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Item 4H - MemoM E M O R A N D U M October 6, 2020 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4H Approve Purchase of Replacement Vehicles from Silsbee Ford in an amount not to exceed $191,000 Action Requested: Approve the purchase of replacement vehicles from Silsbee Ford for Public Works and Building Inspections in an amount not to exceed $191,000. 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 # 794 2021 Ford F150 Pickup 4x4 $48,000 Unit # 914 2021 Ford F150 Pickup 4x4 $48,000 Unit # 734 2021 Ford F350 ServiceBody 4x4 $95,000 TOTAL $191,000 The City’s Vehicle Replacement Committee in June 2020 reviewed and discussed vehicles scheduled for replacement per the Policy and to review available options. The committee evaluated individual vehicle condition, repair history, age, mileage and usage before recommending replacement. Financial Considerations: The request will be funded through the FY 2021 Vehicle Replacement Fund. Strategic Link: C1 – Achieve the highest standards of safety and security. B2 – Collaborate with select partners to implement service solutions. F2 – Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: None Alternatives: Deny and retain the old vehicles. This will lead to increased vehicle maintenance cost. Supporting Documents: Goodbuy Cooperative Pricing Worksheets. Staff Recommendation: Approve the purchase of these vehicles from Silsbee Ford. Prepared by: Phone: Email: Date: A.7A14 22,680.00$ B.Factory Options Code Bid Price Code Bid Price X1E 6,525.00$ 67T -$ YZ -$ -$ CG -$ -$ 995 1,995.00$ PRO 2,480.00$ XL3 420.00$ 101A 1,530.00$ 85A -$ 50S -$ 52P -$ 53A 1,090.00$ 14,040.00$ (251.75)$ C.Additional Options [not to exceed 25%]$=12.6 % Bid Price Bid Price 150.00$ 375.00$ 325.00$ 2,895.00$ 200.00$ 195.00$ 495.00$ 4,635.00$ 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:41,626.50$ I.Quantity Ordered 2 x K =83,253.00$ J.Trade in:-$ K.300.00$ L.TOTAL PURCHASE PRICE INCLUDING GOODBUY FEE 83,553.00$ GOODBUY Administrative Fee ($300 per purchase order) BLUETOOTH CRUISE #794 POWER EQUIPMENT GROUP Options Total of C. Unpublished Options: TINT WINDOWS WHELEN AMBER/BLUE REAR LEDS X2 BUMPER SPRAY IN BEDLINER WESTON W2W STEP BARS WHELEN AMBER/BLUE LIGHTBAR TO SPEC 2021 FORD F150 4 KEYS #914 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 CLOTH 40/20/40 TRAILER BRAKE CONTROLLER GOODBUY 20 8F000 VEHICLES www.purchasing.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 September 21, 2020 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: / Contract Detail Return Contract Information Title Vehicles: Automobiles/Trucks/Sport Utility** Description PLEASE NOTE THIS VEHICLE CONTRACT DOES NOT QUALIFY FOR REBATE/PROFIT SHARING. See Supplier Response for pricing information Contract Number 20 8F000 Type Goodbuy Department Bid 20 8F000 Addendum 3 Status Active Deviation Will serve all Regions Comments:See Supplier Response for pricing information Last Update 12/03/2019 Active Contract Term Description 20 8F000 Addendum 3 Vehicles: Automobiles/Trucks/Sport Utility Start Date 01/01/2020 End Date 12/31/2020 Notes Supplier Information Supplier Name Silsbee Ford Inc. Supplier Description Automobile dealership Organization Type C Corporation Legal Name Date Business Formed 01/01/1996 Formation State Texas Website www.silsbeefleet.com General/Corporate Address Address 1211 US Highway 96 North Silsbee, TX 77656 Phone (409) 300-1385 Fax (409) 895-3884 Contact Name Richard Hyder Email rhyder.cowboyfleet@gmail.com Attachment List File Name Description Supplier Response (Silsbee Ford Inc.).pdf [View] Due Diligence - Silsbee Ford Supplier Response Due Diligence Legal Ad 9-3-19 & 9-9- 19.pdf [View] Due Diligence Legal Ad 9-3-19 & 9-9-19 Due Diligence - SB 252 12-2-19.pdf [View]Due Diligence - SB 252 12-2-19 Due Diligence - HB 89 12-2-19.pdf [View]Due Diligence - HB 89 12-2-19 Due Diligence - TX Debarred List 12-2- 19.pdf [View] Due Diligence - TX Debarred List 12-2-19 Due Diligence - SAMs Silsbee Ford Inc. 12-Due Diligence - SAMs Silsbee Ford Inc. 12-3-19.pdf