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Item 4D CITY OF SOUTHLAKE MEMORANDUM October 3, 2017 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4D Approve the Purchase of Replacement Vehicles and Equipment from Caldwell Country Chevrolet in the amount of$275,994 Action Requested: Approve the purchase of 8 replacement vehicles and equipment from Caldwell Country Chevrolet for Police Services and Fire Services in the amount of$275,994. 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# 221, 222, 223, 2017 Chevrolet Tahoe 226, 294 and 298 Police Service Vehicle $194,920 Unit# 307 2018 Chevrolet Tahoe $35,928 Unit# 309 2018 Chevrolet Suburban $45,146 TOTAL $275,994 The City's Vehicle Replacement Committee met in May 2017 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 FY 2018 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 from Caldwell Country Chevrolet. QUOTE# OOA 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 19, 2017 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #521-16 Tax ID # 14-1856872 Product Description: 2018 CHEVROLET TAHOE PPV 4X2 CC15706 A Base Price & Options: $32,420 B Fleet Quote 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) $32,420 Quantity Ordered 6 X Subtotal E $194,520 F Non-Equipment Charges (Trade-In, Warranty, Etc...) BUY BOARD $400 G. Color of Vehicle: BLACK H. Total Purchase Price (E+F) $194,920 Estimated Delivery Q4-2017 (VALID Date: � QTE THRU OCT 20) QUOTE# 0OB1-FIRE 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 21, 2017 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #521-16 Tax ID # 14-1856872 Product Description: 2018 CHEVROLET TAHOE PPV 4X4 CK15706 A Base Price & Options: $35,928 B Published Options Code Description Cost Code Description Cost (NO LH SPOTLIGHT) INCL 4X4 PPV, DUAL BATTERIES, LOCKING DIFFERENTIAL, HORN/SIREN CIRCUIT WIRING 6J4, CLOTH BUCKET, VICTORY RED W/REQ'D TOW HOOKS, ALUMNINUM WHEELS Q5U, FLASHER SYSTEM 6J7, CENTER SECTION DELETE 9U3, CLOTH 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) J $35,928 Quantity Ordered 11 X $35,928 Subtotal E F Non-Equipment Charges (Trade-In, Warranty, Etc...) BUY BOARD (INCL W/PATROL) INCL G. Color of Vehicle: VICTORY RED H. Total Purchase Price (E+F) $35,928 Estimated Delivery Q4-2017 (VALID Date: � QTE THRU OCT 20) QUOTE# 0OC1-FIRE 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 21, 2017 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #521-16 Tax ID # 14-1856872 Product Description: 2018 CHEVROLET SUBURBAN 4X4 CK15906 A Base Price & Options: $45,146 B Published Options Code Description Cost Code Description Cost (NO LH SPOTLIGHT) INCL 4X4, 730CCA AUXILARY ISOLATED BATTERY, 3.42 LOCKING DIFFERENTIAL, CLOTH BUCKET FRONT, MAX TOW PACKAGE W/INCREASED SUSPENSION PACKAGE, 18" X 8.5" ALUMINUM WHEELS PZX, TRANSFER CASE ACTIVE 2-SPEED ELECTRONIC AUTOTRAC W/ROTARY DASH CONTROL, SKID PLATE PACKAGE, VICTORY RED W/REQ'D TOW HOOKS, CENTER SECTION DELETE 9U3, GM FLASHER SYSTEM 6J7, HORN-SIREN CIRCUIT RELAY 6J4, SHIP THRU KERR-ARLINGTON VPV CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B -F C Unpublished Options Code Description Cost Description Cost Subtotal C INCL D Other Price Adjustments (Installation, Delivery, Etc...) INCL Subtotal D E Unit Cost Before Fee & Non-Equipment Charges(A+B+C+D) $45,146 Quantity Ordered 1 X $45,146 Subtotal E F Non-Equipment Charges (Trade-In, Warranty, Etc...) BUY BOARD (INCL W/PATROL) JINCL G. Color of Vehicle: VICTORY RED H. Total Purchase Price (E+F) $45,146 Estimated Delivery Q4-2017 (VALID Date: � QTE THRU OCT 20) 9/24/2017 