Item 4J - MemoCITY OF
SOUTHLAKE
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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.