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Item 4E 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 4E Approve the Purchase of Replacement Ambulance from Sterling McCall Ford in the amount of$245,025 Action Requested: Approve the purchase of replacement ambulance from Sterling McCall Ford for Fire Services in the amount of$245,025. Background Information: Per the Southlake Vehicle Replacement Policy this ambulance is scheduled for replacement. State of Texas and City of Southlake bidding requirements have been met by utilizing the Houston- Galveston Area Council (HGAC) cooperative purchasing contract. Department Unit # I Vehicle Type I Cost Unit# 311 2017 Ford F450 Ambulance 1 $245,025 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. Financial Considerations: The request will be funded through the 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 vehicle. This will lead to increased vehicle maintenance cost. Supporting Documents: HGAC Pricing Worksheets. Staff Recommendation: Approve the purchase of this vehicle from Sterling McCall Ford HUCBuy CONTRACT PRICING WORKSHEET Contract AM10-16 Date 09/09/16 For MOTOR VEHICLES Only No.: Prepared: This Worksheet is prepared by Contractor and given to End User. If a PO is issued,both the PO and the Worksheet MUSTTherefore please type or print legibly.Therefore please type or print legibly. Buying Southlake Firc Department Contractor: Sterling McCall Ford 10574D HGAC Agency: Peors Clif Altom Prepared � Pablo Cantu Phone: 817-944-7044 Phone: (281)588-5007 Fax: N/A Fax: (281)588-5150 Email: caltom@ci.southlake.tx.us Email: pcantuCsterlingnrccallford.com Proct code: B D09 Description: Type 114'on Ford F-450 Diesel DRW Cab/Chassis,Gen Pwrd Mod A.Product Item Base Unit Price Per Contractor's H-GAC Contract: $187,500.00 B.Published Options-Itemize below-Attach additional sheet(s)if necessary-Include Option Code in description if applicable. (Note:Published Options are options which were submitted and priced in Contractor's bid.) Description Cost Description Cost 1085 Chassis//Suspension//LiquidSpring suspension syst $10,000.00 1061 Chassis//Heat shielding//Heat shielding $1,500.00 1073 Chassis//Paint// Regular Chassis has half color pain $4,200.00 1238 Module//Paint//14'Module paint scheme// Module $3,000.00 1183 Module//Exterior//Striping and lettering//Pricing/ $3,500.00 1210 Module//Lighting//(2)Whelen Pioneer Plus dual pa $2,700.00 1264 Module//Windows//Smart Tint for glass window on $1,150.00 1265 Module//Windows//Smart Tint for glass windows o $1,800.00 1010 General//All products listed in the current Stryker/ $25,918.00 1201 Module//Floor//install Stryker PowerLoad system $2,100.00 Subtotal From Additional sheet(s): $0.00 Subtotal B: $55,868.00 C.Unpublished Options-Itemize below/attach additional sheet(s)if necessary. (Note:Unpublished options are items which were not submitted and priced in Contractor's bid.) Description Cost Description Cost Subtotal From Additional Sheet(s): $0.00 Subtotal Q $0.00 Check:Total cost of Unpublished Options(C)cannot exceed-25%of the total of the Base For this transaction the percentage is: 0% Unit Price plus Published Options(A+B). D.Total Cost Before Any Applicable Trade-In/Other Allowances/Discounts(A+B+C) Quantity ordered 1 I X Subtotal of A+B+C- $243,368.00 = Subtotal D: $243,368.00 E.H-GAC Order Processing Charge(Amount Per Current Policy) Subtotal E. $1,000.00 F.Trade-Ins/Special Discounts/Other Allowances/Freight/Installation/Miscellaneous Charges Description Cost Description Cost Alumitrum wheels $657.00 Subtotal F: $657.00 Delivery Date: G.Total Purchase Price(D+E+F): $245,025.00 1