Item 4C MemoM E M O R A N D U M
October 1, 2019
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Timothy Slifka, Purchasing Manager
Subject: Item 4C Approve Purchase of Replacement Vehicles from Silsbee Ford
in an amount not to exceed $281,000
Action
Requested: Approve the purchase of replacement vehicles from Silsbee Ford for
Public Works in an amount not to exceed $281,000.
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
Goodbuy cooperative purchasing contracts.
Department Unit # Vehicle Type Cost
Unit # 760 2020 Ford F150 Pickup $36,196
Unit #’s 953, 968 2020 Ford F150 Pickup 4x4 $80,133
Unit # 735 2020 Ford F550 Service Body $164,671
TOTAL $281,000
The City’s Vehicle Replacement Committee in June 2019 reviewed
and discussed vehicles scheduled for replacement per the Policy and
to review available options. The committee evaluated individual
vehicle condition, repair history, age, mileage and usage before
recommending replacement.
Financial
Considerations: The request will be funded through the FY 2020 Vehicle Replacement
Fund.
Strategic Link: C1 – Achieve the highest standards of safety and security.
B2 – Collaborate with select partners to implement service
solutions.
F2 – Invest to provide and maintain high quality public assets.
Citizen Input/
Board Review: None
Legal Review: None
Alternatives: Deny and retain the old vehicles. This will lead to increased vehicle
maintenance cost.
Supporting
Documents: Goodbuy Cooperative Pricing Worksheets.
Staff
Recommendation: Approve the purchase of these vehicles from Silsbee Ford.
Prepared by:
Phone:
Email:
Date:
A.6 20,378.00$
B.Factory Options
Code Bid Price Code Bid Price
X1C 3,480.00$ 67T 270.00$
YZ -$ -$
AG -$
995 1,995.00$ PRO 2,280.00$
XL3 420.00$
101A 1,730.00$
85A -$
50S -$
52P -$
53A 995.00$
11,170.00$
(384.50)$
C.Additional Options [not to exceed 25%]$=14.3 %
Bid Price Bid Price
150.00$
350.00$
325.00$
2,895.00$
200.00$
195.00$
395.00$
4,510.00$
D.Floor Plan Interest (for in-stock and/or equipped vehicles):-$
E.Lot Insurance (for in-stock and/or equipped vehicles):-$
F.Contract Price Adjustment:-$
G.Additional Delivery Charge:299 miles 523.25$
H.Subtotal:36,196.75$
I.Quantity Ordered 1 x K =36,196.75$
J.Trade in:-$
K.
L.TOTAL PURCHASE PRICE INCLUDING GOODBUY FEE 36,196.75$
GOODBUY Administrative Fee ($300 per purchase order)
SYNC (BLUETOOTH)
CRUISE
POWER EQUIPMENT GROUP #760
Options
Total of C. Unpublished Options:
TINT WINDOWS
WHELEN AMBER/BLUE REAR LEDS X2 BUMPER
SPRAY IN BEDLINER
TUBULAR CAB STEPS
WHELEN AMBER/BLUE LIGHTBAR TO SPEC
2020 FORD F150
4 KEYS
101A MID LEVEL PKG
TRAILER TOW PKG
Options
Options
F150 SUPER CAB 4X2 6.5' BED
3.31 ELECTRONIC LOCKING AXLE
PRODUCT PRICING SUMMARY
A. Base Price:
REAR VIEW CAMERA
6/100K PREMIUM $100 DED
Options
Bid Item:
EXTERIOR WHITE
INTERIOR GRAY VINYL 40/20/40
TRAILER BRAKE CONTROLLER
GOODBUY 19 8F000 VEHICLES www.purschasing.esc2.net
VENDOR--Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656
CITY OF SOUTHLAKEEnd User:
Contact:
Email:rhyder.cowboyfleet@gmail.com
RICHARD HYDER
(409) 300-1385
August 20, 2019
TSLIFKA@CI.SOUTHLAKE.TX.US
INSTALLATION
TIM SLIFKA 817.748.8312
5.0L V8 GAS FLEX FUEL
Product Description:
Published Option Discount (5%)
Total of B. Published Options:
Prepared by:
Phone:
Email:
Date:
A.6 20,378.00$
B.Factory Options
