Item 4I 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 4I Approve Purchase of Replacement Hydro Excavator from
Houston Freightliner in the amount of $387,742
Action
Requested: Approve purchase of replacement hydro excavator from Houston
Freightliner in the amount of $387,742
Background
Information: Per the Southlake Vehicle Replacement Policy this vehicle is
scheduled for replacement. State of Texas and City of Southlake
bidding requirements have been met by utilizing a HGAC cooperative
purchasing contract.
Department Vehicle Type Cost
Public Works Water Hydro-Excavator $387,742
TOTAL $387,742
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 costs.
Supporting
Documents: HGAC Pricing Worksheets.
Staff
Recommendation: Approve the purchase of the replacement vehicle from Houston
Freightliner.
Contract
No.:HT06-18 Date
Prepared:9/7/2018
Buying
Agency:Contractor:
Contact
Person:
Prepared
By:
Phone:Phone:
Fax:Fax:
Email:Email:
Product
Code:C3 Description:
89830
Cost Cost
1159 159
9884 299
2577
3188
680
617
1130
3230
308
471 323303
320
221 Subtotal B: 347546
Cost Cost
Subtotal C: 0
0%
1 437376 = Subtotal D: 437376
Subtotal E: 1500
Cost Cost
-50,000
-1134
Subtotal F: -51134
387742
Description
264" Wheelbase
Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit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
Basic High Back Air Driver Seat
RH Understep Aftertreatment w Vert Stack
Allison 4500 RDS Auto Trans
Stationary Grille
Subtotal From Additional Sheet(s):
LH 100 Gallon Fuel Tank
11R22.5 XDE Rear Tires
DA-F-20 20,000 LB Front Axle
G. Total Purchase Price (D+E+F): Delivery Date:
Subtotal From Additional Sheet(s):
Quantity Ordered:
F. Trade-Ins / Special Discounts / Other Allowances / Freight / Installation / Miscellaneous Charges
X Subtotal of A + B + C:
IH 7400 HYDRO X 9 Yard Trade in
Discount
CONTRACT PRICING WORKSHEET
For MOTOR VEHICLES Only
2018 Freightliner 114SD TRA
A. Product Item Base Unit Price Per Contractor's H-GAC Contract:
817-748-8010 713-676-1603
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.
City of Southlake
Tim Slifka
817-748-8312
tslifka@ci.southlake.tx.us
Houston Freightliner
Adam Neuse
713-580-8148
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.)
adam.neuse@strhouston.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)
Description
For this transaction the percentage is:
Haulmaxx 46,000 LB Rear Suspension
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.)
HydroXCavation Body VACCON VXPD4212425/65R22.5 XZY Front Tires
20,000 LB Taberleaf Front Suspension
AM/FM Radio
DD13 450HP 1550 LB FT TQ
RT-46-160 46,000 LB Rear Axle
Authorized Vac-Con Service and Warranty Center: Date 5/9/2018
CLS Equipment Co., Inc. Number 71929R1
726 So. Sherman St. Type of Quote Xcavator
Richardson, TX 75081
972-479-1335 Office PO
HGAC CONTRACT
HT06-18
PRICING
Retail Purchaser City of Southlake, Texas
Mr. Tim Slifka
Ship To
City of Southlake, Texas Water Department
1400 Main Street Suite 440
Southlake, Texas 76092
817-748-8312
Comments
Training, Delivery and Support Included
Model Number - V VXPD4212LHE/1300 M H
Standard Equipment Includes:
Vacuum System (as specified by Model Number)
Cyclone Separator
Hydrostatic Blower Drive
Front Loading 10' Telescopic Boom with Pendant Control Station
270 Degree Rotating Boom
8" Vacuum Intake Hose
Aluminum Diamond Plate Storage Boxes & Cabinets
Cross Linked Polyethylene Water Capacities: 800, 1100 & 1300 gallons with 10 Year Warranty
Automatic Vacuum Breaker Shut Off
20 gpm/4000 psi Water System - Hydraulically Driven
100' retractable high-pressure hose reel, high-pressure digging wand
Corten Steel Debris Body with 5 Year Warranty
5" Butterfly Valve with 10' Layflat Hose
Debris tank Dumping: minimum 50 deg., hydraulic scissors lift - power up/power down
Low Pressure Hand Gun with Quick Connect at Pump with 25' of 1/2" Hose
Full Opening Rear Door / Hydraulic Door Locks / Hydraulic Door Grabber
Boom Tie Down with Front Mounted Joystick for Ease of Operation
Passenger Side Controls
Passenger Control Panel Cabinet Aluminum Diamond Plate (35" x 14" x 24")
Water Pump and Hose Reel Cabinet / Passenger Side Aluminum Diamond Plate (51" x 20" x 30")
