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Item 4B CITY OF SOUTHLAKE MEMORANDUM October 4, 2016 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4B Approve the Purchase of Replacement Vehicles and Equipment from Caldwell Country Chevrolet in the amount of$364,626 Action Requested: Approve the purchase of 8 replacement vehicles and equipment from Caldwell Country Chevrolet for Police Services in the amount of $364,626. 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. Department Unit# Vehicle Type Cost Unit# 218, 219, 220, 2017 Chevrolet Tahoe $277,715 268, 295, 296, 297, 299 Police Service Vehicle All Units Outfitting Equipment Items $86,911 The City's Vehicle Replacement Committee met in May 2016 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. Local vendor pricing has been reviewed and purchasing these vehicles through the BuyBoard Cooperative saved the City $11,000. Financial Considerations: The request will be funded through the FY 2017 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: AUGUST 1, 2016 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #430-13 Tax ID # 14-1856872 Product Description: 2017 CHEVROLET TAHOE PPV 4X4 CK15706 A Base Price & Options: $36,690 B Published Options Code Description Cost Code Description Cost LH SPOTLIGHT, 4X4 INCL PPV, DUAL BATTERIES, LOCKING DIFFERENTIAL, HORN/SIREN CIRCUIT WIRING, CLOTH BUCKET/VINYL REAR BENCH CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Description Cost INCL Subtotal C D Other Price Adjustments (Installation, Delivery, Etc...) INCL Subtotal D E Unit Cost Before Fee & Non-Equipment Charges(A+B+C+D) $36,690 Quantity Ordered 1 X $36,690 Subtotal E F Non-Equipment Charges (Trade-In, Warranty, Etc...) BUY BOARD - G. Color of Vehicle: BLACK H. Total Purchase Price (E+F) $36,690 Estimated Delivery Q4-2016 (PRICING Date: VALID THROUGH OCTOBER 31) QUOTE# 001A 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: AUGUST 31, 2016 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #430-13 Tax ID # 14-1856872 Product Description: 2017 CHEVROLET TAHOE PPV 4X2 CC15706 A Base Price & Options: $34,445 B Published Options Code Description Cost Code Description Cost LH SPOTLIGHT, 4X2 INCL PPV, DUAL BATTERIES, LOCKING DIFFERENTIAL, CLOTH BUCKET FRONT/VINYL REAR BENCH, FULL RUBBER FLOOR, TRAILER HITCH, REAR VISION CAMERA, CONTENT THEFT ALARM DISABLE, DAYTIME RUNNING LIGHT DELETE CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Description Cost INCL Subtotal C D Other Price Adjustments (Installation, Delivery, Etc...) INCL Subtotal D E Unit Cost Before Fee & Non-Equipment Charges(A+B+C+D) $34,445 Quantity Ordered 6 X Subtotal E $206,670 F Non-Equipment Charges (Trade-In, Warranty, Etc...) BUY BOARD $400 G. Color of Vehicle: BLACK H. Total Purchase Price (E+F) 1 $207,070 Estimated