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Item 4HCITY OF © SOUTHLAKE MEMORANDUM October 6, 2015 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4H Approve the Purchase of Replacement Vehicles and Equipment from Caldwell Country Chevrolet in the amount of $233,874 Action Requested: Approve the purchase of 5 replacement vehicles and equipment from Caldwell Country Chevrolet for DPS Police in the amount of $233,874. Background Information: Per the Southlake Vehicle Replacement Policy the requested vehicles are scheduled for replacement. State of Texas and City of Southlake bidding requirements have been met by utilizing BuyBoard Cooperative Purchasing. The City's Vehicle Replacement Committee met in May 2015 to review and discuss vehicles scheduled for replacement per the Policy and to review available options. The committee evaluated individual vehicle condition, repair history, age, mileage and usage before recommending replacement. Financial Considerations: The request will be funded through the FY 2016 Vehicle Replacement Fund. Strategic Link: C1 — Achieve the highest standards of safety and security. B2 — Collaborate with select partners to implement service solutions. F2 — Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: None Alternatives: Deny and retain the old vehicles. This will lead to increased vehicle maintenance cost. Supporting Documents: BuyBoard contract pricing worksheets. Staff Recommendation: Approve the purchase of these vehicles and equipment from Caldwell Country Chevrolet. De artment Unit # I Vehicle Type Cost Unit # 289, 291, 292, 293, and 294 2016 Chevrolet Tahoe 4x4 Police Seryice Vehicle $183,170 All Units Outfitting Equipment Items $50,704 The City's Vehicle Replacement Committee met in May 2015 to review and discuss vehicles scheduled for replacement per the Policy and to review available options. The committee evaluated individual vehicle condition, repair history, age, mileage and usage before recommending replacement. Financial Considerations: The request will be funded through the FY 2016 Vehicle Replacement Fund. Strategic Link: C1 — Achieve the highest standards of safety and security. B2 — Collaborate with select partners to implement service solutions. F2 — Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: None Alternatives: Deny and retain the old vehicles. This will lead to increased vehicle maintenance cost. Supporting Documents: BuyBoard contract pricing worksheets. Staff Recommendation: Approve the purchase of these vehicles and equipment from Caldwell Country Chevrolet. QUOTE# 001 -ADMIN CONTRACT PRICING WORKSHEET End User: CITY OF SOUTHLAKE Contractor: CALDWELL COUNTRY CHEV Contact Name: TIM SLIFKA CALDWELL COUNTRY CHEVROLET Email: TSLIFKA@CI.SOUTHLAKE.TX.US Prepared By: Averyt Knapp Phone #: 817-748-8312 Email: aknapp@caldwellcountry.com Fax #: 817-748-8010 Phone #: 800-299-7283 or 979- 567-6116 Location City & State: SOUTHLAKE Fax #: 979-567-0853 Date Prepared: SEPTEMBER 3, 2015 Address: P. 0. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #430-13 Tax ID # 14-1856872 Product Description: 2016 CHEVROLET TAHOE PPV 4X2 CC15706 A Base Price & Options: $34,006 B Published Options Code Description Cost Codel Description Cost PPV, DUAL BATTERIES, LOCKING DIFFERENTIAL, HORN/SIREN CIRCUIT WIRING INCL CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Description Cost Subtotal c INCL D Other Price Adjustments (Installation, Delivery, Etc...) Subtotal D INCL E Unit Cost Before Fee & Non -Equipment Charges(A+B+C+D) $34,006 Quantity Ordered X 1 Subtotal E $34,006 F Non -Equipment Charges (Trade -In, Warranty, Etc...) BUY BOARD $400 CAP FLEET UPFITTERS (CAPQ7312-INCL 4X4 PPV'S) -0- G. Color of Vehicle: TUNGSTEN 1H. Total Purchase Price (E+F) 1$34,406 Estimated Delivery Q1-2016 (PRICING Date: VALID THROUGH OCTOBER 31) QUOTE# 001 -ADMIN CONTRACT PRICING WORKSHEET End User: CITY OF SOUTHLAKE Contractor: CALDWELL COUNTRY CHEV Contact Name: TIM SLIFKA CALDWELL COUNTRY CHEVROLET Email: TSLIFKA@CI.SOUTHLAKE.TX.US Prepared By: Averyt Knapp Phone #: 817-748-8312 Email: aknapp@caldwellcountry.com Fax #: 817-748-8010 Phone #: 800-299-7283 or 979- 567-6116 Location City & State: SOUTHLAKE Fax #: 979-567-0853 Date Prepared: SEPTEMBER 3, 2015 Address: P. 0. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #430-13 Tax ID # 14-1856872 Product Description: 2016 CHEVROLET TAHOE PPV 4X4 CK15706 A Base Price & Options: $37,191 B Published Options Code Description Cost Code Description Cost LH SPOTLIGHT, 4X4 PPV, DUAL BATTERIES, LOCKING DIFFERENTIAL, HORN/SIREN CIRCUIT WIRING, CLOTH BUCKET/VINYL REAR BENCH INCL CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Description Cost Subtotal C INCL D Other Price Adjustments (Installation, Delivery, Etc...) Subtotal D INCL E Unit Cost Before Fee & Non -Equipment Charges(A+B+C+D) $37,191 Quantity Ordered X 4 Subtotal E $148,764 F Non -Equipment Charges (Trade -In, Warranty, Etc...) BUY BOARD (INCL W/ADMIN) JINCL CAP FLEET UPFITTERS CAPQ7312 $50,703.80 G. Color of Vehicle: BLACK H. Total Purchase Price (E+F) $199,467.80 Estimated Delivery Date: Q1-2016 (PRICING VALID THROUGH OCTOBER 31) CAP FLEET U P F I T T E R S 4715 5 General Bruce Drive Temple, TX 76502 254-773-1959- 0 254-773-1245-F Name / Address CITY OF SOUTH LAKE 1400 MAIN ST STE 440 SOUTHLAKE,TX 76092 QUOTE Date 8/6/2015 Quote JI CAPQ7312 Job: Project Prepared By: Wayne Jacobs Part# Qty Description Unit Price Total IB8DEDE 4 LIBERTY II DUO WC 48" D/E/D/E 1,750.00 7,000.00 IJ795HT 4 LIBERTY 2 EMITTER PREWIRE W/TD 76.80 307.20 795H 4 GTT 795H LED EMITTER 890.50 3,562.00 1J8ENDX 8 LIBERTY 11 48" SMOKE END DOME 80.00 640.00 IICNTX 8 LIBERTY248/54" SMOKE CTR DOME 110.00 880.00 P570OT15A 4 PASSENGER 1/2 SLIDING POLY WINDOW 2015 TAHOE 456.00 1,824.00 RP57T15 4 RECESSED PANELTAHOE 2015 68.00 272.00 SP57BS15 4 LOWER EXT PANEL BS TAH 2015 58.50 234.00 S5705T150SB 4 STANDARD TRANSPORT SEAT with Outward Seat Belts 1,149.00 4,596.00 