Item 4D 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 4D Approve Purchase of Replacement Vehicles from Caldwell
Country Chevrolet in the amount of $109,915
Action
Requested: Approve purchase of replacement vehicles from Caldwell Country
Chevrolet in the amount of $109,915
Background
Information: Per the Southlake Vehicle Replacement Policy these vehicles are
scheduled for replacement. State of Texas and City of Southlake
bidding requirements have been met by utilizing a BuyBoard
cooperative purchasing contract.
Department Vehicle Type Cost
Police 2020 Chevrolet Police Tahoe 4x4 $109,915
TOTAL $109,915
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 vehicle. This will lead to increased vehicle
maintenance costs.
Supporting
Documents: BuyBoard Pricing Worksheets.
Staff
Recommendation: Approve the purchase of the replacement vehicle from Caldwell
Country Chevrolet.
QUOTE# 00AA CONTRACT PRICING WORKSHEET
End User: CITY OF SOUTHLAKE Contractor: CALDWELL COUNTRY CHEV
Contact Name: TIM SLIFKA CALDWELL COUNTRY CHEVROLET
Email: TSLIFKA@CI.SOUTHLAKE.TX.US Prepared By: Averyt Knapp
Phone #: 817-748-8312 Email:
aknapp@caldwellcountry.com
Fax #: 817-748-8010 Phone #: 800-299-7283 or 979-
567-6116
Location City & State: SOUTHLAKE Fax #: 979-567-0853
Date Prepared: AUGUST 9, 2019 Address: P. O. Box 27,
Caldwell, TX 77836
Contract: BUY BOARD #521-16 Tax ID # 14-1856872
Product Description: 2020 CHEVROLET TAHOE PPV 4X4 CK15706
A Base Price & Options: $36,505
B Published Options
Code Description Cost Code Description Cost
LH SPOTLIGHT, PPV,
5.3L-V8, 6-SPD
AUTOMATIC, LOCKING
REAR AXLE
DIFFERENTIAL, CLOTH
BUCKETS/VINYL REAR
BENCH, FULL RUBBER
FLOOR, AIR CONDITION
FRONT AND REAR,
AMFM-STEREO
W/BLUETOOTH, TILT,
CRUISE, POWER
WINDOWS, POWER
LOCKS, POWER
MIRRORS, KEYLESS
ENTRY, DEEP TINT
GLASS, RUNNING
BOARDS, TRAILER TOW
HITCH, REAR VISION
CAMERA
INCL
CALDWELL COUNTRY CHEVROLET
PO BOX 27
CALDWELL,TEXAS 77836
Subtotal B
C Unpublished Options
Code Description Cost Description Cost
Subtotal C
INCL
D Other Price Adjustments (Installation, Delivery, Etc…)
Subtotal D
INCL
E Unit Cost Before Fee & Non-Equipment Charges(A+B+C+D) $36,505
Quantity Ordered
X
3
Subtotal E
$109,515
F Non-Equipment Charges (Trade-In, Warranty, Etc…)
BUY BOARD $400
G. Color of Vehicle: BLACK
H. Total Purchase Price (E+F) (VALID UNITL 10/21/19) $109,915
Estimated Delivery
Date:
120 DAYS APPX
Phone: 800.695.2919
Email:
info@buyboard.com
Welcome Tim [ Log
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Additional Resources
Vendor Name:Caldwell Country Chevrolet
Address:PO Box 27
Caldwell, TX 77836
Phone Number:(979) 567-6116
Email:aknapp@caldwellcountry.com
Website:http://www.caldwellcountry.com
Federal ID:14-1856872
Contact:Averyt Knapp
Accepts RFQs:Yes
Minority Owned:No
Women Owned:No
Service-Disabled Veteran Owned:No
EDGAR Forms Received:Yes
No Israel Boycott Certificate:No
No Excluded Foreign Terrorist Orgs:No
Contract Name:Vehicles, Heavy Duty Trucks, Police Motorcycles, Parts, and Service Labor
Contract#:521-16
Effective Date:12/01/2016
Expiration Date:11/30/2019
Service Fee:Vehicles purchase orders are subject to a $400 service fee
Payment Terms:Net 30 days
Delivery Days:120
Shipping Terms:Pre-paid and added to invoice
Freight Terms:FOB Destination
Ship Via:Common Carrier
Region Served:All Texas Regions
States Served:All States
Contract Exceptions:The term “program vehicle” refers to a factory owned vehicle that has been use
and test drive purposes throughout the year the vehicle was released and is co
vehicle. Program vehicles do not maintain the Manufacturers Certificate of Orig
applies new vehicles. Program vehicles also include vehicles purchased from c
again considered used vehicles, and are usually one year-old lease returns wit
mileage (maximum of 25,000 miles).
Additional Info:NOTE: As per the specifications for BuyBoard Proposal 521-16, and except for
explained below, all vehicle fees (i.e. pre- deliver inspection, make ready, State
manufacturer destination fees, etc.) charged for any purchase from this contrac
awarded vehicle base price(s). Vehicle fees not included in the base price(s) ar
should not appear on the awarded dealer's quote for a vehicle offered for purch
contract. The Cooperative service fee is not a vehicle fee and is not included in
those vendors whose awarded pricing is stated on the BuyBoard on a per mile
vehicle delivery fee. The above information has been communicated to Cooper
EDGAR Vendor Certification Form (relating to 2 CFR Part 200 & Appendix II) is
Vendor response document, and can be found in the Vendor Proposal File link
page. Vendor Certification form regarding Texas HB 89 and Texas SB 252 can
"Vendor Proposal Files Documents" link below.
Quote Reference Number:521-16
Return Policy:Negotiable
Contract Documents
Vendor Contract Information
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