Delivery Q4-2016 (PRICING Date: VALID THROUGH OCTOBER 31) QUOTE# 001B 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: AUGUST 31, 2016 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #430-13 Tax ID # 14-1856872 Product Description: 2017 CHEVROLET TAHOE PPV 4X2 CC15706 A Base Price & Options: $33,955 B Published Options Code Description Cost Code Description Cost (NO SPOTLIGHT) , 4X2 INCL PPV, DUAL BATTERIES, LOCKING DIFFERENTIAL, CLOTH BUCKET FRONT/VINYL REAR BENCH, FULL RUBBER FLOOR, TRAILER HITCH, REAR VISION CAMERA, CONTENT THEFT ALARM DISABLE, DAYTIME RUNNING LIGHT DELETE CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Description Cost INCL Subtotal C D Other Price Adjustments (Installation, Delivery, Etc...) INCL Subtotal D E Unit Cost Before Fee & Non-Equipment Charges(A+B+C+D) $33,955 Quantity Ordered 1 X Subtotal E $33,955 F Non-Equipment Charges (Trade-In, Warranty, Etc...) BUY BOARD (INCL W/QUOTE 001A) INCL G. Color of Vehicle: BLACK H. Total Purchase Price (E+F) 1 $33,955 Estimated Delivery Q4-2016 (PRICING Date: VALID THROUGH OCTOBER 31) CAP FLEET QUOTE U P F I T T E R S 4715 S General Bruce Drive Temple,TX 76502 Date 8/24/2016 254-773-1959-O Quote# CAPQ12539 254-773-1245-F Name/Address CITY OF SOUTHLAKE Job . 1400 MAIN ST STE 440 Project SOUTHLAKE,TX 76092 Employee N... Wayne Jacobs Part# Qty Description Unit Price Total C-HDM-204 1 POLE ONLY,TELESCOPING DEVICE,MOUNTING BASE, HEAVY 133.09 133.09 DUTY MOUNT,SIDE MOUNT,8.5"HIGH,WITH SHORT H C-MD-102 1 SWING ARM WITH MOTION ADAPTER 247.98 247.98 CG-X 1 CHRGGRD,UNV,CNTRLMDL 74.25 74.25 C-ADP-110 1 C-MD-102 TO C-UMM BRACKET ASSEMBLY 16.11 16.11 C-UMM-101 1 UNIVERSAL MONITOR MOUNT ASSEMBLY 54.34 54.34 UT-201 1 Universal tablet mount 153.75 153.75 C-3329-UNV 1 Keyboard mounting plate for Multi devices 122.07 122.07 CCSRN3 1 CENCOM SAPPHIRE SIREN SYSTEM 650.00 650.00 SA315P 1 SA315P SPEAKER BLACK PLASTIC 168.00 168.00 SAK55 1 SA-315 MT KIT SUBURBAN/TAHOE PASS 21.60 21.60 VTX609J 2 VERTEX SUPER-LED SPLIT RED/BLU 68.00 136.00 VTX609B 2 VERTEX BLUE 68.00 136.00 VTX609R 2 VERTEX RED 68.00 136.00 DP4RCCB 2 DOMINATOR PLUS 4-LINZ6 R/W/W/B 357.28 714.56 DBKT4 2 DOMINATOR ANGLE MOUNT BRKT 12.60 25.20 VMCT15RB 1 ION-V MIRROR-BEAM TAHOE A 316.40 316.40 M4J 4 M4 LED FLASHER B/R 123.76 495.04 IDTRAY8 1 8 Lamp Tray,Choose 8 DUOT" Lightheads and Vehicle Specific 840.42 840.42 Shroud and Mount IEDJ 8 One DUO+T"' Lighthead,No Charge When Ordered with IDTRAY, 0.00 0.00 Red/Blue IE45UR8 1 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 4 NFPA SURFACE MT ION LT RED/BLU 98.56 394.24 I3JC 2 TRIO ION R/B W/WHT OVERRIDE 128.24 256.48 IONBKTI 1 ION LICENSE PLATE BKT HORIZ 17.64 17.64 60CREGCS 2 12V WHT/RED 6"COMPARTMENT LT 112.00 224.00 OSROOSCR 2 OVAL STEADY LED LT RED CHROME 14.84 29.68 SSFPOSI6 1 SOLID