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Item 4E CITY OF SOUTH LAKE MEMORANDUM October 3, 2017 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4E Approve the Purchase of Replacement Vehicles from Silsbee Ford in the amount of$106,019 Action Requested: Approve the purchase of replacement vehicles from Silsbee Ford for Public Works and Building Inspections in the amount of$106,019. 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# 909 2018 Ford F-150 Pickup $34,263 Unit# 910 2018 Ford F250 Pickup $37,493 Unit# 958 2018 Ford F-150 Pickup $34,263 TOTAL $106,019 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 Pricing Worksheets. Staff Recommendation: Approve the purchase of these vehicles from Silsbee Ford. PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #521-16 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: 2018 F-SERIES Date: July 17,2017 A. Bid Series: 113 A.Base Price: $ 16,360.00 B. Published Options[Itemize each below] Code Options Bid Price Code Options Bid Price X1C SUPERCAB 4X2 6.5'BED $ 5,255.00 59S DUAL LED PUDDLE MIRRORS $ 165.00 99F 5.01,V8 GAS $ 1,688.00 50S CRUISE CONTROL $ 221.00 102B EQUIPMENT SERVICES $ 350.00 XL9 3.55 ELECTRONIC LOCKING AXLE $ 442.00 UNIT #909 53A TRAILER TOWING PKG $ 936.00 67T TRAILER BRAKE CONTROLLER $ 268.00 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: $ 12,422.00 C. Unpublished Options[Itemize each below,not to exceed 25%] $= 16.5 % 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: $ 34,062.25 L. Quantity Ordered 2 x K= $ 68,124.50 M. Trade in: N. BUYBOARD Administrative Fee($400 per purchase order) $ 400.00 O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 68,524.50 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #521-16 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: 2018 F-SERIES Date: July 17,2017 A. Bid Series: 113 A.Base Price: $ 16,360.00 B. Published Options[Itemize each below] Code Options Bid Price Code Options Bid Price X1E SUPERCAB 4X4 6.5'BED $ 8,685.00 59S DUAL LED PUDDLE MIRRORS $ 165.00 99F 5.01,V8 GAS $ 1,688.00 50S CRUISE CONTROL $ 221.00 102B EQUIPMENT SERVICES $ 350.00 XL9 3.55 ELECTRONIC LOCKING AXLE $ 442.00 UNIT #910 53A TRAILER TOWING PKG $ 936.00 67T TRAILER BRAKE CONTROLLER $ 268.00 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: $ 15,852.00 C. Unpublished Options[Itemize each below,not to exceed 25%] $= 14.8 % 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: $ 37,492.25 L. Quantity Ordered 1 x K= $ 37,492.25 M. Trade in: N. BUYBOARD Administrative Fee($400 per purchase order) $ - O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 37,492.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #521-16 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: 2018 F-SERIES Date: July 17,2017 A. Bid Series: 113 A.Base Price: $ 16,360.00 B. Published Options[Itemize each below] Code Options Bid Price Code Options Bid Price X1C SUPERCAB 4X2 6.5'BED $ 5,255.00 59S DUAL LED PUDDLE MIRRORS $ 165.00 99F 5.01,V8 GAS $ 1,688.00 50S CRUISE CONTROL $ 221.00 102B EQUIPMENT SERVICES $ 350.00 XL9 3.55 ELECTRONIC LOCKING AXLE $ 442.00 UNIT #958 53A TRAILER TOWING PKG $ 936.00 67T TRAILER BRAKE CONTROLLER $ 268.00 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: $ 12,422.00 C. Unpublished Options[Itemize each below,not to exceed 25%] $= 16.5 % 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: $ 34,062.25 L. Quantity Ordered 2 x K= $ 68,124.50 M. Trade in: N. BUYBOARD Administrative Fee($400 per purchase order) $ 400.00 O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 68,524.50 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: Silsbee Ford Search by Vendor Address: 1211 US Hwy 96 N. Browse Contracts Silsbee,TX 77656 Phone Number: (409)895-3800 Email: rhyder.cowboyfieet@gmail.com Search: Website: http://www.silsbeeford.com I Federal ID: 76-0533144 (a All Contact: Richard Hyder 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 Silsbee Ford[)] 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 Laboq)q Expiration Date: 11/30/2019 Service Fee: Vehicles purchase orders are subject to a$400 service fee Payment Terms: Net 30 days Delivery Days: 90 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: 25%restocking fee during first 30 days after delivery hftps://app.buyboard.com/Search/I ndex?SearchTerm=&Vendorld=3700&DiscountProductld=-1&Contractld=675 1/2