Index Phone: 800-695-2919 Fax: 800-211-5454 � Email: info@buyboard.com Coeperariro Aarchasirrg come Tim L Log )_.stration RFQ Purchase Order Reports Shopping Cart Help Off] Vendor Contract Information Back Searches: Vendor Name: Caldwell Country Chevrolet Search by Vendor Address: PO Box 27 Browse Contracts Caldwell,TX 77836 Phone Number: (979)567-6116 Email: aknapp@caldwellcountry.com Search: Website: http://www.caldwellcountty.com I Federal ID: 14-1856872 (a All Contact: Averyt Knapp C Vendor Discounts Only Accepts RFQs: Yes C Catalog Pricing Only Minority Owned: No Women Owned: No Refine Your Search: Service-Disabled Veteran Owned: No Vendors EDGAR: Yes Caldwell Country Chevrolet[)] Contract Name: Vehicles,Heavy Duty Trucks,Police Motorcycles,Parts,and Service Labor Price Range Show all prices Contract Description: Compact,mid-size and full size sedans;crossovers;sport utility SUVs;midsize,full-size& Category heavy duty pickups;passenger&cargo vans;law enforcement vehicles&motorcycle;cab None Selected chassis trucks;heavy duty trucks&tractors;program vehicles;repair parts/service Contract Contract#: 521-16 Vehicles,Heavy Duty Trucks,Police Effective Date: 12/01/2016 Motorcycles,Parts,and Service Labor[)] Expiration Date: 11/30/2019 Service Fee: Vehicles purchase orders are subject to a$400 service fee Payment Terms: Net 30 days Delivery Days: 120 Shipping Terms: Pre-paid and added to invoice Freight Terms: FOB Destination Additional Resources Ship Via: Common Carrier Region Served: All Texas Regions States Served: All States Contract Exceptions: The term"program vehicle"refers to a factory owned vehicle that has been used for demonstration and test drive purposes throughout the year the vehicle was released and i; considered a used vehicle.Program vehicles do not maintain the Manufacturers Certificate Origin(MCO)as that only applies new vehicles.Program vehicles also include vehicles purchased from car rental agencies,again considered used vehicles,and are usually one old lease returns with a years'worth of mileage(maximum of 25,000 miles). Additional Info: NOTE:As per the specifications for BuyBoard Proposal 521-16,and except for delivery fec explained below,all vehicle fees(i.e.pre-deliver inspection,make ready,State of Texas inspection,manufacturer destination fees,etc.)charged for any purchase from this contras included in the awarded vehicle base price(s).Vehicle fees not included in the base price(: not allowed and should not appear on the awarded dealer's quote for a vehicle offered for purchase under the contract.The Cooperative service fee is not a vehicle fee and is not included in the base pricing.Only those vendors whose awarded pricing is stated on the BuyBoard on a per mile basis may charge a vehicle delivery fee.The above information hs been communicated to Cooperative members.EDGAR Vendor Certification Form(relating CFR Part 200&Appendix II)is included in the Vendor response document,and can be fogy the Vendor Proposal File link near the bottom of the page. Quote Reference Number: 521-16 Return Policy: Negotiable https://app.buyboard.com/Search/I ndex?SearchTerm=&Vendorld=1556&DiscountProductld=-1&Contractld=675 1/2 9/24/2017 Index Contract Documents EDGAR Notice: Click to view EDGAR Notice Proposal Documents: Click to view BuvBoard Proposal Documents Regulatory Notice: Click to view Bonding Regulatory Notice Proposal Files: Click to view Vendor Proposal Files Documents Contact us 800-695-2919 hftps://app.buyboard.com/Search/Index?SearchTerm=&Vendorld=l 556&DiscountProduct1d=-1&Contractld=675 2/2