STATE HEADLIGHT FLASHER 54.00 54.00 IW45UFX 1 DUO INNER EDGE XLP 12LTTAHOE 970.48 970.48 Buyboard Contract#432-13 Quote valid thru November 1,2016 IONSV3R 2 ION V-SERIES SURFACE MT RED 148.40 296.80 IONSV313 2 ION V-SERIES SURFACE MT BLU 148.40 296.80 This quote is good for 30 days from date of quote. Total INSTALLATION WARRANTY rr TEMPLE LOCATION ]k * ak HOUSTON LOCATION 4715 S GENERAL BRUCE DRIVE 6015 N SHEPHERD DRIVE TEMPLE,TX 76502 HOUSTON,TX 77018 254-773-1959 WWW.CAP F LE ETU P F ITTE RS.CO M 832-203-5658 Page 1 CAP FLEET QUOTE U P F I T T E R S 4715 S General Bruce Drive Temple,TX 76502 Date 8/24/2016 254-773-1959-O Quote# CAPQ12539 254-773-1245-F Name/Address CITY OF SOUTHLAKE Job . 1400 MAIN ST STE 440 Project SOUTHLAKE,TX 76092 Employee N... Wayne Jacobs Part# Qty Description Unit Price Total CC-F-TMC-79 1 STANDARD WIDTH TAHOE CONSOLE 380.00 380.00 AC-SIDEARM-6 2 6"SIDE-MOUNT ARM REST 67.50 135.00 L3-APISET 3 DC OUTLET PLUG W/BLACK CAP 10.50 31.50 CHB-2 1 Double Cupholder-Black 24.92 24.92 P5714T15A 1 Polycarbonate Center Slider Window with Expanded Metal Insert 505.50 505.50 135705T15 1 7 Gauge Steel Wire,Cargo Barrier with Filler Panels(for use w/ 332.25 332.25 side curtain airbags in Police Package only) G5000UT 1 GUNRACK,UNIVERSAL MOUNT 237.00 237.00 DS-PAN-111-2 1 Docking station:Panasonic Toughbook 30/31,2 high gain antenna 720.02 720.02 C-MD-102 1 Swing arm with motion adapter 231.45 231.45 C-HDM-204 1 8.5" Heavy Duty Telescoping Pole,side mount,short handle 133.09 133.09 LPS-104 1 Havis docking power supply for CF-31&DS-PAN-110 161.12 161.12 This quote is good for 30 days from date of quote. INSTALLATION Total $9,872,78 WARRANTY rr TEMPLE LOCATION ]k * ak HOUSTON LOCATION 4715 S GENERAL BRUCE DRIVE 6015 N SHEPHERD DRIVE TEMPLE,TX 76502 HOUSTON,TX 77018 254-773-1959 WWW.CAP F LE ETU P F ITTE RS.CO M 832-203-5658 Page 2 Z 17- CAP FLEET QUOTE U P F I T T E R S 4715 S General Bruce Drive Temple,TX 76502 Date 8/24/2016 254-773-1959-0 Quote# CAPQ12540 254-773-1245-F Name/Address CITY OF SOUTHLAKE Job 1400 MAIN ST STE 440 Project SOUTH LAKE,TX 76092 Employee N... Wayne Jacobs Part# Qty Description Unit Price Total 1138DEDE 7 LIBERTY II DUO WC 48"D/E/D/E with Cen Com and Speaker 2,249.00 15,743.00 IJ795HT 7 LIBERTY 2 EMITTER PREWIRE W/TD 63.53 444.71 795H 7 GTT 795H LED EMITTER 1,026.00 7,182.00 IJ8ENDX 14 LIBERTY 1148"SMOKE END DOME 10.50 147.00 IJCNTX 14 LIBERTY2 48/54"SMOKE CTR DOME 110.00 1,540.00 P570OT15A 7 PASSENGER 1/2 SLIDING POLY WINDOW 2015 TAHOE 456.00 3,192.00 RP57T15 7 6RECESSED PANEL TAHOE 2015 68.00 476.00 SP57BS15 7 LOWER EXT PANEL BS TAH 2015 56.00 392.00 GVPM5715D-K 7 Vertical Partition Mount Dual Weapon Tri-Lock Gunrack 342.23 2,395.61 W/Straight Key C-HDM-204 7 POLE ONLY,TELESCOPING DEVICE,MOUNTING BASE,HEAVY 111.79 782.53 DUTY MOUNT,SIDE