Storage Box Behind Cab Aluminum Diamond Plate (16" x 42" x 96")
Single Axle Units: Drivers Side Storage Cabinet Aluminum Diamond Plate (51" x 24" x 24")
Tandem Axle Units: Drivers Side Storage Cabinet Aluminum Diamond Plate (51" x 44" x 24")
Tandem Axle Units with 180" CT: Storage Box Behind Cab Aluminum Diamond Plate (16" x 42" x 48")
2 Joystick Controls 1-Passenger Side Control Panel, 1-Front Bumper
Emergency Shut Off
Reflective Striping / Side & Chevrons
20.5' aluminum intake pipe(1-3', 1-5', 1-6', and 1-6.5' nozzle)
ICC lighting
DuPont Elite Polyurethane Paint
12 month standard warranty - see certificate for details
5# Fire Extinguisher
Set of Triangles
Included Options:
Model VXPD4212LHE/1300 (12 Cubic Yard / 1300 Gallons Water / 4500CFM@18’’ Vacuum
Blower
Blower Hydrostatic Drive
Boom 8' x 8" Rear Mounted Telescoping Power Flex Boom with Pendant Control Station
Water System 20 gpm/4000 psi Water System - Hydrostatic Drive
Auxiliary Engine Drive Engine
Water Pump GIANT
Other Included Items
Qty Description
1 Lazy Susan 5 Pipe Rack
1 1/4 Turn Drain Valve - Water Tanks Drain
1 Toolboxes to be Black Powder Coated
1 Debris Body "Power Flush" System, 8 jets
1 6" Knife Valve, Lower Rear Door Mounted with Cam-Lock (Drain hose NOT included)
1 Rear, Hydraulic Pump Off System, 400 gpm with 20' lay flat hose
1 A Flat Style Rear Door ilo Dome Style Door Including Hydraulic Opener will be Provided
1 Rear Splash Shield - Rear Flange Mounted
1 Air Purge System
1 Folding Pipe Rack (3), Tank Mtd, Curbside
1 (2) Roll out shelves for storage box behind cab
2 Mirror Mounted LED Beacon/Strobe Light with Limb Guard - Whelen L21HAP LED Beacon with Whelen BGH
Branch Guard
1 LED strobe with Limb Guard, Rear Debris Tank Mounted - Whelen L21HAP LED Beacon with Whelen BGH
Branch Guard
1 LED 4 Strobes - (2) front bumper / (2) rear bumper - Whelen 50A03ZCR - Amber
1 LED Arrow stick - Whelen TAM85 Traffic Advisor
1 Low Water Alarm with Light
1 Remote Control (Wireless): Boom, Vacuum Breaker, Throttle & Debris Body (includes Hi-Dump, if applicable).
Does not include remote cable pendant controls for boom or hi dump.
1 Back Up Alarm
1 50' Capacity Retractable Hand Gun Hose Reel
1 3' x 8" Aluminum Pipe Extension
1 4' x 8" Aluminum Pipe Extension
1 5' x 8" Aluminum Pipe Extension
5 8" Quick Clamp, spare, 680-0015
1 Rear Mounted Tow Hooks
1 Water Pump Remote Oil Drain
1 Water Cooler Rack
1 LED Boom Mounted Flood Lights with Limb Guard - Whelen NP6BB Worklight
1 LED Rear Mounted Flood Lights with Limb Guard - Whelen NP6BB Worklight
1 Paint Chassis Hood Flat Black
1 711-30904 Hydro. X Lance Assy. - Must Choose Hydro X. Package - 72" with quick disconnects, 1/2 schedule 80,
horizontal handle
1 LED Flood Light - Auxiliary Engine/Driver's Side Area - Whelen NP6BB Worklight
1 Traffic Camera With Color Monitor - MUST PICK CAMERA PLACEMENT
1 Rear Camera Placement
2 Rear Door Drain Valve Flush Out Connection
1 Cone Rack, Between Bogies, Tandem
2 Screen assembly over drain port in debris tank
1 Debris tank drain screen placement - Standard drain valve
1 Debris tank drain screen placement - Rear door pump off
1 LED Midbody Flood Lights with guards - Whelen NP6BB (Driverside and Curbside)
Truck Chassis Information
Pool Truck Chassis Model
2018 Freightliner 114SD 6x4 66000GVWR / Detroit DD13 450HP / Allison Auto 4500RDS .
Qty Description
1 Air seat, passenger
Machine Total $437,742.00
IH 7400 HYDRO X 9 Yard Single Axle Trade In Allowance <$50,000.00
>
Total $387,742.00
Offered by:_Jerry Sonnier __
Accepted by:______________________________
DocuSign Envelope ID:D01F5CCF-6485-4D62-*81094D675C2A
H-GAC
Houston-Galveston Area Council
P.O.Box 22777 • 3555 Timmons • Houston,Texas 77227-2777
Cooperative Agreement-Houston Freightliner,Inc.-Public Services-18-00283
18-00283
GENERAL PROVISIONS
This Agreement is made and entered into, by and between the Houston-Galveston Area Council
hereinafter referred to as H-GAC having its principal place of business at 3555 Timmons Lane, Suite
120, Houston, Texas 77027 and Houston Freightliner, Inc., hereinafter referred to as the Contractor,
having its principal place of business at 9550 North Loop East, Houston, TX 77029.
