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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 Off ] Searches: Search by Vendor Browse Contracts Search: All Vendor Discounts Only Catalog Pricing Only Refine Your Search: Vendors Caldwell Country Chevrolet[X] Price Range Show all prices Category None Selected Contract Vehicles, Heavy Duty Trucks, Police Motorcycles, Parts, and Service Labor[X] 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 Back Administration RFQ Purchase Order Reports Shopping Cart Help Page 1 of 2Index 9/22/2019https://app.buyboard.com/Search/Index?SearchTerm=&VendorId=1556&DiscountProduct...