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Item 4I
CITY OF © SOUTHLAKE MEMORANDUM October 6, 2015 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 41 Approve the Purchase of Replacement Vehicles from Silsbee Ford in the amount of $174,477 Action Requested: Approve the purchase of replacement vehicles from Silsbee Ford for DPS Fire, Public Works and Parks in the amount of $174,477. Background Information: Per the Southlake Vehicle Replacement Policy the vehicles are scheduled or recommended for replacement. State of Texas and City of Southlake bidding requirements have been met by utilizing BuyBoard cooperative purchasing contracts. Financial Considerations: Strategic Link: Citizen Input/ Board Review: Legal Review: Alternatives: Supporting Documents: Staff Recommendation Department Unit Vehicle Type Cost Unit # 216 2015 Ford T250 Transit Van $34,431 Unit # 744 2016 Ford F250 w/Servicebody $43,787 Unit # 761 2016 Ford Explorer $30,359 Unit # 921 2016 Ford F-150 Pickup $31,935 Unit # 964 2016 Ford 12 Passenger Transit Van $33,965 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. The request will be funded through the Vehicle Replacement Fund. 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. None None Deny and retain the old vehicles. This will lead to increased vehicle maintenance cost. BuyBoard Pricing Worksheets. Approve the purchase of these vehicles from Silsbee Ford. PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR—Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: 409) 300-1385 Email: TSLIFKA(@CI.SOUTHLAKE.TX.US Email: rhyder.cowboyfleet@gmaii.com Product Description: 2016 FORD T250 VAN Date: July 27, 2015 A. Bid Series: 126 A. Base Price: 5 B. Published Options Itemize each below 21,347.00 Code Options Bid Price Code Options Bid Pricc RIZ TRANSIT 250 CARGO LOW 130" $ 1,195.00 17B GLASS IN SIDE AND REAR DOORS $ 141.00 YZ EXTERIOR WHITE $ CK INTERIOR PEWTER CLOTH $ 60.00 UNIT 216 POWER EQUPMENT GROUP $ - 53B ITRAILER TOWING PKG $ 465.00 99G 3.51, V6 ECOBOOST $ 1,754.00 ESP ESP REMIUM 6/100 $100 DED $ 1,530.00 102B EQUIPMENT SERVICES $ 350.00 Total of B. Published Options: $ C. Unpublished Options [Itemize each below, not to exceed 25%] $= 26.3 % 5,495.00 Options Bid Price Options Bid Price RACKS AND BINS PEG WITH BULKHEAD $ 5,537.00 1 AMBER 1 BLUE M6 UNDER REAR WINDOWS $ 450.00 LEGAL WINDOW TINT $ 125.00 1 BLUE 1 AMBER VERTEX PARKING LAMPS $ 170.00 4 KEYS WITH KEY FOBS $ 75.00 1 BLUE 1 AMBER VERTEX REVERSE LAMPS $ 170.00 WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 2 AMBER 2 BLUE ION FRONT GRILL 1 $ 340.00 Total of C. Unpublished Options: D. Pre -delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): I. Contract Price Adjustment: J. Additional Delivery Charge: 299 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: N. BUYBOARD Administrative Fee (S400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S 7,065.00 S - $ $ - $ - $ - $ 523.25 $ 34,430.25 S 34,430.25 S IS 34,430.