Item 4G 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 4G Approve Purchase of Replacement Ambulance from Sterling
McCall Ford in the amount of $288,068.
Action
Requested: Approve the purchase of replacement ambulance from Sterling
McCall Ford for Fire Services in the amount of $288,068.
Background
Information: Per the Southlake Vehicle Replacement Policy these items are
scheduled for replacement. State of Texas and City of Southlake
bidding requirements have been met by utilizing the HGAC
cooperative purchasing contract.
Department Unit # Vehicle Type Cost
Unit # 316
2019 Ford F450 Ambulance
$288,068
TOTAL
$288,068
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
maintenance cost.
Supporting
Documents: HGAC Pricing Worksheets.
Staff
Recommendation: Approve the purchase of this ambulance from Sterling McCall
Ford.
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Ambulances-EMS&Other Special Service Vehicles Pa e 1 of 4
A CONTRACT BETWEEN
HOUSTON-GALVESTON AREA COUNCIL i
Houston,Texas €
AND Ik(
STERLING MCCALL FORD
Houston,Texas
This Contract is made and entered into by the Houston-Galveston Area Council of Governments,hereinafter referred to as H-GAC,
having its principal place of business at 3555 Timmons Lane,Suite 120,Houston,Texas 77027,AND,Sterling McCall Ford,hereinafter
referred to as the CONTRACTOR,having its principal place of business at 6445 Southwest Freeway,Houston,Texas 77074.
ARTICLE 1: SCOPE OF SERVICES
The parties have entered into an Ambulances,EMS&Other Special Service Vehicles Contract to become effective as of October 1,
2016,and to continue through September30,2018(the"Contract"),subject to extension upon mutual agreement ofthe CONTRACTOR
and H-GAC. H-CAC enters into the Contract as Agent for participating governmental agencies,each hereinafter referred to as END
USER, for the purchase of Ambulances, EMS & Other Special Service Vehicles offered by the CONTRACTOR. The
CONTRACTOR agrees to sell Ambulances,EMS&Other Special Service Vehicles through the H-GAC Contract to END USERS, 1
ARTICLE 2: THE COMPLETE AGREEMENT
The Contract shall consist of the documents identified below in order of precedence: {
1. The text of this Contract form,including but not limited to,Attachment A €
2. General Terms and Conditions !E
3. Bid Specifications No:AM10-16,including any relevant suffixes [
4. CONTRACTOR's Response to Bid No:AM10-16,including but not limited to,prices and options offered E
All of which are either attached hereto or incorporated by reference and hereby made a part of this Contract,and shall constitute the
complete agreement between the parties hereto.This Contract supersedes any and all oral or written agreements between the parties relating i
to matters herein. Except as otherwise provided herein,this Contract cannot be modified without the written consent of both parties.
ARTICLE 3: LEGAL AUTHORITY
CONTRACTOR and H-GAC warrant and represent to each other that they have adequate legal counsel and authority to enter into this
Contract. The governing bodies,where applicable,have authorized the signatory officials to enter into this Contract and bind the parties to
the terms of this Contract and any subsequent amendments thereto. q
ARTICLE 4: APPLICABLE LAWS
The parties agree to conduct all activities under this Contract in accordance with all applicable rules,regulations,directives,issuances,
ordinances,and laws in effect or promulgated during the term of this Contract.
ARTICLE 5: INDEPENDENT CONTRACTOR
The execution of this Contract and the rendering of services prescribed by this Contract do not change the independent status of H-GAC or
CONTRACTOR No provision of this Contract or act of H-GAC in performance of this Contract shall be construed as making
CONTRACTOR the agent, servant or employee of H-GAC, the State of Texas or the United States Government. Employees of
CONTRACTOR are subject to the exclusive control and supervision of CONTRACTOR. CONTRACTOR is solely responsible for
employee payrolls and claims arising therefrom.
ARTICLE 6: END USER AGREEMENTS
H-GAC acknowledges that the END USER may choose to enter into an End User Agreement with the CONTRACTOR through this
Contract and that the term of said Agreement may exceed the term of the H-GAC Contract. However this acknowledgement is not to be
construed as H-GAC's endorsement or approval of the End User Agreement terms and conditions. CONTRACTORagreesnottoofferto,
agree to or accept from END USER any terms or conditions that conflict with or contravene those in CONTRACTOR's H-GAC contmet.