MOUNT,8.5" HIGH,WITH SHORT H C-MD-102 7 SWING ARM WITH MOTION ADAPTER 208.29 1,458.03 CG-X 7 CHRGGRD,UNV,CNTRLMDL 62.37 436.59 C-ADP-110 7 13.53C-MD-102 TO C-UMM BRACKET ASSEMBLY 16.11 112.77 C-UMM-101 7 UNIVERSAL MONITOR MOUNT ASSEMBLY 45.64 319.48 UT-201 7 Universal tablet mount 129.15 904.05 C-3329-UNV 7 Keyboard mounting plate for Multi devices 102.53 717.71 VTX609J 14 VERTEX SUPER-LED SPLIT RED/BLU 62.00 868.00 VTX609B 14 VERTEX BLUE 62.00 868.00 VTX609R 14 VERTEX RED 62.00 868.00 DP833020 7 DOMINATOR PLUS 8-LINZ 3R 3B 2W 586.85 4,107.95 DP4RCCB 14 DOMINATOR PLUS 4-LINZ6 R/W/W/B 315.73 4,420.22 DBKT4 21 DOMINATOR ANGLE MOUNT BRKT 11.64 244.44 VMCT15RB 7 ION-V MIRROR-BEAM TAHOE JJ 279.98 1,959.86 M4J 14 M4 LED FLASHER B/R 113.49 1,588.86 IDTRAY8 7 8 Lamp Tray,Choose 8 DUO'"Lightheads and Vehicle Specific 716.83 5,017.81 Shroud and Mount IEDJ 56 One DUO+'"Lighthead,No Charge When Ordered with IDTRAY, 0.00 0.00 Red/Blue IE45UR8 7 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 14 NFPA SURFACE MT ION LT RED/BLU 87.30 1,222.20 13J 14 TRIO ION R/B W/WHT OVERRIDE 113.49 1,588.86 IONBKTI 14 ION LICENSE PLATE BKT HORIZ 15.76 220.64 This quote is good for 30 days from date of quote. Total INSTALLATION WARRANTY I o I VEHICLE 10.8 TEMPLE LOCATION * * * HOUSTON LOCATION 4715 S GENERAL BRUCE DRIVE 6015 N SHEPHERD DRIVE TEMPLE,TX 76502 HOUSTON,TX 77018 254-773-1959 WWW.CAPFLEETUPFITTERS.COM 832-203-5658 Pagel Z 17- CAP FLEET QUOTE U P F I T T E R S 4715 S General Bruce Drive Temple,TX 76502 Date 8/24/2016 254-773-1959-0 Quote# CAPQ12540 254-773-1245-F Name/Address CITY OF SOUTHLAKE Job 1400 MAIN ST STE 440 Project SOUTH LAKE,TX 76092 Employee N... Wayne Jacobs Part# Qty Description Unit Price Total 60CREGCS 14 122.4012V WHT/RED 6"COMPARTMENT LT 98.94 1,385.16 OSROOSCR 21 OVAL STEADY LED LT RED CHROME 14.06 295.26 SSFPOSI6 7 SOLID STATE HEADLIGHT FLASHER 51.89 363.23 SHIP SHIPPING&HANDLING 1,600.00 1,600.00 Buyboard Contract#432-13 Quote valid thru November 1,2016 CC-F-TMC-79 7 STANDARD WIDTH TAHOE CONSOLE 380.00 2,660.00 AC-SIDEARM-6 14 6"SIDE-MOUNT ARM REST 67.50 945.00 L3-APISET 21 DC OUTLET PLUG W/BLACK CAP 10.50 220.50 CHB-2 7 Double Cupholder-Black 24.92 174.44 PB57T15HD 7 Pro-Gard HD Push Bumper for Tahoe 270.75 1,895.25 475-0973 7 Replacement Bio Seat System,GM/CHEVY Tahoe 15+ 826.00 5,782.00 B5705T15 7 7 Gauge Steel Wire,Cargo Barrier with Filler Panels(for use w/ 332.25 2,325.75 side curtain airbags in Police Package only) TIONJ 2 ION T-SERIES LIGHT BLUE/RED 87.30 174.60 This quote is good for 30 days from date of quote. INSTALLATION Total $77,039.51 WARRANTY I o I VEHICLE 10 8 TEMPLE LOCATION * * * HOUSTON LOCATION 4715 S GENERAL BRUCE DRIVE 6015 N SHEPHERD DRIVE TEMPLE,TX 76502 HOUSTON,TX 77018 254-773-1959 WWW.CAPFLEETUPFITTERS.COM 832-203-5658 Page 2