Code Bid Price Code Bid Price
X1E 7,010.00$ 67T 270.00$
YZ -$ -$
AG -$ -$
995 1,995.00$ PRO 2,480.00$
XL3 420.00$
101A 1,730.00$
85A -$
50S -$
52P -$
53A 995.00$
14,900.00$
(394.50)$
C.Additional Options [not to exceed 25%]$=12.8 %
Bid Price Bid Price
150.00$
350.00$
325.00$
2,895.00$
200.00$
195.00$
395.00$
4,510.00$
D.Floor Plan Interest (for in-stock and/or equipped vehicles):-$
E.Lot Insurance (for in-stock and/or equipped vehicles):-$
F.Contract Price Adjustment:-$
G.Additional Delivery Charge:299 miles 523.25$
H.Subtotal:39,916.75$
I.Quantity Ordered 2 x K =79,833.50$
J.Trade in:-$
K.300.00$
L.TOTAL PURCHASE PRICE INCLUDING GOODBUY FEE 80,133.50$
GOODBUY Administrative Fee ($300 per purchase order)
SYNC (BLUETOOTH)
CRUISE #953
POWER EQUIPMENT GROUP
Options
Total of C. Unpublished Options:
TINT WINDOWS
WHELEN AMBER/BLUE REAR LEDS X2 BUMPER
SPRAY IN BEDLINER
TUBULAR CAB STEPS
WHELEN AMBER/BLUE LIGHTBAR TO SPEC
2020 FORD F150
4 KEYS
#968
101A MID LEVEL PKG
TRAILER TOW PKG
Options
Options
F150 SUPER CAB 4X4 6.5' BED
3.31 ELECTRONIC LOCKING AXLE
PRODUCT PRICING SUMMARY
A. Base Price:
REAR VIEW CAMERA
ELECTRONIC SHIFT ON THE FLY
6/100K PREMIUM $100 DED
Options
Bid Item:
EXTERIOR WHITE
INTERIOR GRAY VINYL 40/20/40
TRAILER BRAKE CONTROLLER
GOODBUY 19 8F000 VEHICLES www.purschasing.esc2.net
VENDOR--Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656
CITY OF SOUTHLAKEEnd User:
Contact:
Email:rhyder.cowboyfleet@gmail.com
RICHARD HYDER
(409) 300-1385
August 20, 2019
TSLIFKA@CI.SOUTHLAKE.TX.US
INSTALLATION
TIM SLIFKA 817.748.8312
5.0L V8 GAS FLEX FUEL
Product Description:
Published Option Discount (5%)
Total of B. Published Options:
Prepared by:
Phone:
Email:
Date:
A.10.6
B. Factory Options
Code Bid Price Code Bid Price
W5H 213
99T HIT
Z1
512
90L
52B 525
67A
43C
66S
X4N
-$
-$
C. Additional Options [not to exceed 25%] $=#DIV/0!%
Bid Price Bid Price
TUBULAR CAB STEPS
WHELEN AMBER/BLUE LIGHTBAR TO SPEC
WHELEN 700 LIGHTS AMBER/RED REAR X2
-$
D. Floor Plan Interest (for in-stock and/or equipped vehicles):
E. Lot Insurance (for in-stock and/or equipped vehicles):
F. Contract Price Adjustment:
G. Additional Delivery Charge:299 miles
H. Subtotal:-$
I. Quantity Ordered 1 x K = -$
J. Trade in:-$
K.
L. Total Purchase Price Including GOODBUY Fee
Not to
Exceed 164,671.00$
Bid Item:
EXTERIOR WHITE
ELECTRONIC SHIFT ON THE FLY
2020 FORD F550
GOODBUY 18-18 8F000 VEHICLES www.purchasing.esc2.net
VENDOR--Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656
CITY OF SOUTHLAKEEnd User:
Contact:
Email:
TIM SLIFKA 817.748.8312
TSLIFKA@CI.SOUTHLAKE.TX.US
Product Description:
Options
F550 CREW CAB 4X4 84"CA
POWER EQUIPMENT GROUP MILLER ENPAK POWER UNIT
Total of B. Published Options:
4.10 LIMITED SLIP AXLE
SPARE TIRE AND WHEEL
Options
PRODUCT PRICING SUMMARY
A. Base Price:
KNAPHEIDE 6132DLR-44K CRANE
BODY, STELLAR7651 HYDRAULIC
CRANE W/ HYDRAULIC OUTRIGGERS,
6.7L V8 DIESEL
rhyder.cowboyfleet@gmail.com
RICHARD HYDER
(409) 300-1385
DUAL ALTERNATORS Unit # 735
TINTED WINDOWS
CRUISE
110V/400W OUTLET
TRAILER BRAKE CONTROLLER
Options
DISCOUNT
Total of C. Unpublished Options:
GOODBUY Administrative Fee ($300 per purchase order)
UPFITTER SWITCHES
4 KEYS
Options
Published Option Discount (5%)
ORIGINAL DOCUMENT
CITY OF SOUTIILAKE
Council Action: ye)
1i"� Ord./Res. No.