Further,termination of this Contract for any reason shall not result in the termination of the underlying End User Agreements entered into
between CONTRACTOR and any END USER which shall,in each instance,continue pursuant to their stated terms and duration.The only
effect of termination of this Contract is that CONTRACTOR will no longer be able to enter into any new End User Agreements with END
USERS pursuant to this Contract. Applicable H-GAC order processing charges will be due and payable to H-GAC on any End User
Agreements surviving termination of this Contract between H-GAC and CONTRACTOR.
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HACONTRACTSWmbulances,EMS&Other Special Service Vehicles\Sterling McCall FOrdrAM10-16.56
Ambulances.EMS& Other Special Service Vehicles Page 2 of 4
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ARTICLE 7: SUBCONTRACTS&ASSIGNMENTS
CONTRACTOR agrees not to subcontract,assign,transfer,convey,sublet or otherwise dispose ofthis Contract or any right,title,obligation or
interest it may have therein to any third party without prior written notice to H-GAC. H-GAC reserves the right to accept or reject any such
change. CONTRACTOR shall continue to remain responsible for all performance under this Contract regardless of any subcontract or R
assignment. H-GAC shall be liable solely to CONTRACTOR and not to any of its Subcontractors or Assignees.
ARTICLE 8: EXAMINATION AND RETENTION OF CONTRACTOR'S RECORDS
CONTRACTOR shall maintain during the course of its work,complete and accurate records ofitems that are chargeable to END USER under
this Contract. H-GAC,through its staff or its designated public accounting firm,the State of Texas,or the United States Government shall have
Ole right at any reasonable time to inspect copy and audit those records on or off the premises ofCONTRACTOR.Failure to provide access to
records maybe cause for terminationof this Contract. CONTRACTOR shall maintain all records pertinent to this Contract for a period ofnot ,
less than five(5)calendar years from the date ofacceptance of the final contract closeout and until any outstanding litigation,auditor claim has
been resolved. The right of access to records is not limited to the required retention period,but shall last as long as the records are retained.
CONTRACTOR further agrees to include in all subcontracts under this Contract,a provision to the effect that the subcontractor agrees that
H-GAC'S duly authorized representatives,shall,until the expiration of five(5)calendar years after final payment underthesubcontractor until
all audit findings have been resolved,have access to,and the right to examine and copy any directly pertinent books,documents,papers,
invoices and records of such subcontractor involving any transaction relating to the subcontract. I
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ARTICLE 9: REPORTING REQUIREMENTS
CONTRACTOR agrees to submit reports or other documentation in accordance with the General Terms and Conditions of the Bid
Specifications. If CONTRACTOR fails to submit to H-GAC in a timely and satisfactory manner any such report or documentation,or
otherwise fails to satisfactorily render performance hereunder,such failure may be considered cause for termination of this Contract.
ARTICLE 10: MOST FAVORED CUSTOMER CLAUSE
If CONTRACTOR,at any time during this Contract,routinely enters into agreements with other governmental customers within the State
of Texas,and offers the same or substantially the same products/services offered to H-GAC on a basis that provides prices,warranties,
benefits,and or terms more favorable than those provided to H-GAC,CONTRACTOR shall notify H-GAC within ten(10)business days
thereafter ofthat offering and this Contract shall be deemed to be automatically amended effective retroactively to the effective date of the
most favorable contract,wherein CONTRACTOR shall provide the same prices,warranties,benefits,or terms to H-GAC and its END i
USER. H-GAC shall have the right and option at anytime to decline to accept any such change,in which case the amendment shall be `
deemed null and void. If CONTRACTOR is of the opinion that any apparently more favorable price,warranty,benefit,or tern charged 1€f{
and/or offered a customer during the term of this Contract is not in fact most favored treatment,CONTRACTOR shall within ten(10)
business days notify H-GAC in writing,setting forth the detailed reasons CONTRACTOR believes aforesaid offer which has been deemed
to be a most&votd treatment,is not in fact most favored treatment. H-GAC,after due consideration of such written explanation,may
decline to accept such explanation and thereupon this Contract between H-GAC and CONTRACTOR shall be automatically amended,
effective retroactively,to the effective date of the most favored agreement,to provide the same prices,warranties,benefits,or terms to H-
GAC.
The Parties accept the following definition of routine:A prescribed,detailed course ofaction to be followed regularly;a standard procedure.
