Item 4C CITY OF
SOUTH LAKE
MEMORANDUM
October 4, 2016
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Timothy Slifka, Purchasing Manager
Subject: Item 4C Approve the Purchase of Replacement Vehicles from Silsbee
Ford in the amount of$146,513
Action
Requested: Approve the purchase of replacement vehicles from Silsbee Ford for
Public Works and Building Inspections in the amount of$146,513.
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.
Department Unit# Vehicle Type Cost
Unit# 732 2017 Ford F-150 Pickup $35,930
Unit# 758 2017 Ford F250 Pickup $48,209
Unit# 913 2017 Ford F-150 Pickup $33,185
Unit# 915 2017 Ford Explorer $29,189
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 $8,138.
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 Pricing Worksheets.
Staff
Recommendation: 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: TSLIFKAO-CI.SOUTHLAKE.TKUS Email: rhyder.cowboyfleeta_gmail.com
Product Description: 2017 F-SERIES Date: August 4,2016
A. Bid Series: 113 A.Base Price: $ 21,226.00
B. Published Options[Itemize each below]
Code Options Bid Price Code Options Bid Price
X1E SUPERCAB 4X4 6.5'BED $ 3,465.00 59S DUAL LED PUDDLE MIRRORS $ 165.00
99F 5.01,V8 GAS $ 1,500.00 76C REARVIEW CAMERA $ 235.00
102B EQUIPMENT SERVICES $ 350.00
XL9 3.55 ELECTRONIC LOCKING AXLE $ 442.00 UNIT #732
53A TRAILER TOWING PKG $ 466.00
67T TRAILER BRAKE CONTROLLER $ 259.00
85A POWER EQUIPMENT GROUP $ 1,100.00
54Y TELESCOPIC MIRRORS $ 372.00
YZ EXTERIOR WHITE $ -
CG INTERIOR CLOTH 40/20/40 $ -
PRO PROTECT PREMIUM 6/100$100 DED $ 1,765.00
Total of B.Published Options: $ 10,119.00
C. Unpublished Options[Itemize each below,not to exceed 25%] $= 13.0 %
Options Bid Price Options Bid Price
FREEDOM IV LIGHTBAR TO CUST SPEC $ 2,650.00 SPRAY IN BEDLINER $ 395.00
WIGWAGS $ 99.00 SWITCHBOX $ 119.00
REAR FLASHERS $ 99.00
TUBULAR CAB STEPS $ 225.00 IPRICING GOOD THROUGH 10/17/16
4 KEYS WITH 4 KEY FOBS $ 300.00
LEGAL WINDOW TINT $ 175.00
Total of C.Unpublished Options: $ 4,062.00
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): $ -
I. Contract Price Adjustment:
J. Additional Delivery Charge: 299 miles $ 523.25
K. Subtotal: $ 35,930.25
L. Quantity Ordered 1 x K= $ 35,930.25
M. Trade in:
N. BUYBOARD Administrative Fee($400 per purchase order) $ -
O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 35,930.25
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: TSLIFKAO-CI.SOUTHLAKE.TKUS Email: rhyder.cowboyfleeta_gmail.com
Product Description: 2017 F-SERIES Date: August 3,2016
A. Bid Series: 113 A.Base Price: $ 21,226.00
B. Published Options[Itemize each below]
Code Options Bid Price Code Options Bid Price
X1C SUPERCAB 4X2 6.5'BED $ - 59S DUAL LED PUDDLE MIRRORS $ 165.00
99F 5.01,V8 GAS $ 1,500.00
102B EQUIPMENT SERVICES $ 350.00
XL9 3.55 ELECTRONIC LOCKING AXLE $ 442.00 UNIT
53A TRAILER TOWING PKG $ 466.00
67T TRAILER BRAKE CONTROLLER $ 259.00
85A POWER EQUIPMENT GROUP $ 1,100.00
54Y TELESCOPIC MIRRORS $ 372.00
YZ EXTERIOR WHITE $ -
CG INTERIOR CLOTH 40/20/40 $ -
PRO PROTECT PREMIUM 6/100$100 DED $ 1,625.00
Total of B.Published Options: $ 6,279.00
C. Unpublished Options[Itemize each below,not to exceed 25%] $= 17.3 %
Options Bid Price Options Bid Price
FREEDOM IV LIGHTBAR TO CUST SPEC $ 2,650.00 SPRAY IN BEDLINER $ 395.00
WIGWAGS $ 99.00 SWITCHBOX $ 119.00