P'111111111111111111 Date Approved' 'a 0)1 s
o Purchasing Program of the fAucalion Service Center,Region 2
Interlocal Participation Agreement for the GoodBuy Purchasing Cooperative
I
The GoodBuy Purchasing Cooperative("GoodBuy"),is a Purchasing Cooperative authorized by Tex.Gov't Code j
§§ 791.001 et seq. as amended, operated by the Education Service Center, Region 2 ("Region 2 ESC"), a state
agency,as authorized by Tex.Educ. Code("TEC") §8.002 and TEC§44.031(a)(4). The purpose of this Agreement I
is to facilitate compliance with state bidding requirements,to identify qualified vendors of commodities,goods and i
services, to relieve the burdens of the governmental purchasing function, and to realize the various potential
economies, including administrative cost savings,for Program Members. Program Members may purchase goods
and services from any and all GoodBuy vendors, under the same terms, conditions, and price as stated in each i
GoodBuy awarded contract. GoodBuy excludes engineering, architectural, land surveyors, doctors, nurses and
construction services. The purchase of goods through GoodBuy includes the purchase of any services reasonably
required for the installation,operation,or maintenance of purchased goods,where such services are included in the
awarded Vendor contract.
MEMBERSHIP
1. Program Members. Program Members must be qualifying local governmental entities of the State of Texas
or another State;or qualifying private non-profit entities with tax exempt status under IRS Code Section 501(c)(3),
operating private schools or child care facilities.
2. To become a Program Member requires the approval of this Agreement by the governing body of the
Member,and by the Region 2 ESC Board of Directors.Each Program member must submit a copy of this Agreement
signed by an authorized representative of the Member, along with a signed copy of a Resolution approved by the
Program Member's governing body,to Region 2 ESC, as a condition of membership,as set forth below.
3. Non-governmental Members. In addition to the membership requirements set forth in Paragraph 2 above,
all non-governmental entities seeking membership in GoodBuy must produce such documents as may be required
from time to time by GoodBuy,to demonstrate each such non-governmental entity is eligible to become a Program l
Member under applicable law. i
4. Membership Term. This Agreement shall be for one calendar year, which shall run from September 1
through August 31 of each calendar year,and shall become effective upon approval by both the Program Member's
governing body,and the Region 2 ESC Board of Directors.This Agreement shall automatically renew for successive
one-year terms, unless sooner terminated as provided in this Agreement. The terms and conditions of this
Agreement shall apply to the initial term of Membership and all renewals, unless the terms and conditions are
modified in writing,and approved by the governing body of GoodBuy,the Region 2 ESC Board of Directors. There
is no fee for Program Membership.
5. Termination of Membership. Either the Program Member or Region 2 ESC may elect to non-renew this
Agreement by sixty(60)days written notice of non-renewal delivered to the designated representative of the other
party,as set forth below.This Agreement may also be terminated by either party upon thirty(30)days prior written
notice to the designated representative set forth below,with or without cause. If the Program Member terminates
its participation during the tern of this Agreement or if GoodBuy terminates participation of the Program Member
under any provision of this Article,the Program Member shall bear the full financial responsibility for any purchases
by the Program Member occurring after the termination date.
GoodBuy Participation Agreement 1
k
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ollHII I111 ill Il11111
r Purr basing Program of the Education Service Center,Region 2
Services Provided by GoodBuy:
GoodBuy will:
• Provide the organization and administrative structure of the program, including all staff necessary for the
efficient operation of the program;
• Solicit requests from Program Members for adding categories/commodities and relevant specifications,and
quantity demands for goods and services that could be included in the GoodBuy program;
i
• Prepare specifications for procurement of goods and services to be included in the GoodBuy program;
• Publish solicitations for prices and bids from potential Vendors of goods and services to be included in the
GoodBuy program;
• Qualify potential Vendors and their goods or services, based on published bid criteria, and including the
conducting of due diligence of potential Vendors;
• Tabulate price quotes, unit prices, and other information provided by potential Vendors of goods and
services,to determine awarded Vendors for specific goods and services;
• Making all Vendor background research information and bids, and GoodBuy awarded Vendor contract
analysis information available to Program Members; I
• Maintain and publish the list of all GoodBuy awarded contracts, including all relevant information about
the goods and services available under each awarded Vendor contract;and
• Provide Members with procedures for ordering,delivery,and billing for Member purchases from GoodBuy
vendors.
Region 2 ESC is the designated entity that shall supervise the GoodBuy performance of this Agreement.
