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Item 4F CaldwellM E M O R A N D U M March 20, 2018 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4F Approve Purchase of Two Replacement Vehicles from Caldwell Country Chevrolet in the amount of $65,125 Action Requested: Approve the purchase of 2 replacement vehicles from Caldwell Country Chevrolet for Police Services in the amount of $65,125. Background Information: These Police vehicles were damaged beyond repair and require replacement. Unit # 2441 was damaged on January 17, 2018 by an alleged intoxicated driver on Highway 114. Unit # 2851 was damaged in a single vehicle accident during the inclement / icy weather on December 31, 2017. City insurance has reimbursed $75,523 of the total vehicle replacement cost. The State of Texas and City of Southlake bidding requirements have been met by utilizing BuyBoard Cooperative Purchasing. Department Unit # Vehicle Type Cost Unit # 2441, 2851 2018 Chevrolet Tahoe Police Service Vehicle $65,125 TOTAL $65,125 Financial Considerations: Our insurance has reimbursed the City $75,523 to date toward the replacement costs of these vehicles. We anticipate an additional $14,920 from the at-fault motorist’s insurance company. Once all insurance proceeds are received staff is anticipating net zero financial impact to the City. 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 not replace the damaged vehicles. This will reduce the number of Police vehicles available for Patrol duties. Supporting Documents: BuyBoard contract pricing worksheets. Staff Recommendation: Approve the purchase of the two vehicles from Caldwell Country Chevrolet. QUOTE# 00B 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: FEBRUARY 26, 2018 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 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 INCL CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Description Cost Subtotal C INCL D Other Price Adjustments (Installation, Delivery, Etc…) Subtotal D INCL E Unit Cost Before Fee & Non-Equipment Charges(A+B+C+D) $32,420 Quantity Ordered X 1 Subtotal E $32,420 F Non-Equipment Charges (Trade-In, Warranty, Etc…) BUY BOARD $400 G. Color of Vehicle: BLACK H. Total Purchase Price (E+F) $32,820 Estimated Delivery Date: 45-75 DAYS APPX Quote Date Quote # 03/02/2018 CAPQ36534CAP Fleet Upfitters, LLC 5615 SW HK Dodgen Loop Temple, TX 76502 Phone: 254-773-1959 Ship to: SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 Make : Model :VIN : Southlake Email : Salesperson:Year : wjacobs@capfleetupfitters.com Name / Address SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 End User: Wayne Jacobs Part #Qty Description Unit Price Total IB8DEDE 1 LIBERTY II DUO WC 48" D/E/D/E - Fully Populated $ 2,340.00 $ 2,340.00 IJ795HT 1 LIBERTY 2 EMITTER PREWIRE W/TD $ 70.74 $ 70.74 795H 1 GTT 795H LED EMITTER $ 1,026.00 $ 1,026.00 02-036E7743X 2 SUB ASSY, LENS CUT SMOKE $ 10.50 $ 21.00 11-26F889-000 2 COVER, TOP EXTRUDED 16.36"$ 0.00 $ 0.00 68-196E776-80 1 LENS, SMOKE OPTIC CUT CENTER $ 12.60 $ 12.60 11-26E377-009 1 COVER, TOP EXTRUDED CENTER $ 0.00 $ 0.00 38-046E118-80 2 DIVIDER, LENS SMOKE LIBERTY II $ 0.00 $ 0.00 07-26E120-000 1 BRACKET, BULKHEAD LENS MOUNT $ 0.00 $ 0.00 38-046E119-00 2 SEAL, LENS DIVIDER LIBERTY II $ 0.00 $ 0.00 CCSRN3 1 CENCOM SAPPHIRE SIREN SYSTEM $ 0.00 $ 0.00 SA315P 1 SA315P SPEAKER, BLACK PLASTIC $ 0.00 $ 0.00 SAK1 1 SA-315 MOUNT KIT UNIVERSAL $ 0.00 $ 0.00 STPKT93 1 LIGHTBAR STRAP KIT # 93 $ 0.00 $ 0.00 PRPSP5700T15A 1 Passenger1/2 Sliding Polycarbonate Window,Recessed Panel, & Lower Extension Panel $ 525.20 $ 525.20 GVPM5715D-K 1 Vertical Partition Mount Dual Weapon Tri-Lock Gunrack w/Straight Key $ 327.60 $ 327.60 DP57T15 1 Pair, Black ABS, Rear Door Panels (for use with WB57T15 & WBP57T15 Window Armor only) $ 136.00 $ 136.00 C-HDM-204 1 8.5" Heavy Duty Telescoping Pole, side mount, short $ 106.47 $ 106.47 C-MD-119 1 ACTADP,HDM,SLIDE,TS,SP $ 198.38 $ 198.38 CG-X 1 Chargeguard-select $ 59.40 $ 59.40 C-ADP-110 1 Adapter plate that allows for mounting Havis docks or C- MD-200 Series to a C-UMM Series $ 12.89 $ 12.89 C-UMM-101 1 Universal monitor mount assembly $ 43.47 $ 43.47 UT-201 1 Universal tablet mount $ 123.00 $ 123.00 C-3329-UNV 1 Keyboard mounting plate for Multi devices $ 97.65 $ 97.65 VTX609J 2 VERTEX SUPER-LED SPLIT RED/BLU $ 62.00 $ 124.00 VTX609R 4 VERTEX SUPER-LED LIGHT RED $ 62.00 $ 248.00 DP833020 1 DOMINATOR PLUS 8-LINZ 3R 3B 2W $ 653.40 $ 653.40 DP4RCCB 2 DOMINATOR PLUS 4-LINZ6 R/W/W/B $ 351.54 $ 703.08 CAPBKT4 4 DOMINATOR REAR SIDE BRACKET $ 10.00 $ 40.00 MXCT15JJ 2 ION MIRROR-BEAM TAHOE RB/RB, SMOKED LENS $ 219.78 $ 439.56 M4J 4 M4 LED FLASHER BLUE/RED $ 126.36 $ 505.44 IDTRAY8 1 INNER EDGE RTX 8-LT DUO TRAY IE45UR8 $ 798.12 $ 798.12 WWW.CAPFLEETUPFITTERS.COM Page 1 Quote Date Quote # 03/02/2018 CAPQ36534CAP Fleet Upfitters, LLC 5615 SW HK Dodgen Loop Temple, TX 76502 Phone: 254-773-1959 Ship to: SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 Make : Model :VIN : Southlake Email : Salesperson:Year : wjacobs@capfleetupfitters.com Name / Address SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 End User: Wayne Jacobs Part #Qty Description Unit Price Total WIONSMJ 4 NFPA SURFACE MT ION LT RED/BLU $ 97.20 $ 388.80 I3JC 2 TRIO ION R/B W/ WHT OVERRIDE $ 126.36 $ 252.72 IONBKT1 1 ION LICENSE PLATE BKT HORIZ.$ 17.55 $ 17.55 60CREGCS 2 12V WHT/RED 6" COMPARTMENT LT $ 110.16 $ 220.32 0SR00SCR 3 OVAL STEADY LED LT RED CHROME $ 15.66 $ 46.98 SSFPOSI6 1 SOLID STATE HEADLIGHT FLASHER $ 57.78 $ 57.78 CC-F-TMC-79 1 STANDARD WIDTH TAHOE CONSOLE $ 308.75 $ 308.75 AC-SIDEARM-6 2 6" SIDE-MOUNT ARM REST $ 58.50 $ 117.00 L3-AP1SET 3 DC OUTLET PLUG W/BLACK CAP $ 9.10 $ 27.30 AC-INBHG 1 TROY 4" INTL BEV. HOLDER W/FINGERS $ 24.92 $ 24.92 PB57T15HD 1 HD Push Bumper $ 234.65 $ 234.65 S5705T15OSB 1 Standard Transport Seat w/ 7 Ga. Steel Screen Window Cargo Barrier, and Outboard Seat Belts $ 1,042.60 $ 1,042.60 WB57T15 1 Pair, Steel Window Bars (for use with DP57T15 Rear Door Panels only ) $ 296.40 $ 296.40 P46SLC 1 PAR-46 SUPER-LED SPOT LT 12V $ 140.40 $ 140.40 TLI2J 2 ION T-SERIES LINEAR DUO R/B $ 97.20 $ 194.40 TINT 1 TINT, FRONT WINDOWS ONLY $ 75.00 $ 75.00 GRAPHICS 1 Install Full 4 door Wraps and Decals $ 350.00 $ 350.00 De-install 1 De-install equipment on vehcilse No Graphics $ 350.00 $ 350.00 De-install 1 De-install CPU, Camera and Radars $ 190.00 $ 190.00 INSTALL 1 Installation LABOR 1 LABOR $ 1,390.00 $ 1,390.00 SSUPPLY 1 SHOP SUPPLIES $ 85.00 $ 85.00 CAPHARNESS 1 CAP FLEET WIRING HARNESS $ 130.00 $ 130.00 SHIP 1 SHIPPING & HANDLING $ 165.00 $ 165.00 DEALER 1 DEALER PREP $ 0.00 $ 0.00 INSPECT 1 ALL CAP FLEET INSTALLATIONs COME WITH AGENCY LIFETIME WARRANTY $ 30.00 $ 30.00 Buy Board #524-17 Good Thru 10-25-2017 DELIVERY 1 DELIVERY CHARGE $ 125.00 $ 125.00 M4BRKT90 2 ALUMINUM 90 DEGREE M4 BRACKET $ 16.00 $ 32.00 