Loading...
Item 4J - MemoCITY OF SOUTHLAKE ►vi1:8►Ti[•l z-\Z, I•lIIII0h October 6, 2020 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4J Approve Purchase of Replacement Vehicles from Caldwell Country Chevrolet in an amount not to exceed $70,000 Action Requested Background Information: Financial Considerations: Approve purchase of replacement vehicles from Caldwell Country Chevrolet in an amount not to exceed $70,000. 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 2021 Chevrolet Police Tahoe $70,000 TOTAL $70,000 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. 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 vehicle. This will lead to increased vehicle maintenance costs. Supporting Documents: BuyBoard Pricing Worksheets. Staff Recommendation: Approve the purchase of the replacement vehicles from Caldwell Country Chevrolet. QUOTE# 001 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: SEPTEMBER 16, 2020 Address: P. 0. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #601-19 Tax ID # 14-1856872 Product Description: 2021 CHEVROLET TAHOE PPV CC15706 A Base Price & Options: $34,425 B Published Options Code Description Cost Code Description Cost LH LED 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, SINGLE KEY SYSTEM, DEEP TINT GLASS, RUNNING BOARDS, TRAILER TOW HITCH, REAR VISION CAMERA, GM FLASHER SYSTEM HEADLAMP AND TAILLAMP DRL COMPATIBLE W/WIRE 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) $34,425 Quantity Ordered X 2 Subtotal E $68,850 F Non -Equipment Charges (Trade -In, Warranty, Etc...) BUY BOARD $400 G. Color of Vehicle: BLACK H. Total Purchase Price (E+F) (VALID UNITL 11/01/2020) $69,250 Estimated Delivery Date: 120 DAYS APPX PCooperative Purchasing P 0. Box 400 Austin, TX 78767-0400 300.695.2919 f 512.467.0222 1 Fax: 80f1.211.5454 buyboard. com November 6, 2019 Sent Via Email: aknapp@caldwellcountry.com Avery Knapp Caldwell Country Chevrolet, LLC P. 0. Box 27 Caldwell, TX 77836 Welcome to BuyBoard! Re: Notice of The Local Government Purchasing Cooperative Award Proposal Name and Number: Vehicles, Heavy Duty Trucks, Police Motorcycles, Parts and Service Labor, Proposal No. 601-19 Congratulations, The Local Government Purchasing Cooperative (Cooperative) has awarded your company a BuyBoard® contract based on the above -referenced Proposal. The contract is effective 12/1/2019 through 11/30/2020, with two possible one-year renewals. The contract documents are those identified in Section 3 of the General Terms and Conditions of the specifications. To view the items your company has been awarded, please review the proposal tabulation No. 601-19 on the following web -site: www.buyboard.com/vendor. Only items marked as awarded to your company can be sold through the BuyBoard contract. In addition, on this website you will find the membership list which will provide you with the names of all entities with membership in our purchasing cooperative. Enclosed with this letter you will find the following documents: 1. Vendor Quick Reference Guide 2. BuyBoard License and Identity Standards You are advised that receipt of a purchase order directly from a Cooperative member is not within the guidelines of the Cooperative. Accepting purchase orders directly from Cooperative members may result in a violation of the State of Texas competitive bid statute and termination of this Cooperative BuyBoard contract. Therefore, all purchase orders must be processed through the BuyBoard in order to comply. Please forward by email to info@buyboard.com any order received directly from a Cooperative member. If you inadvertently process a purchase order sent directly to you by a Cooperative member, please email the order info@buyboard.com and note it as RECORD ONLY to prevent duplication. As an awarded vendor a BuyBoard user id and password will be sent via e-mail 2 to 3 business days prior to the start of your contract. On behalf of the Texas Association of School Boards, we appreciate your interest in the Cooperative and we are looking forward to your participation in the program. If you have any questions, please contact Cooperative Procurement Staff at 800-695-2919. Sincerely, Arturo Salinas Department Director, Cooperative Procurement v.6.5 The Local Government Purchasing Cooperative is endorsed by the Texas Association of School Boards, Tea Texas Municipal League, Texas Association of Counties, and the Texas Association of School Administrators.