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR—Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKAC7a CI.SOUTHLAKE.TX.US Email: rhyder.cowbo)dleet@gmail.com Product Description: 2016 F250 Date: July 27, 2015 A. Bid Series: 113 A. Base Price: S 19,486.00 -- Code -------- - ----- ------- Options Bid Price Code Options Bid Price F2A REG CAB 4X2 56" CA $ 1,195.00 66S UPFITTER SWITCHES S 118.00 99T 6.71, V8 DIESEL $ 7,972.00 67D 200 AMP ALTERNATOR $ 71.00 102B EQUIPMENT SERVICES $ 420.00 274 KNAPHEIDE SERVICE BODY S 6,760.00 X3H 3.31 LIMITED SLIP AXLE S 367.00 W/ MASTER LOCK AND LEDS 535 TRAILER TOWING PKG $ 67T ITRAILER BRAKE CONTROLLER $ 254.00 90L POWER EQUIPMENT GROUP $ 1,039.00 UNIT #744 63R HD SERVICE PKG $ 118.00 Z EXTERIOR WHITE $ - AS INTERIOR VINYL 40/20/40 $ ESP ESP REMIUM 6/100 $100 DED $ 1,935.00 Total of B. Published Options:1 $ 20,249.00 C. Unnublished Ootions [Itemize each below, not to exceed 25%] $= 8.9 % Options Bid Price Options Bid Price WHELEN LED LIGHTBAR TO CUST SPEC $ 1,995.00 1 BLUE 1 AMBER M400 BACK OF SVC BODY $ 450.00 WIGWAGS $ 99.00 HEADACHE RACK $ 335.00 REAR FLASHERS $ 99.00 WESTIN TUBULAR CAB STEPS $ 225.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT 1 $ 175.00 D. Pre -delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination!Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): 1. Contract Price Adjustment: J. Additional Delivery Charge: K. Subtotal: L. Quantity Ordered 1 M. Trade in: 299 miles xK= N. BUYBOARD Administrative Fee (5400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE Total of C. Unpublished Options:S 3,528.00 I I' —J S 523.25 $ 43,786.25 $ 43,786.25 S 43,786.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR—Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKAnaCI.SOUTHLAKE.TX.US Email: rhyder.cowbovfleet@gmail.com Product Description: 2016 FORD UTILITY Date: September 2, 2015 A. Bid Series: 103 A. Base Price: S 24,158.00 R puhlichnd ".t;... rit-6. oorh hnlnwl Code Options Bid Price Code Options Bid Price K713 EXPLORER BASE FWD $ 975.00 102B EQUIPMENT SERVICES $ 210.00 998 3.51, V6 GAS $ - $ 150.00 LEGAL WINDOW TINT $ 100.00 UNTT # 761 YZ EXTERIOR --WHITE $ - 7L INTERIOR CLOTH STONE $ - ESP ESP PREMIUM 6/100 $100 DED $ 1,530.00 N. BUYBOARD Administrative Fee ($400 per purchase order) 5 400.00 O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S 30,358.25 Total of B. Published Options:1 $ 2,715.00 !` Ti......h1:�heA f\nN..ne Rfe...i�o ooh hnln.v nnf fn o ood '/G�/ 1 P.= 9 5 Options Bid Price Options Bid Price WHELEN LED LIGHTBAR TO CUST SPEC $ 1,995.00 WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT $ 100.00 SWITCHBOX I $ 119.00 D. Pre -delivery Inspection: L. Total of C. Unpublished Options: $ 2,562.00 E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): I. Contract Price Adjustment: J. Additional Delivery Charge: 299 miles $ 523.25 K. Subtotal: $ 29,958.25 L. Quantity Ordered I x K = $ 29,958.25 M. Trade in: N. BUYBOARD Administrative Fee ($400 per purchase order) 5 400.00 O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S 30,358.