FP-TH15-USBDC 1 FACEPLATE WITH USB PORTS ON IT $ 16.00 $ 16.00 WWW.CAPFLEETUPFITTERS.COM Page 2 Quote Date Quote # 03/02/2018 CAPQ36534CAP Fleet Upfitters, LLC 5615 SW HK Dodgen Loop Temple, TX 76502 Phone: 254-773-1959 Ship to: SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 Make : Model :VIN : Southlake Email : Salesperson:Year : wjacobs@capfleetupfitters.com Name / Address SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 End User: Wayne Jacobs WWW.CAPFLEETUPFITTERS.COM Page 3 $ 14,920.57Subtotal This quote is good for 30 days from date of quote. I hereby authorize the install work therein set forth to be done by CAP Fleet Upfitters, together with the furnishing by CAP Fleet Upfitters of the necessary parts and other material for such install and agree that CAP Fleet Upfitters is not responsible for any delays caused by unavailability or delayed availability of parts or material for any reason; that CAP Fleet Upfitters neither assumes or authorizes any other person to assume for CAP Fleet Upfitters any liability in connection with such install; that CAP Fleet Upfitters shall not be responsible for loss or damage to the above vehicle, or articles left therein; in case of fire, theft, any Act of God, or other cause beyond CAP Fleet Upfitters control; that CAP Fleet Upfitters employees may operate the above vehicle on streets, highways, or elsewhere for the purpose of testing and/or inspecting such vehicle. Tax $ 0.00 Grand $ 14,920.57 QUOTE# 00C-K9 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: FEBRUARY 26, 2018 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: $32,305 B Fleet Quote Options Code Description Cost Code Description Cost (NO SPOTLIGHT), REMOTE START, 4X2 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 INCL CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Description Cost Subtotal C INCL D Other Price Adjustments (Installation, Delivery, Etc…) Subtotal D INCL E Unit Cost Before Fee & Non-Equipment Charges(A+B+C+D) $32,305 Quantity Ordered 1 X Subtotal E $32,305 F Non-Equipment Charges (Trade-In, Warranty, Etc…) BUY BOARD (INCLUDED W/QUOTE 00B –PATROL) INCL G. Color of Vehicle: BLACK H. Total Purchase Price (E+F) $32,305 Estimated Delivery Date: 45-75 DAYS APPX Quote Date Quote # 03/02/2018 CAPQ36503CAP Fleet Upfitters, LLC 5615 SW HK Dodgen Loop Temple, TX 76502 Phone: 254-773-1959 Ship to: SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 Make : Model :VIN : SOUTHLAKE K-9 INSTALL Email : Salesperson:Year : wjacobs@capfleetupfitters.com Name / Address SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 End User: Wayne Jacobs Part #Qty Description Unit Price Total C-ARM-102 2 Side mount armrest $ 54.34 $ 108.68 C-LP-3 1 3 Lighter plug outlets $ 34.65 $ 34.65 C-CUP2-I 1 Internal cup holders $ 33.08 $ 33.08 C-HDM-204 1 8.5" Heavy Duty Telescoping Pole, side mount, short $ 133.09 $ 133.09 C-MD-102 1 Swing arm with motion adapter $ 247.98 $ 247.98 CG-X 1 Chargeguard-select $ 74.25 $ 74.25 C-ADP-110 1 Adapter plate that allows for mounting Havis docks or C- MD-200 Series to a C-UMM Series $ 12.89 $ 12.89 C-UMM-101 1 Universal monitor mount assembly $ 43.47 $ 43.47 UT-201 1 Universal tablet mount $ 123.00 $ 123.00 C-3329-UNV 1 Keyboard mounting plate for Multi devices $ 97.65 $ 97.65 C-VS-2000-TAH-2 1 HAVIS VEH. SPEC. 2015+ TAHOE CONSOLE 20" LONG, 12.5" WIDE $ 350.00 $ 350.00 CCSRN3 1 CENCOM SAPPHIRE SIREN SYSTEM $ 600.00 $ 600.00 