EXCEPTION: This clause shall not be applicable to prices and price adjustments offered by a bidder,proposer or contractor,iv/rich
are not ivithin bidder's/proposer's control[example; a manufacturer's bid concession], or to any prices offered to the Federal
Government and Its agencies. I
ARTICLE 11: SEVERABILITY
All parties agree that should any provision ofthis Contract be determined to be invalid or unenforceable,such determination shall not affect any
other tern of this Contract,which shall continue in full force and effect.
ARTICLE 12: DISPUTES
Any and all disputes concerning questions of factor of law arising under this Contract,which arc not disposed ofby agreement,shall be decided
by the Executive DirectorofH-GAC or his designee,who shall reduce his decision to writing and provide notice thereof to CONTRACTOR.
The decision of the Executive Director or his designee shell be final and conclusive unless,within thirty(30)days from the date of receipt of
such notice,CONTRACTOR requests a rehearing from the Executive Director of H-GAC. In connection with any rehearing under this
Article,CONTRACTOR shall be afforded an opportunity to be heard and offer evidence in support of its position. The decision of the s
Executive Director after any such rehearing shall be final and conclusive. CONTRACTOR may,if it elects to do so,appeal the final and
conclusive decision of the Executive Director to a court of competent jurisdiction. Pending final decision of a dispute hereunder,
CONTRACTOR shall proceed diligently with the performance of this Contract and in accordance with H-GAC'S final decision.
HACONTRACTS1Ambulances,EMS&Other Special Service Vehicles\Slerling McCall FardXAM10.16.56 e
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ARTICLE 13: LIMITATION OF CONTRACTOR'S LIABILITY
Except as specified in any separate writing between the CONTRACTOR and an END USER,CONTRACTOR's total liability under this
Contract,whether for breach of contract,warranty,negligence,strict liability,in tort or otherwise,but excluding its obligation to indemnify
H-GAC described in Article 14,is limited to the prim ofthe particular products1services sold hereunder,and CONTRACTOR agrees eitherto
refund the purchase price or to repair or replace product(s)that are not as warranted. In no event will CONTRACTOR be liable for any loss of
use,loss of time,inconvenience,commercial loss,lost profits or savings or other incidental,special or consequential damages to the full extent
such use may be disclaimed by law. CONTRACTOR understands and agrees that it shall be liable to repay and shall repay upon demand to
END USER any amounts determined by H-GAC,its independent auditors,or any agency of State or Federal government to have been paid in
violation of the terms of this Contract.
ARTICLE 14: LIMIT OF H-GAC'S LIABILITY AND INDEMNIFICATION OF H-GAC
H-GAC's liability under this Contract,whether for breach ofcontract,warranty,negligence,strict liability,in tort or otherwise,is limited to its
order processing charge. In no event will H-GAC be liable for any loss of use,loss of time,inconvenience,commercial loss,lost profits or
savings or other incidental,special or consequential damages to the full extent such use may be disclaimed by law. Contractor agrees,to the
extent permitted by law,to defend and hold harmless H-GAC,its board members,officers,agents,officials,employees,and indemnities from ,
any and all claims,costs,expenses(including reasonable attorney fees),actions,causes of action,judgments,and liens arising as a result of i
CONTRACTOR's negligent act or omission under this Contract. CONTRACTOR shall notify H-GAC of the threat of lawsuit or of any
actual suit filed against CONTRACTOR relating to this Contract.
ARTICLE 15: TERMINATION FOR CAUSE
H-GAC may terminate this Contract for cause based upon the failure of CONTRACTOR to comply with the terms and/or conditions ofthe
Contract;provided that H-GAC shalt give CONTRACTOR written notice specifying CONTRACTOR'S failure. If within thirty(30)
days after receipt of such notice, CONTRACTOR shall not have either corrected such failure, or thereafter proceeded diligently to
complete such correction,then H-GAC may,at its option,place CONTRACTOR in default and the Contract shall terminate on the date
specified in such notice. CONTRACTOR shall pay to H-GAC any order processing charges due from CONTRACTOR on that portion of
the Contract actually performed by CONTRACTOR and for which compensation was received by CONTRACTOR
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ARTICLE 16: TERMINATION FOR CONVENIENCE
Either H-GAC or CONTRACTOR may cancel or terminate this Contract at any time by giving thirty(30)days written noticeto the other.