Any written notice to the GoodBuy Purchasing Cooperative shall be made by first class mail,postage prepaid, and
delivered to: GoodBuy Purchasing Cooperative, Education Service Center, Region 2, 209 N. Water St., Corpus
Christi, Texas 78401-2528 or by e-mail sent and actually received by GoodBuy to a GoodBuy Relations
Representative at goodbuy@esc2.net.
Member Obligations:
• Each Program Member warrants that all Vendor payments, or other disbursements required under this
Agreement will be made from current revenues budgeted and available to that Member.
• Program Members commit to purchase goods and services that become part of the official GoodBuy
products and services list when it is in the best interest of the member entity.
• Each Program Member agrees to prepare purchase orders or provide other documentation issued to the
appropriate vendor from the official awarded Vendor list provided by GoodBuy clearly noting contract
number on it,as may be required by Member policy and procedures; provide a copy of each such Purchase G
Order,or Member approved order confirmation, Vendor Invoice or other proof of purchase for a purchase
to the GoodBuy representative no later than 60 business days of the Member purchase from a GoodBuy
Vendor;
• Accept shipments of products or delivery of services ordered from vendors in accordance with standard
GoodBuy purchasing procedures.
GoodBuy Participation Agreement 2
. ,� ,����;��� IIII IIII 1111111111
buy
Ptxcwng Program of the Education Service Center,Region 2
• Pay Vendors in a timely manner for all goods and services received.
• Report promptly in writing to GoodBuy any and all instances in which a Program Member has rejected
goods or services delivered to the Member by any awarded GoodBuy Vendor, or has cancelled any
previously approved Purchase Order or invoice Order for goods or services to be provided by any awarded
GoodBuy Vendor,to the designated GoodBuy representative.
• It is also a condition precedent to the approval of this Agreement for each Program Member by the Board
of Directors of Region 2 ESC,that each prospective Program Member shall designate the person or persons
who have express authority to represent and bind the Program Members in the administration and operation
of this Agreement,with respect to GoodBuy purchasing,and Region 2 ESC will not be obligated to contact
any other individual(s) regarding GoodBuy matters. A Program Member may change the designated
Member representative listed below
below at any time by submitting written notice to goodbuy@esc2.net.
Program Member Name: C/ /z 0 J-" .500/ �lo
Program Member Designated GoodB y representative(s):
Name: 'Ten S h-PIte-a. Contact Information:
Title: _r�,,,s1_;ne /Pwn " (Address)
Email: esl,"-E",E C Cj.ac,41,ke,- -x. V-S City:
Telephone: el 7— ?y —Lf ry Z State: 7—exee y
Facsimile: ?U/U
The Program Member shall provide proof of goods and services purchased via any GoodBuy contract(purchase
orders,monthly activity reports,order confirmations, invoices, etc.)to GoodBuy(ail purchases conducted through
GoodBuy Awarded Vendor contracts). These reports may be modified from time to time as deemed appropriate by
GoodBuy.
GENERAL TERMS AND CONDITIONS
1. Governing Law and Venue. The Program Member and GoodBuy agree that this Agreement is governed by
the law of the State of Texas and the published policies and procedures of GoodBuy. Any and all suits arising from
this Agreement shall be brought in a court of competent jurisdiction and venue shall lie in Nueces County, Texas. j
2. Cooperation and Access.The Program Member and GoodBuy agree that they will cooperate in compliance
with any reasonable requests for information and/or records made by GoodBuy or the Program Member. GoodBuy
reserves the right to audit the relevant records of any Program Member,and vice-versa.
3. Defense and Prosecution of Claims. The ESC shall not be responsible or obligated to defend any claims
against the Member or prosecute any claims on behalf of the Member.
4. Legal Counsel. The Region 2 ESC shall not be responsible or obligated to provide or act as legal counsel
to the Member with respect to any matter regarding this Agreement.
S. Purchase Contracts. The Region 2 ESC and GoodBuy shall not be a party to any contracts made by the
Member for the purchase of goods or services with any vendor through the GoodBuy program.
GoodBuy Participation Agreement 3
buy
Purchasing Program of the Fducition Service Center,Region 2
6. No Warranty. The Region 2 ESC and/or GoodBuy does not warrant, sponsor, or endorse the goods or
services of any GoodBuy Vendor.
7. It is the responsibility of the Program Member purchasing from GoodBuy awarded vendors ensure that
the applicable purchasing requirements for the Member are met in accordance with all applicable local, state and
federal procurement law.
