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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%)