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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