8. Mediation. All claims and disputes arising under this Agreement shall be submitted to non-binding
mediation before a neutral mediator in Nueces County, Texas, with the party demanding mediation of a claim
being obligated to pay all costs and expenses of mediation.
9. Compliance with Procurement Laws. GoodBuy shall use its best effects to solicit prices for goods and
services in compliance with all applicable laws and regulations governing purchase contracts by Members, and
will keep a record of its procurement methodology for inspection by any Member. Each Member is responsible
for determining, in consultation with its legal counsel,whether purchasing through this cooperative will satisfy
the requirements of any applicable law or regulation governing the Program Member.
10. This Agreement contains the entire agreement of the Parties hereto with respect to the matters covered by
its terms, and it may not be modified in any manner without the express written consent of the Parties.
11. If any term(s)or provision(s)of this Agreement are held by a court of competent jurisdiction to be invalid,
void, or unenforceable,the remainder of the provisions of this Agreement shall remain in full force and effect
12. No Party to this Agreement waives or relinquishes any immunity or defense on behalf of itself, its
directors, officers, employees, representatives and agents as a result of its execution of this Agreement and
performance of the functions and obligations described herein.
13. THE GOODBUY PURCHASING COOPERATIVE, ITS ENDORSERS,AND SERVICING
CONTRACTORS HEREBY DISCLAIM ANY AND ALL WARRANTIES,EXPRESS OR IMPLIED, IN
REGARD TO ANY INFORMATION,PRODUCT,OR SERVICE FURNISHED UNDER THIS
AGREEMENT, INCLUDING WITHOUT LIMfTATION,ANY AND ALL IMPLIED WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
14. THE PARTIES AGREE THAT IN REGARD TO ANY AND ALL CAUSES OF ACTION ARISING OUT
OF OR RELATING TO THIS AGREEMENT, NEITHER PARTY SHALL BE LIABLE TO THE OTHER
UNDER ANY CIRCUMSTANCES FOR SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR EXEMPLARY
DAMAGES,EVEN IF IT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES
15. GoodBuy and Region 2 ESC, their ENDORSERS AND SERVICING CONTRACTORS, DO NOT
WARRANT THAT THE OPERATION OR USE OF PROGRAM SERVICES WILL BE
UNINTERRUPTED OR ERROR-FREE.
GoodBuy Participation Agreement 4
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buy
Purchasing PW,)rn of the Education Service Center,Re&x)2
16, Merger: The Interlocal Participation Agreement, Board Resolution, 'Terms and Conditions, and General
Provisions represent the complete understanding of the GoodBuy Purchasing Cooperative, and Program Member
electing to participate in the Program.
i
17. Representation of Authorization: By the execution and delivery of this Agreement, the undersigned
individuals warrant that they have been duly authorized by all requisite administrative action required to enter into
and perform the terms of this Agreement.
TO BE COMPLETED B THE GOODBUY PURCHASING COOPERATIVE,as acting on behalf of all other
Program Mem
By: Date: 31 aD `��
GoodBuy Relations Representative,Region 2 ESC
Email:sXNefC:', F A.c, `1 . cIL Telephone: .3l01 -S (o l-
esca.�,
Facsimile:
(Name of Program Memb h
f
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TO BE COMPLETED BY PROGRAM MEMBER
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By: Dater
(Signature of autho i7 d representative of Program Member) I
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CAROL ANN BORGES, TRIVIC
CITY SECRETARY
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GoodBuy Participation Agreement 5
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Purchasing Program of the Education Service Center,Region 2
3/22/18
Shannon,
Welcome newest Goodbuy Purchasing Co-op member! City of Southlake is up and running as a
member on our website. Our website has a quick "How to Maximize Your Membership" tutorial
that your staff can view at any time.
When you want to purchase off the Goodbuy Co-op simply go to www.purchase.esc2.net You
do not need to login. Scroll down and click on the Active Contracts button.
You may then choose to type in a title; such as Office Supplies. Or you may type in a supplier;
such as Audio Visual Aids Corp. Both of these options will take you to the information you are
looking for. Clicking the magnifying glass at the left will allow you to obtain the contract
information. If you click on select under the Commodity tab you will get a listing of all the
different commodities and you can then type in the contract number for a list of the awarded
vendors on each commodity.
Be sure to note our contract number on your purchase order before submitting to the vendor and
email a copy to us at oodbuy@esc2.net We will keep track of your rebate!
Under$150,000 $150,000 to $200,000 $200,000 and over
Rebate Amount 0.50% 0.75% 1%
We look forward to working with you! Please don't hesitate to give me a call if you have any
questions.
Sherri Fitzpatrick
361-561-8481
Sherri.fitzpatrick @esc2.us