CONTRACTOR may be entitled to payment from END USER for services actually performed;to the extent said services are satisfactory
to END USER.CONTRACTOR shall pay to H-GAC any order processing charges due from CONTRACTOR on that portion of the
Contract actually performed by CONTRACTOR and for which compensation is received by CONTRACTOR
ARTICLE 17: CIVIL AND CRIMINAL PROVISIONS AND SANCTIONS
CONTRACTOR agrees that it will perform under this Contract in conformance with safeguards against fraud and abuse as set forth by EEE
H-GAC,the State of Texas,and the acts and regulations of any funding entity.CONTRACTOR agrees to notify H-GAC of any suspected
fraud,abuse or other criminal activity related to this Contract through filing of a written report promptly after it becomes aware of such activity.
ARTICLE 18: GOVERNING LAW&VENUE
This Contract shall be governed by the laws of the State of Texas. Venue and jurisdiction of any suitor cause of action arising under or in S
connection with this Contract shall lie exclusively in Harris County,Texas. Disputes between END USER and CONTRACTOR are to be
resolved in accord with the law and venue riles of the state of purchase. CONTRACTOR shall immediately notify H-GAC ofsuch disputes.
ARTICLE 19: PAYMENT OF H-GAC ORDER PROCESSING CHARGE
CONTRACTOR agrees to sell its products to END USERS based on the pricing and other terms of this Contract,including,but not
limited to,the payment of the applicable H-GAC order processing charge. On notification from an END USER that an order has been
placed with CONTRACTOR,H-GAC will invoice CONTRACTOR for the applicable order processing charge.Upon delivery of any
product/service by CONTRACTOR and acceptance by END USER,CONTRACTOR shall,within thirty(30)calendar days or ten(10)
business days after receipt of payment,whichever is less,pay H-GAC the full amount of the applicable order processing charge,whether or
not CONTRACTOR has received an invoice from H-GAC. For sales made by CONTRACTOR based on this contract,including sales to
entities without lnterlocal Contracts, CONTRACTOR shall pay the applicable order processing charges to H-GAC. Further,
CONTRACTOR agrees to encourage entities who are not members of H-GAC's Cooperative Purchasing Program to execute an H-GAC
Interlocal Contract. H-GAC reserves the right to take appropriate actions including, but not limited to, contract termination if
CONTRACTOR fails to promptly remit H-GAC's order processing charge. In no event shall H-GAC have any liability to
CONTRACTOR for any goods or services an END USER procures from CONTRACTOR.
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H:tCONTRACTSWnbdancra,EMS&Other Special Service VehicleASrerling McCall Ford\AM10.I6.56 f
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ARTICLE 20: LIQUIDATED DAMAGES f
Any liquidated damagesterms will bedetermined between CONTRACTOR and END USER at thetime END USER's purchaseorderis I
placed. 1
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ARTICLE 21: PERFORMANCE AND PAYMENT BONDS FOR INDIVIDUAL ORDERS
H-GAC's contractual requirements DO NOT include a Performance&Payment Bond(PPB),and offered pricing should reflectthis cost
saving. However, CONTRACTOR must be prepared to offer a PPB to cover any specific order if so requested by END USER.
CONTRACTOR shall quote a price to END USER for provision of any requested PPB, and agrees to furnish the PPB within ten
business(10)days of receipt of END USEWs purchase order.
ARTICLE 22: CHANGE OF CONTRACTOR STATUS
CONTRACTOR shall immediately notify H-GAC,in writing,of ANY change in ownership,control,dealership/franchisee status,Motor II
Vehicle license status,or name,and shall also advise whether or not this Contract shall be affected in any way by such change. H-GAC
shall have the right to determine whether or not such change is acceptable,and to determine what action shall be warranted,up to and
including cancellation of Contract.
ARTICLE 23: _LICENSING REQUIRED BY TEXAS MOTOR VEHICLE BOARD IIFAPPLICABLEI
CONTRACTOR will for the duration of this Contract maintain current licenses that are required by the Texas Motor Vehicle Commission
Code.If al anytime during this Contract period,any CONTRACTOR'S license is not renewed,or is denied or revoked,CONTRACTOR
shall be deemed to be in default ofthis Contract unless the Motor Vehicle Board issues a stay or waiver. Contractor shall promptly provide
copies of all current applicable Texas Motor Vehicle Board documentation to H-GAC upon request.