REAR FLASHERS $ 99.00 RKI STEEL TOOLBOX $ 695.00
TUBULAR CAB STEPS $ 225.00
4 KEYS WITH 4 KEY FOBS $ 300.00
LEGAL WINDOW TINT $ 175.00
Total of C.Unpublished Options: $ 4,757.00
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): $ -
I. Contract Price Adjustment:
J. Additional Delivery Charge: 299 miles $ 523.25
K. Subtotal: $ 32,785.25
L. Quantity Ordered 1 x K= $ 32,785.25
M. Trade in:
N. BUYBOARD Administrative Fee($400 per purchase order) $ 400.00
O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 33,185.25
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: TSLIFKAO-CI.SOUTHLAKE.TKUS Email: rhyder.cowboyfleeta_gmail.com
Product Description: 2017 FORD F250 Date: August 4,2016
A. Bid Series: 113 A.Base Price: $ 21,226.00
B. Published Options[Itemize each below]
Code Options Bid Price Code Options Bid Price
W213 CREW CAB 4X4 6.75'BED $ 9,195.00 525 CRUISE/HLT $ 221.00
99T 6.71,V8 DIESEL $ 7,986.00 76C REARVIEW CAMERA $ 348.00
102B EQUIPMENT SERVICES $ 420.00
X3H 3.31 LIMITED SLIP AXLE $ 367.00 UNIT #7558
535 TRAILER TOWING PKG $ -
52B TRAILER BRAKE CONTROLLER $ 259.00
90L POWER EQUIPMENT GROUP $ 1,058.00
66S UPFITTER SWITCHES $ 118.00
Z1 EXTERIOR WHITE $ -
AS INTERIOR VINYL 40/20/40 $ -
PRO PROTECT PREMIUM 6/100$100 DED $ 2,210.00
Total of B.Published Options: $ 22,182.00
C. Unpublished Options[Itemize each below,not to exceed 25%] $= 9.9 %
Options Bid Price Options Bid Price
FREEDOM IV LIGHTBAR TO CUST SPEC $ 2,650.00 SPRAY IN BEDLINER $ 395.00
WIGWAGS $ 99.00 BLACK HEADACHE RACK $ 335.00
REAR FLASHERS $ 99.00
TUBULAR CAB STEPS $ 225.00
4 KEYS WITH 4 KEY FOBS $ 300.00 IPRICING GOOD THROUGH 10/17/16
LEGAL WINDOW TINT $ 175.00
Total of C.Unpublished Options: $ 4,278.00
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): $ -
I. Contract Price Adjustment:
J. Additional Delivery Charge: 299 miles $ 523.25
K. Subtotal: $ 48,209.25
L. Quantity Ordered 1 x K= $ 48,209.25
M. Trade in:
N. BUYBOARD Administrative Fee($400 per purchase order) $ -
O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 48,209.25
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: TSLIFKAO-CI.SOUTHLAKE.TKUS Email: rhyder.cowboyfleeta_gmail.com
Product Description: 2017 FORD UTILITY Date: August 29,2016
A. Bid Series: 103 A.Base Price: $ 24,158.00
B. Published Options[Itemize each below]
Code Options Bid Price Code Options Bid Price
K713 EXPLORER BASE FWD $ 1,765.00
102B EQUIPMENT SERVICES $ 210.00
998 3.51,V6 GAS $ -
YZ EXTERIOR--WHITE $ - UNIT #915
7L INTERIOR CLOTH STONE $ -
PRO PROTECT PREMIUM 6/100$100 DED $ 1,625.00
Total of B.Published Options: $ 3,600.00
C. Unpublished Options[Itemize each below,not to exceed 25%] $= 3.3 %
Options Bid Price Options Bid Price
WHELEN LINZ6 1 BLUE 1 AMBER GRILL $ 230.00 TOGGLE SWITCH FOR ALL LIGHTS $ 10.00
WIGWAGS $ 99.00 VERTEX 1 BLUE 1 AMBER REVERSE LIGHT $ 170.00
REAR FLASHERS $ 99.00
4 KEYS WITH 4 KEY FOBS $ 200.00 IPPJCING GOOD THROUGH 10/17/16
LEGAL WINDOW TINT $ 100.00
Total of C.Unpublished Options: $ 908.00
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): $ -
I. Contract Price Adjustment: $ -
J. Additional Delivery Charge: 299 miles $ 523.25
K. Subtotal: $ 29,189.25
L. Quantity Ordered 1 x K= $ 29,189.25
M. Trade in:
N. BUYBOARD Administrative Fee($400 per purchase order) $ -
O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 29,189.25