GVPM5715D-K 4 Vertical Partition Mount Dual Weapon Tri -Lock Gunrack 366.75 1,467.00 W/Straight Key PB57T15 4 BLACK POWDER COATED STEEL STANDARD PUSH BUMPER 230.25 921.00 C -ARM -102 10 SIDE MOUNTARMREST 54.34 543.40 C -LP -3 5 Lighter plug outlet w/ 1 USB cut outs 34.65 173.25 C-CUP2-1 5 INTERNAL CUP HOLDER 33.08 165.40 C-HDM-204 4 POLE ONLY, TELESCOPING DEVICE, MOUNTING BASE, HEAVY 133.09 532.36 DUTY MOUNT, SIDE MOUNT, 8.5" HIGH, WITH SHORT H C -MD -102 4 SWING ARM WITH MOTION ADAPTER 247.98 991.92 CG -X 5 CHRGGRD,UNV,CNTRLMDL 74.25 371.25 C -ADP -110 4 C -MD -102 TO C-UMM BRACKET ASSEMBLY 16.11 64.44 C-UMM-101 4 UNIVERSAL MONITOR MOUNT ASSEMBLY 54.34 217.36 UT -201 4 Universal tablet mount 153.75 615.00 C-3329-UNV 4 Keyboard mounting plate for Multi devices 122.07 488.28 C -VS -2000 -TAH -2-H 5 2015 CHEVROLET TAHOE POLICE PURSUIT VEHICLE SPECIFIC 12.5' 365.48 1,827.40 WIDE 20" LONG CONSOLE CCSRN3 5 CENCOM SAPPHIRE SIREN SYSTEM 650.00 3,250.00 SA315P 5 SA315P SPEAKER BLACK PLASTIC 168.00 840.00 SAKI 5 UNIVERSAL SPEAKER BRACKET 19.90 99.50 VTX609J 10 VERTEX SUPER -LED SPLIT RED/BLU 68.00 680.00 VTX609B 10 VERTEX BLUE 68.00 680.00 VTX609R 10 VERTEX RED 68.00 680.00 DP833020 4 DOMINATOR PLU58-UNZ 3R 3B 2W 664.16 2,656.64 DP4RCCB 8 DOMINATOR PLUS 4-UNZ6 R/W/W/B 357.28 2,858.24 DBKT4 12 DOMINATOR ANGLE MOUNT BRKT 12.60 151.20 VMCTI5RB 1 4 1 ION -V MIRROR -BEAM TAHOE IJ 1 316.40 1,265.60 This quote is goad for 30 days from date of quote. TEMPLE LOCATION 4715 S GENERAL BRUCE DRIVE TEMPLE, TX 76502 254773-1959 Total INSTALLATION WA 11ANT W W W.CAPFLEETUPFITTERS.COM Page 1 HOUSTON LOCATION 6015 N SHEPHERD DRIVE HOUSTON, TX 77018 832-203-5658 a � • QUOTE 4715 5 General Bruce Drive Temple, TX 76502 Date 8/6/2015 254-773-1959-0 Quote # CAPQ7312 254-773-1245-F Name / Address CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE,TX 76092 Job: Project: Prepared By: Wayne Jacobs Part# Qty Description Unit Price Total M4J 16 M4 LED FLASHER B/R 123.76 1,980.16 IDTRAY8 4 8 Lamp Tray, Choose 8 DUOT" Lightheads and Vehicle Specific 840.42 3,361.68 Shroud and Mount IEDJ 32 One DUO4T- Lighthead, No Charge When Ordered with IDTRAY, 0.00 0.00 Red/Blue IE45UR8 4 Chevy Tahoe/Suburban, 2015, Upper Rear Housing for Six or Eight 0.00 0.00 Modules, No Charge When Ordered with Inner Edge® Tray WIONSMJ 16 NFPA SURFACE MT ION LT RED/BLU 98.56 1,576.96 13JC B TRIO ION R/B W/ WHT OVERRIDE 128.24 1,025.92 IONBKT1 4 ION LICENSE PLATE BKT HORIZ 17.64 70.56 60CREGCS 8 12V WHT/RED 6" COMPARTMENT LT 112.00 896.00 OSROOSCR 12 OVAL STEADY LED LT RED CHROME 14.84 178.08 SSFP0516 5 SOLID STATE HEADLIGHT FLASHER 54.00 270.00 SHIP SHIPPING & HANDLING 490.00 490.00 Buyboard Contract #432-13 Quote valid thru November 1, 2015 This quote is good for 30 days from date of quote. TEMPLE LOCATION 4715 S GENERAL BRUCE DRIVE TEMPLE, TX 76502 254-773-1959 Total INSTALLATION WARRANTY W W W.CAPFLEETUPFITTERS.COM Page 2 $50,703.80 HOUSTON LOCATION 6015 N SHEPHERD DRIVE HOUSTON, TX 77018 832-203-5658