Portalogic model FS -20 upgrade kit. Shown with optional credit card reader. Includes Stainless steel keypad with LCD screen Replacement printer Upgrade to latest Portalogic Management Software 2275 White Oak Circle Aurora, IL 60502 Phone: 630399-7060 Fax 630399-7760 �iFii%I"`LAL FLEMECH City of Bakersfield 1501 Truxtun Ave Bakersfield, CA 93301 Attn: Purchasing Division RE: Original Project Reference: HBR3690—Bakersfield, CA Date:07/27/21 Portalogic Station Parts Replacement, Upgrade, Software Support, Service This letter is provided to identify EleMech as the sole source for the Portalogic products furnished to the above referenced facility, as well as all system upgrades or modifications. The parts, software, and services are offered for direct sale to the facility to keep the Portalogic equipment operational, meeting the original specification and most current features. Sii/nncc�/erellyI, / Robert L. Gorder, President EleMech, Inc. 2275 WHITE OAK CIR.. AURORA, IL 60502 . TELEPHONE (630) 499-7060 . FAX (630) 499-7760 - o ORIGINAL FLEMECH ELECTRICAL AND NECNANICAL ENGINEERING SERWCEB City of Bakersfield California Phone: (661) 326-3254 Attention: Caryn Claiborne Email: Cclaiborne@bakersfieldcity.us Hauler Access Station Upgrades Included Scope: v uote • - July 27, 2021 • . 2012-045-1 From: Brian Groszek EleMech Inc. 2275 White Oak Circle Aurora, It 60502 Phone: (630) 499-7080 ext. 24 Fax: (630)499-7760 Item Part No. Description Q..rtit' Unit Price Expanded Price 1 DS -200 Modification to Existing(6)Stations: 1 $51,195.00 $51,195.00 Upgrade -DS-200 Waste Receiving Station - Upgrade hardware for Interface with current Portalogic software version - Maintain 1/O with existing plant connections 2 Included Warranty- 1 Yr Startup or lB Months Shipment 1 $0.00 $0.00 3 Shipping Crate and Ship, FOB Site, Estimate 1 $550.00 $550.00 Actual freight to be billed at cost 4 Onsite Onsite Modification Services, Training, l -Trip 1 $0.00 $0.00 Expenses included $51,]95.00 Total Total from Above $51,745.00 1111MR-1 W, $51,745.00 Page ELEMECHINC . 2275 WHITE OAKCIR. . AURORA,IL60502 . TELEPHONE (630) 499-7080 . FAX(530)499-7�d0 c :;'Ri GiNAL FLEMECH Quote Number: 2012-045-1 rlEcrmcwL uro wECMaMreu FNOAVEERMq sEwVleEs Notes: 1. All external electrical interconnections, wirings, junction boxes and terminations between the equipment and electrical components are to be provided by installing contractor. 2. All piping to and from the equipment is to be supplied by the installing contractor. 3. Any Item not specifically listed above is not considered part of this scope of supply. Please contact our representatives listed above for further clarification. Terms and Conditions The proposal is dependent on customer's acceptance of the attached EleMech, Inc. Standard Terms and Conditions. Special Information and Exceptions • Price does not include any unloading or any applicable fees or taxes (Local, Federal, or Final Destination) • Prices are in U.S. Dollars unless noted otherwise • Freight is delivered with duty paid (DORI to lobsite • Price does not include installation or building modifications • Price quotation is valid for 30 days from the date of this proposal. After expiration of validity EleMech reserves the right to adjust pricing to take into account any significant increases in material costs such as steel, stainless steel finished products, control components, etc... Terms of Payment Payment terms shall be as stated below or as agreed upon terms: • 15% upon delivery of submittals (net 30 days) • 85% upon delivery of equipment (net 30 days) Submittals EleMech will provide documentation to the customer per the following schedule: • Drawings for approval including layouts, connection details, anchorage, and control panel • Complete Bill of Material of all products furnished, with part numbers. Shy EleMech will maintain the following schedule: • Submittals 2 weeks after acceptance of a written purchase order if required. • Equipment delivery 6-8 weeks after approved submittals or notice to proceed • O&M manuals prior to equipment start-up. • For any delays in delivery which are beyond EleMech's responsibility, a flna nce charge of 1.5X of the contract value per month will be due and payable to EleMech. Accessories This proposal includes only those items specifically mentioned in the equipment descriptions. Any items which may be necessary for the operation of the equipment, but are not specifically mentioned, such as motors, meters, heat tracing, drives, additional controls, or supports, are to be supplied via additional quotation separate from this offering. Purchase Orden All purchase orders are to be faxed or mailed to: EleMech, Inc. 2275 White Oak Circle Aurora, IL60504 Phone: (630) 499-7080 Fax: (630) 499-7760 All purchase orders are subject to acceptance by EleMech, Inc. Warranty, EleMech warrants the equipment and components furnished will be free from defects In workmanship and materials and perform the general process function intended solely under the operating conditions defined by EleMech for a period of (a) 12 months from Page 2 of 3 ELEMECHINC. . 1275WHITEOAKCIR. . AURORA,IL60502 . TELEPHONE (630) 499-7080 . FAX(630)499-7760 FLEMECH �L4 Quote Number: 2012-045-1 ELEC1ItlCAL AND NECMANIGN- ENOMIEER/Nfi IERNCE3 completion of installation, start-up or owner acceptance of the equipment, or (b) 19 months from the date of delivery to Purchaser, whichever date comes first. Exclusions • Financing • Cranes and/or lifting devices • Unloading and/or storage of equipment on jobsite • Wcal, State or Federal taxes or fees • Foundation design and engineering (EleMech will furnish equipment drawings and data) • Utilities for erection, installation and operation • Interconnecting wiring, conduit, piping, tubing, valves, fittings, etc. between the equipment and other equipment and/or col l devices and control panel. Pro'ect Management EleMech will appoint a Project Manager for the duration of the contract. Project Management services are Included in this package and are as follows: • Coordination with EleMech manufacturing on materials procurement and fabrication to and with EleMech shipping/logistics to ensure EleMech commitments are maintained. Training and Start-up assistance An EleMech Service Technician can normally be at the jobsite within two (2) weeks after customer's request to EleMech for equipment start-up and commissioning assistance. EleMech will provide additional start-up supervision, which is not specifically included In the scope of our supply at the purchaser's request. For such additional services Purchaser shall pay $920.00 per day plus expenses, for eight hours per day. • At the request of the purchaser, overtime service will be provided at a rate of 1.5 times the regular rate for weekdays, and 2.0 times the regula r rate for weekends. • Expenses are defined as the costs of travel from EleMech's location to the point of installation and return; together with accommodation and living expenses during the period of field service. • Charges for all time involved will be invoiced, including delays which are beyond EleMech's control. Equipment Standard Any deviations from the EleMech standard mechanical and electrical specifications must be discussed with the Purchaser and agreed upon. EleMech reserves the right to charge adders to the equipment price for any non-standard mechanical and electrical components required by the Purchaser and not explicitly stated in EleMech's scope of supply. Page 3 of 3 ELEMECHINC. . 1175WHITEOAKCIR. . AURORA,tL60501 . TELEPHONE (630) 499-7080 . FAX(630)499-7760