Item 4F MemoM E M O R A N D U M
October 2, 2018
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Timothy Slifka, Purchasing Manager
Subject: Item 4F Approve Purchase of Replacement Fire Truck from Siddons-
Martin Emergency Group in the amount of $1,160,976
Action
Requested: Approve the purchase of replacement fire truck from Siddons-Martin
Emergency Group for Fire Services in the amount of $1,160,976.
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 HGAC
Cooperative Purchasing.
Department Unit # Vehicle Type Cost
Unit # 304
2019 Pierce Velocity Aerial
107 Ladder Pumper
$1,160,976
TOTAL
$1,160,976
The City’s Vehicle Replacement Committee in June 2018 reviewed
and discussed 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 2019 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 contract pricing worksheets.
Staff
Recommendation: Approve the purchase of this vehicle from Siddons-Martin Emergency
Group.
Contract
No.:FS12-17 Date
Prepared:09/14/18
Buying
Agency:Contractor:
Contact
Person:
Prepared
By:
Phone:Phone:
Fax:Fax:
Email:Email:
Product
Code:TA03 Description:
$817,640.00
Cost Cost
$225,690.00
Subtotal B: $225,690.00
Cost Cost
$152,692.00
Subtotal C: $152,692.00
14.64%
1 1196021.997 =Subtotal D: $1,196,022.00
Subtotal E: $2,000.00
Cost Cost
-$11,615.00 -$5,208.00
-$20,223.00
Subtotal F: -$37,046.00
$1,160,976.00
Description Description
C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary.
(Note: Unpublished options are items which were not submitted and priced in Contractor's bid.)
Subtotal From Additional Sheet(s):
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.)
jdoran@siddons-martin.com
E. H-GAC Order Processing Charge (Amount Per Current Policy)
D. Total Cost Before Any Applicable Trade-In / Other Allowances / Discounts (A+B+C)
F. Trade-Ins / Other Allowances / Special Discounts / Freight / Installation
X Subtotal of A + B + C:
DescriptionDescription
CONTRACT PRICING WORKSHEET
For MOTOR VEHICLES Only
Pierce Custom Chassis, 4-Door Full Tilt Aluminum Cab, Formed Aluminum Body, Single Axle, 107' Rear-
Mounted Telescoping Ladder
A. Product Item Base Unit Price Per Contractor's H-GAC Contract:
NA 281-442-0850
This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents MUST
be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly.
Southlake DPS (637)
Michael Starr
817-748-8106
mstarr@ci.southlake.tx.us
Siddons-Martin Emergency Group
Jeff Doran
800-784-6806
G. Total Purchase Price (D+E+F): Delivery Date: 8.5-9.5 months
Subtotal From Additional Sheet(s):
Quantity Ordered:
For this transaction the percentage is: Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit
Price plus Published Options (A+B).
Description Description
Trade-in Allowance
Aerial Pre-Payment DiscountChassis Pre-Payment Discount
100% Pre-Payment Discount
Proposal 303547.4 1/2 09-17-2018
3500 Shelby Lane
Denton, Texas 76207
GDN P115891
TXDOT MVD No. A115890
EIN 27-4333590
September 17, 2018
Mike Starr, Chief
Southlake, City of
600 State Street
Southlake TX 76092
Proposal for 107` Single Axle Ascendant
Siddons-Martin Emergency Group, LLC is pleased to provide the following proposal to Southlake, City of. Unit will comply with
all specifications attached and made a part of this proposal. Total price includes delivery FOB Southlake, City of and training on
operation and use of the apparatus.
Description Amount
No. 637, 107` Single Axle Ascendant
Pierce, Velocity, Aerial, HD Ladder - 107, DD13 525, 500 gal, Hale 2000
Price guaranteed for 60 days. Delivery within 8-9 months of order date.Vehicle Price $ 1,196,022.00
Chassis Prepay Discount ( $ 11,615.00). $ 11,615.00 due with order.Prepay Discount ($ 11,615.00)
Aerial Prepay Discount ( $ 5,208.00). $ 5,208.00 due with order.Prepay Discount ($ 5,208.00)
Full Prepay Discount ( $ 20,223.00). Total amount due with order. To receive full
prepayment discounts, payment is due to Siddons-Martin within 30 days ARO.
Prepay Discount ($ 20,223.00)
SUB TOTAL $ 1,158,976.00
H-GAC FS12-17 $ 2,000.00
TOTAL $ 1,160,976.00
Taxes. Tax is not included in this proposal. In the event that the purchasing organization is not exempt from sales tax or any
other applicable taxes and/or the proposed apparatus does not qualify for exempt status, it is the duty of the purchasing
organization to pay any and all taxes due. Balance of sale price is due upon acceptance of the apparatus at the factory.
Late Fee. A late fee of .033% of the sale price will be charged per day for overdue payments beginning ten (10) days after the
payment is due for the first 30 days. The late fee increases to .044% per day until the payment is received. In the event a
prepayment is received after the due date, the discount will be reduced by the same percentages above increasing the cost of
the apparatus.
Cancellation. In the event this proposal is accepted and a purchase order is issued then cancelled or terminated by Customer
before completion, Siddons-Martin Emergency Group may charge a cancellation fee. The following charge schedule based on
costs incurred may be applied:
(A) 10% of the Purchase Price after order is accepted and entered by Manufacturer;
(B) 20% of the Purchase Price after completion of the approval drawings;
(C) 30% of the Purchase Price upon any material requisition.
The cancellation fee will increase accordingly as costs are incurred as the order progresses through engineering and into
manufacturing. Siddons-Martin Emergency Group endeavors to mitigate any such costs through the sale of such product to
another purchaser; however, the customer shall remain liable for the difference between the purchase price and, if applicable,
the sale price obtained by Siddons-Martin Emergency Group upon sale of the product to another purchaser, plus any costs
incurred by Siddons-Martin to conduct such sale.
Acceptance. In an effort to ensure the above stated terms and conditions are understood and adhered to, Siddons-Martin
Emergency Group, LLC requires an authorized individual from the purchasing organization sign and date this proposal and
include it with any purchase order. Upon signing of this proposal, the terms and conditions stated herein will be considered
binding and accepted by the Customer. The terms and acceptance of this proposal will be governed by the laws of the state of
TX. No additional terms or conditions will be binding upon Siddons-Martin Emergency Group, LLC unless agreed to in writing
and signed by a duly authorized officer of Siddons-Martin Emergency Group, LLC.
Proposal 303547.4 2/2 09-17-2018
Sincerely,
Brian Peters
Siddons-Martin Emergency Group, LLC
I, ________________________________________, the authorized representative of Southlake, City of, agree to purchase the proposed
and agree to the terms of this proposal and the specifications attached hereto.
__________________________________________
Signature & Date