WITNESSETH:
WHEREAS, H-GAC hereby engages the Contractor to perform certain services in accordance with the
specifications of the Agreement; and
WHEREAS, the Contractor has agreed to perform such services in accordance with the specifications of
the Agreement;
NOW, THEREFORE, H-GAC and the Contractor do hereby agree as follows:
ARTICLE 1:LEGAL AUTHORITY
The Contractor warrants and assures H-GAC that it possesses adequate legal authority to enter into
this Agreement. The Contractor's governing body, where applicable, has authorized the signatory
official(s)to enter into this Agreement and bind the Contractor to the terms of this Agreement and any
subsequent amendments hereto.
ARTICLE 2:APPLICABLE LAWS
The Contractor agrees to conduct all activities under this Agreement in accordance with all applicable
rules, regulations, directives, standards, ordinances, and laws, in effect or promulgated during the term
of this Agreement, including without limitation, workers'compensation laws, minimum and maximum
salary and wage statutes and regulations, and licensing laws and regulations. When required, the
Contractor shall furnish H-GAC with satisfactory proof of its compliance therewith.
ARTICLE 3:INDEPENDENT CONTRACTOR
The execution of this Agreement and the rendering of services prescribed by this Agreement do not
change the independent status of H-GAC or the Contractor. No provision of this Agreement or act of H-
GAC in performance of the Agreement shall be construed as making the Contractor the agent, servant
or employee of H-GAC, the State of Texas or the United States Government. Employees of the
Contractor are subject to the exclusive control and supervision of the Contractor. The Contractor is
solely responsible for employee related disputes and discrepancies, including employee payrolls and any
claims arising therefrom.
ARTICLE 4:WHOLE AGREEMENT
The General Provisions, Special Provisions, and Attachments, as provided herein, constitute the
complete Agreement ("Agreement")between the parties hereto, and supersede any and all oral and
written agreements between the parties relating to matters herein. Except as otherwise provided
herein, this Agreement cannot be modified without written consent of the parties.
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DocuSign Envelope ID:D01F5CCF-6485-4D62-*81094D675C2A is
ARTICLE 5: SCOPE OF SERVICES
The services to be performed by the Contractor are outlined in an Attachment to this Agreement.
ARTICLE 6: PERFORMANCE PERIOD
This Agreement shall be performed during the period which begins Jun 012018 and ends May 31 2020.
All services under this Agreement must be rendered within this performance period, unless directly
specified under a written change or extension provisioned under Article 15, which shall be fully
executed by both parties to this Agreement.
ARTICLE 7: PAYMENT OR FUNDING
Payment provisions under this Agreement are outlined in the Special Provisions.
ARTICLE 8: REPORTING REQUIREMENTS
If the Contractor fails to submit to H-GAC in a timely and satisfactory manner any report required by
this Agreement, or otherwise fails to satisfactorily render performances hereunder, H-GAC may
terminate this agreement with notice as identified in Article 16 of these General Provisions. H-GAC
has final determination of the adequacy of performance and reporting by Contractor. Termination of
this agreement for failure to perform may affect Contractor's ability to participate in future
opportunities with H-GAC. The Contractor's failure to timely submit any report may also be considered
cause for termination of this Agreement.
Any additional reporting requirements shall be set forth in the Special Provisions of this Agreement.
ARTICLE 9: INSURANCE
Contractor shall maintain insurance coverage for work performed or services rendered under this
Agreement as outlined and defined in the attached Special Provisions.
ARTICLE 10: SUBCONTRACTS and ASSIGNMENTS
Except as may be set forth in the Special Provisions, the Contractor agrees not to subcontract, assign,
transfer, convey, sublet or otherwise dispose of this Agreement or any right, title, obligation or interest
it may have therein to any third party without prior written approval of H-GAC. The Contractor
acknowledges that H-GAC is not liable to any subcontractor or assignee of the Contractor. The
Contractor shall ensure that the performance rendered under all subcontracts shall result in
compliance with all the terms and provisions of this Agreement as if the performance rendered was
rendered by the Contractor. Contractor shall give all required notices, and comply with all laws and
regulations applicable to furnishing and performance of the work. Except where otherwise expressly
required by applicable law or regulation, H-GAC shall not be responsible for monitoring Contractor's
compliance, or that of Contractor's subcontractors, with any laws or regulations.
ARTICLE 11:AUDIT
Notwithstanding any other audit requirement, H-GAC reserves the right to conduct or cause to be
conducted an independent audit of any transaction under this Agreement, such audit may be performed
by the H-GAC local government audit staff, a certified public accountant firm, or other auditors
designated by H-GAC and will be conducted in accordance with applicable professional standards and
practices. The Contractor understands and agrees that the Contractor shall be liable to the H-GAC for
any findings that result in monetary obligations to H-GAC.
ARTICLE 12: EXAMINATION OF RECORDS
The Contractor shall maintain during the course of the work complete and accurate records of all of the
Contractor's costs and documentation of items which are chargeable to H-GAC under this Agreement.
H-GAC, through its staff or designated public accounting firm, the State of Texas, and United States
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