SA315P 1 SA315P SPEAKER, BLACK PLASTIC $ 125.00 $ 125.00 SAK55 1 SA-315 MT KIT SUBURBAN/TAHOE PASS $ 22.00 $ 22.00 VTX609J 2 VERTEX SUPER-LED SPLIT RED/BLU $ 62.00 $ 124.00 VTX609R 4 VERTEX SUPER-LED LIGHT RED $ 62.00 $ 248.00 CAPBKT4 4 DOMINATOR REAR SIDE BRACKET $ 10.00 $ 40.00 DP4RCCB 2 DOMINATOR PLUS 4-LINZ6 R/W/W/B $ 351.54 $ 703.08 MBCT15RB 1 ION MIRROR-BEAM TAHOE R/B $ 219.78 $ 219.78 M4J 4 M4 LED FLASHER BLUE/RED $ 126.36 $ 505.44 M4BRKT90 2 ALUMINUM 90 DEGREE M4 BRACKET $ 16.00 $ 32.00 IDTRAY8 1 INNER EDGE RTX 8-LT DUO TRAY $ 865.00 $ 865.00 IEDJ 8 One DUO+ Lighthead, No Charge When Ordered with IDTRAY, Red/Blue $ 0.00 $ 0.00 IE45UR8 1 Chevy Tahoe/Suburban, 2015, Upper Rear Housing for Six or Eight Modules, No Charge When Ordered with Inner $ 0.00 $ 0.00 IONBKT1 1 ION LICENSE PLATE BKT HORIZ.$ 17.55 $ 17.55 I3JC 2 TRIO ION R/B W/ WHT OVERRIDE $ 126.36 $ 252.72 60CREGCS 2 12V WHT/RED 6" COMPARTMENT LT $ 110.16 $ 220.32 0SR00SCR 2 OVAL STEADY LED LT RED CHROME $ 17.55 $ 35.10 SSFPOSI6 1 SOLID STATE HEADLIGHT FLASHER $ 57.78 $ 57.78 IW45UFX 1 DUO INNER EDGE XLP 12LT TAHOE $ 970.00 $ 970.00 IONSV3R 2 ION V-SERIES SURFACE MT RED $ 148.40 $ 296.80 IONSV3B 2 ION V-SERIES SURFACE MT BLU $ 148.40 $ 296.80 WWW.CAPFLEETUPFITTERS.COM Page 1 Quote Date Quote # 03/02/2018 CAPQ36503CAP Fleet Upfitters, LLC 5615 SW HK Dodgen Loop Temple, TX 76502 Phone: 254-773-1959 Ship to: SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 Make : Model :VIN : SOUTHLAKE K-9 INSTALL Email : Salesperson:Year : wjacobs@capfleetupfitters.com Name / Address SOUTHLAKE, CITY OF CITY OF SOUTHLAKE 1400 MAIN ST STE 440 SOUTHLAKE, TX 76092 End User: Wayne Jacobs Part #Qty Description Unit Price Total EZ GUARD FAN KIT 1 EZ GUARD FAN KIT / DOESN'T INCLUDE COOL GUARD $ 175.00 $ 175.00 COOL GUARD 1 EZ COOL GUARD TEMP MONITORING $ 459.00 $ 459.00 PAGER - COOL GUARD 1 EZ PAGER WORKS WITH COOL GUARD - SEPERATE FROM COOL GUARD $ 299.00 $ 299.00 INSTALL 1 Installation LABOR 1 LABOR $ 1,850.00 $ 1,850.00 CSLABOR 1 CUSTOMER SUPPLED PARTS LABOR $ 200.00 $ 200.00 SSUPPLY 1 SHOP SUPPLIES $ 85.00 $ 85.00 CAPHARNESS 1 CAP FLEET WIRING HARNESS $ 130.00 $ 130.00 SHIP 1 SHIPPING & HANDLING $ 150.00 $ 150.00 DEALER 1 DEALER PREP $ 75.00 $ 75.00 INSPECT 1 ALL CAP FLEET INSTALLATIONs COME WITH AGENCY LIFETIME WARRANTY $ 30.00 $ 30.00 CSNOTE 1 ** DISCLAIMER - LABOR PRICING IS ONLY GOOD FOR ALL PRODUCTS AND SERVICES INCLUDED IN THIS $ 0.00 $ 0.00 WWW.CAPFLEETUPFITTERS.COM Page 2 $ 10,343.11Subtotal This quote is good for 30 days from date of quote. I hereby authorize the install work therein set forth to be done by CAP Fleet Upfitters, together with the furnishing by CAP Fleet Upfitters of the necessary parts and other material for such install and agree that CAP Fleet Upfitters is not responsible for any delays caused by unavailability or delayed availability of parts or material for any reason; that CAP Fleet Upfitters neither assumes or authorizes any other person to assume for CAP Fleet Upfitters any liability in connection with such install; that CAP Fleet Upfitters shall not be responsible for loss or damage to the above vehicle, or articles left therein; in case of fire, theft, any Act of God, or other cause beyond CAP Fleet Upfitters control; that CAP Fleet Upfitters employees may operate the above vehicle on streets, highways, or elsewhere for the purpose of testing and/or inspecting such vehicle. Tax $ 0.00 Grand $ 10,343.11