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR—Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Contact: TIM SLIFKA 817.748.8312 Email: TSLIFKAna CI.SOUTHLAKE.TX.US Product Description: 2016 F -SERIES A. Bid Series: 113 R Pnh1khM flntinnc lifemize eaeh h0nwl Prepared by: RICHARD HYDER Phone: (409) 300-1385 Email: rhvder.cowbovfleet(a)amail.com Date: July 27, 2015 A. Base Price: $ 19,486.00 Code Options Bid Price Code Options Bid Price XIC SUPERCAB 4X2 6.5' BED $ 1,195.00 598 IDUALLEDMIRRORS S 165.00 99F 5.OL V8 GAS $ 1,500.00 102B EQUIPMENT SERVICES $ 350.00 E. Texas State Inspection: XL9 3.55 ELECTRONIC LOCKING AXLE $ 442.00 $ 345.00 53A TRAILER TOWING PK $ 466.00 UNIT #921 67T TRAILER BRAKE CONTROLLER $ 259.00 $ 31,934.25 85A POWER EQUIPMENT GROUP $ 1,100.00 O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE 54Y TELESCOPIC MIRRORS $ 372.00 YZ EXTERIOR WHITE $ - AG INTERIOR VINYL 40/20/40 $ - ESP JESP REMIUM 6/100 $100 DED $ 1,530.00 Total of B. Published Options: $ 7,379.OD r. Ttnnvhlished Ontinns litemim each below. not to exceed 25%1 $= 15.4 % Options Bid Price Options Bid Price WHELEN LED LIGHTBAR TO CUST SPEC $ 1,995.00 WIGWAGS $ 99.00 SPRAY IN BEDLINER $ 375.00 REAR FLASHERS $ 99.00 BAKFLIP G2 TRIFOLD TONNEAU COVER $ 895.00 WESTINRRON CROSS TUBULAR CAB STEPS $ 225.00 SWITCHBOX $ 119.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT $ 175.00 Total of C. Unpublished Options: S 4,132.00 D. Pre -delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): $ 345.00 H Lot Insurance (for in -stock and/or equipped vehicles): $ 69.00 1. Contract Price Adjustment: J. Additional Delivery Charge: 299 miles $ 523.25 K. Subtotal: $ 31,934.25 L. Quantity Ordered 1 x K = $ 31,934.25 M. Trade in: N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 31,934.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR—Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Code Options Bid Price Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 2,655.00 Email: TSLIFKA&CI.SOUTHLAKE.TX.US Email: rhyder.cowboYFleZ22M2a.c2m $ Product Description: 2016 WAGON 12 -PASSENGER Date: July 27, 2015 EXTERIOR WHITE $ 1 BLUE 1 AMBER VERTEX REVERSE LAMPS 102B EQUIPMENT SERVICES $ 140.00 CK A. Bid Series: 123 $ A. Base Price: $ 25,822.00 D D..hn..L-A n..N....a rr.--;-n —h hel....d REAR A/C S - Code Options Bid Price Code Options Bid Price X2C TRANSIT T-350 WAGON MED ROOF $ 2,655.00 MEDIUM ROOF AVAILABLE $ 12 PASSENGER SEATING $ - ONLY W/ SLIDING SIDE DOOR YZ EXTERIOR WHITE $ 1 BLUE 1 AMBER VERTEX REVERSE LAMPS 102B EQUIPMENT SERVICES $ 140.00 CK INTERIOR PEWTER CLOTH $ 141.00 $ 33,964.25 L. REAR A/C S - Trade in: POWER LOCKS/WINDOWS S - UNIT 964 99g 3.5L V6 ECOBOOST $ 1,754.00 64H FULL WHEEL COVERS $ 33.00 16H CARPET FLOORING $ 118.00 •• REAR VIEW CAMERA S - ESP JESP REMIUM 6/100 $100 DED $ 1,530.00 Total of B. Published Options: I S 6,371.00 0 r4.....LCehed rlrr.n..d— nosh hnlnm mf M nrrnwd I'; -/.l S= 3.9 % Options Bid Price Options Bid Price PRIVACY GLASS $ 635.00 4 KEYS WITH KEY FOBS $ 75.00 WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 1 BLUE I AMBER VERTEX PARKING LAMPS $ 170.00 1 BLUE 1 AMBER VERTEX REVERSE LAMPS $ 170.00 D. Pre -delivery Inspection: K. Total of C. Unpublished Options: 1 $$ —1,248.00 L� E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): I. Contract Price Adjustment: J. Additional Delivery Charge: 299 miles $ 523.25 K. Subtotal: $ 33,964.25 L. Quantity Ordered 1 x K= $ 33,964.25 M. Trade in: N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 33,964.25