IN WITNESS WHEREOF,the parties have caused this Contract to be executed by their duly authorized representatives.
Signed for Houston-Galveston
Area Council,Houston,Texas: �1
five Director {
Attest for Houston-Galveston
Area Council,Houston,Texas:
IMi hfclor of Public Services
Date: A/
Signed for Sterling McCall Ford
Houston, exas: .
Printed Name&Title: 1 1'1Jw �LJL�1�'t.W_I)
t
Date: 20//0 i
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Attest for Sterling McCall Ford #
Houston,Texas:
Printed Name&Title: s "A -u LNN..,al- Ca,l Ca#-.w Ac,-.� n12
Date: 7—' / .20,�{p F
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Attachment A
Sterling McCall Ford
Ambulances,EMS&Other Special Service Vehicles
Contract No.: AM1046
C.Other Specially Vehicle or Equipment
Urban Command Vehicle 8'9"on Ford F-350 Gas SRW '
HCOS S I19,000.00
Su erCab/Chassis
HC06 Urban Command Vehicle 8'9"on Ford F-350 Gas SRW Crew $ 122,000.00
Cab/Chassis
HC07 Urban Command Vehicle 8'9"on Ford F-350 Diesel SRW $ 129,500.00
Su rCab/Chassis
HCOS Urban Command Vehicle 87'on Ford F-350 Diesel SRW Crew $ 132,500.00
Cab/Chassis
HC13 Urban Command Vehicle 99"on Ford F-350 Gas DRW S 139,000.00
Su erCab/Chassis
HC14 Urban Command Vehicle 9'9"on Ford F-350 Gas DRW Crew $ 139,250.00
Cab/Chassis
HC15 Urban Command Vehicle 9'9"on Ford F-350 Diesel DRW S 149,000.00
Su erCab/Chassis
HC16 Urban Command Vehicle 9'9"on Ford F-350 Diesel DRW Crew S 150,750.00
Cab/Chassis
HC17 Urban Command Vehicle 9'9"on Ford F-450 Diesel DRW $ 155,000.00
Su erCab/Chassis
Urban Command Vehicle 9'9"on Ford F-450 Diesel DRW Crew
HC18 $ 156,750.00
Cab/Chassis
Mobile Health or Command Vehicle on Ford E-450 Cutaway Gas
IiC28 DRW Cab/Chassis $ 158,250.00
HC29 Mobile Health or Command Vehicle on Ford F-450 Diesel DRW S 180,000 00
Cab/Chassis
D.EMS Vehicle Conversion
HD03 Type I 12'on Ford F-350 Diesel DRW Cab/Chassis,Gen Pwrd Mod S 165,000.00
HD04 Type I 12'on Ford F-450 Diesel DRW Cab/Chassis,Gen Pwrd Mod $ 171,000.00
HD09 Type I 14'on Ford F-450 Diesel DRW Cab/Chassis,Gen Pwrd Mod $ 187,500.00
HD10 Type 114'on Ford F-550 Diesel DRW Cab/Chassis,Gen Pwrd Mod $ 187,250.00
HD18 Type III 12'on Ford E-350 Gas DRW Cab/Chassis,Gen Pwrd Mod $ 152,000.00
HD20 Type IE 14'on Ford E-450 Gas DRW Cab/Chassis,Gen Pwrd Mod $ 170,500.00
E.Remounts
HE03 Rmt.of Type 1 12'Frazer conversion on Ford F-350 Diesel DRW $ 74,500.00
Cab/Chassis
HE04 Rmt.of Type 1 12'Frazer conversion on Ford P450 Diesel DRW $ 80,500.00
Cab/Chassis
HEIO Rmt.of Type 114'Frazer conversion on Ford F450 Diesel DRW S 90,750.00 6
Cab/Chassis
HFl I Rmt.of Typa I 14'Frazer conversion on Ford F-550 Diesel DRW $ g0,500.00 i
CablChassis
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HE19 Rmt.of Type 111 12'Frazer conversion on Ford E-350 Gas DRW $ 57,750.00
Cab/Chassis
HE21 Rrnt.of Type 111 14'Frazer conversion on Ford E-450 Gas DRW $ 60,250.00
Cab/Chassis
HE24 Rmt,of UCV on Ford F-350 Gas DRW SuperCablChassis $ 63,250.00
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