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Item 4BCITY OF SOUTHL KE MEMORANDUM October 6, 2009 To: Shana Yelverton, City Manager From: Sharon Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 413 Authorize Purchase of Vehicle and Outfitting from Philpott Motors through the Houston - Galveston Area Council of Governments In the amount of $230,553.50 Action Requested: Authorization to purchase replacement vehicles from Philpott Motors for DPS Police, Parks and Planning in the amount of $230,553.50. Background Information: Per Vehicle Replacement Plan these requested vehicles were scheduled for purchase. In July 2009, Southlake contacted Philpott Motors for HGAC contract pricing for the vehicles. The purpose of this was to secure vehicle pricing and to proceed with the purchase of these scheduled replacement vehicles. Financial Considerations: Vehicle and outfitting is funded through the Vehicle Replacement Plan. Strategic Link: The purchase of these replacement vehicles links to at least two areas of the city's strategy map including: C1 —Achieve the highest standards of safety and security. 135 — Optimize use of technology. Citizen Inputf Board Review: None Legal Review: None Alternatives: Deny the authorization and retain the old vehicles. This will lead to an increased cost to repair current vehicles. Supporting Documents: HGAC Pricing Worksheets. Staff Recommendation: Authorize the purchase of these vehicles from Philpott Motors_ This Form must be prepared by Contractor and given to End User. The 11✓GAC adminivirative fee shall be shown in Section ,End User issues PO to Contractor, and MUST also fax a copy ofPO, together with completed Pricing Worlrsheet, to H uAC a) 713 - 993 -4548. Please type or print legibly. Baying Agency: CON_ TRACT PRICING WORKSHEET Contract PIULPOTT MOTORS Date TIM SLIFKA Prepared By: RICHARD HYDER Rhone: v�o3 06 Phone. 5/271 ©9 Fax: For Standard Equipment Purchases No.: (409) 724 Prepared: TSL1FKA@- CLS0QTHLAKE.77c US This Form must be prepared by Contractor and given to End User. The 11✓GAC adminivirative fee shall be shown in Section ,End User issues PO to Contractor, and MUST also fax a copy ofPO, together with completed Pricing Worlrsheet, to H uAC a) 713 - 993 -4548. Please type or print legibly. Baying Agency: CITY OF SOUTBLAKE contractor: PIULPOTT MOTORS Contact Per ben: TIM SLIFKA Prepared By: RICHARD HYDER Rhone: (817) 748 -8312 Phone. (888) 973 -5338 Fax: (817) 748 -8048 Fax: (409) 724 Eman: TSL1FKA@- CLS0QTHLAKE.77c US Email: I RICHARD. HYDER(WHILPOTTMOTORS.COM Product Code: Io2 Beecr;pdon: 2009 C4IV11 Y LE 4-CYL (WITH HYBRID UPGRADE) A. Product Item Base Unit Price Per Contractor's H GAC Contract: $ 18,209.00 B. Published Options - Itemize below - Attach additional sheets) if necessary - Include Option Code in description if applicable. (Note: Published Options ore options which were submitted and priced in Contraetoes bid.) Description Cost Description Cost FLOOR PLAN INSURANCE $ 382.39 UP PACKAGE: 16" ALUMINUM WHEELS, AMFM $ 989.00 LOT INSURANCE $ 54.63 W/ 6 DISC CD, AUTO DIM REARVIEW, COMPASS 2AL 4CYL GAS $ - (REQUIRED WITH HYBRID UPGRADE) POWER LOCKS, WINDOWS, MIRRORS $ - EPA MILEAGE: 33 CITY 34 HIGHWAY AMFM CD/M23 PLAYER $ - 2 TIER STACK RACK $ 49.00 CRUISE CONTROL $ - 6 -WAY SWITCHBOX $ 119.00 ANTILOCK BRAKES WITH TAPS (REQ 2009) $ 390.00 TINT WINDOWS $ 125.00 IWA 0 I J 2,? 2 22 3 2 2 u Y SIDE AND SIDE CURTAIN AIRBAGS (REQ 2009) $ 650.00 KEYLESS ENTRY (REQ 2009) $ 155.00 M5 CARPETED FLOOR MATS $ 155.00 Subtotal From Additional Sheet(s): $ - 2552 CAMRY HYBRID UPGRADE $ 4,904.00 Subtotal 13: $ 7,973.02 C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary. (Note: Unpublished options are items which were not submitted and priced in Contractor's bid) Description Cost Description Cost PDI CHARGE $ 80.00 SOUND OFF PREDATOR REAR X2 $ 500.00 WHELEN VERTEX LEDS X4 BACKUP/PARKING LAMP $ 500.00 Subtotal From Additional Sheet(s): $ - SOUND OFF GHOST LIGHTS GRILL $ 200.00 Subtotal C. $ 1,280.00 Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total ofthe Base Uni Price plus Published Options (A +B). For this transaction the percentage is: 5% D. Other Cost Items Not Itemized Above (e.g. Installation, Freight, Delivery, Etc.) Description Cost Description Cost DELIVERY 300 MILES $ 450.00 TOYOTA PLATINUM 61100 $50 DED $ 1,570.00 EQUIPMENT SERVICES $ 420.00 Subtotal D: $ 2,440.00 E. Total Cost Before Any Applicable Trade -In / Other Allowances / Discounts (A +B+C +D) $ 29,902.02 Quantity Ordered: 1 3 1 X Subtotal of A. +B +C +D: I $ 29,902.42 = Subtotal E: $ 89,706.06 F. H -GAC Fee Calculation (From Current Fee Tables) Subtotal F. $ 600.00 Trade -Ins /Other Allowances I Special Discounts Description Cost Description Cost Subtotal G. $ - Estimated Delivery Date 20 DAYS ARfl H. Total Purchase Price (E +F+G): $ 90,306.06 B. Published Options - Itemize below - Attach additional sheet(s) if necessary - Include Option Code in description if applicable. (Note: Published Options are options which were submitted and priced in Contractor's bid.) Description CONTRACT PRICING WORKSI3EET Contract Cost Date $ 223.90 wale $ LOT INSURANCE VE03 -06 INTERIOR —GRAY 9/14109 5AL V8 GAS For Standard Equipment Purchases No.: $ 37,245.00 Prepared: $ - This Form must be prepared by Contractor and givers to End User. The H -GAC administrative fee shall be shown in Seedon ,End User issues PO to Contractor, andMUST also fax a copy of PD, together with completedPricing Worksheet, to H - (rAC ad 713 993 -454& Please type or print legibly. $ - Buying Agency: CITY OF SOUTHLAKE Contractor: PHII.POTT MOTORS SPEC MI10072079 (INCLUDES OPTIONAL LED SLIFTK.A� Pre red RICHARD HYDER Pon., T IM 7 'EXTERIOR UPGRADE PKG $ - Phone; (817) 7484312 Phone: (888) 973 -5338 Fax: (817) 748 -8048 Fax: (409) 724 - 0934 Email: TSLIFKA0,Q1.S0UTHLAKF.TX.Qa Email: RICHARD. HYDERCc:7PHILPOTTMOTORS.COM Product Cade: D34 Description: 2010 FORD ECONOLINE CUTAWAY 903 POWER EQUIPMENT GROUP (D42) A. Product Item Base Unit Price Per Contractor's g-GAC Contract: $ 21,323.00 B. Published Options - Itemize below - Attach additional sheet(s) if necessary - Include Option Code in description if applicable. (Note: Published Options are options which were submitted and priced in Contractor's bid.) Description Cost Description Cost FLOOR PLAN INTEREST $ 223.90 EXTERIOR —WHITE $ LOT INSURANCE $ 31.99 INTERIOR —GRAY $ 5AL V8 GAS $ - 40 ASCI SPECIAL BODY: $ 37,245.00 AUTOMATIC TRANSMISSION $ - SUPREME SPECIALTY VEHICLE -- CRIME SCENE 0 / AIR CONDITIONING FRONT $ - INVESTIGATION UNIT PER CUSTOMER REQUESTED $ 600.00 CLOTH BUCKET SEATING $ - SPEC MI10072079 (INCLUDES OPTIONAL LED 9600# GVWR SINGLE REAR WHEEL $ - AND SCENE LIGHTS) QUOTE CSI SOUTHLAKE 7 'EXTERIOR UPGRADE PKG $ - 5c, SPEED CONTROL $ 151.00 ��. 2- 54D MANUAL TELESCOPIC MIRRORS $ 100.00 40 GALLON FUEL TANK $ - Subtotal From Additional Sbeet(s) $ - 903 POWER EQUIPMENT GROUP (D42) $ 495.00 Subtotal 13: $ 38,246.89 C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary. (Note: Unpublished options are items which were not submitted and priced in Contractor's bid.) Description Cost Description Cost PDI CHARGE $ 80.00 JESP 6/100 PREMIUM $100 DED $ 2,140.00 IN CLEBURNE TX I Subtotal From Additional Sheet(s). $ - $ 2,140.00 E. Total Cost Before Any Applicable Trade -In / Other Allowances / Discounts (A +B +C +D) $ 61,789.89 Subtotal C: $ 80.00 Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit Price plus Published Options (A +B), For this transaction the percentage is: 0 / D. Other Cost items Not Itemized Above (e.g. Installation, Freight, Delivery, Etc.) Description Cost Description Cast DELIVERY - -CUST TO PICK UP FROM SUPREME $ - JESP 6/100 PREMIUM $100 DED $ 2,140.00 IN CLEBURNE TX I Subtotal D: $ 2,140.00 E. Total Cost Before Any Applicable Trade -In / Other Allowances / Discounts (A +B +C +D) $ 61,789.89 Quantity Ordered: 1 X Subtotal of A+ B+ C + D: 1 $ 61,789.89 Subtotal E: $ 61,789.89 F. H-GAC Fee Calculation (From Current Fee Tables) Subtotal F• $ 600.00 Trade -Ins / Other ABowances I Special Discounts Description Cost Description Cost Subtotal G: I $ - Estimated Delivery Date 90 - 120 DAYS ARO H. Total Purchase Price (E +F +G): $ 62,389.8 Grime Scene investigation Unit ArAry SUPRE/h',ESPea -01ty Vehleles 9110//2009 CITY OF SOUTHLAKE POLICE DEPT. Model M110072079 LT. RHONDA MOORE Interior Length 10' (817) 74&4522 Interior Height 72" Quote # CS] SOUTHLAKE Exterior Width 79" General Specifications Base Body: 10' Supreme Spartan Body Construction: 318" core FRP (Fiberglass Reinforced Plywood) Gelcoat walls Floor. 518" core FRP Floor in lieu of Std_ Spray on Rhino Liner on Floor Floor Type: Low Floor model with Wheel wells Doors: 48112" Double narrow rear doors with 2 grab handles Hanson (311) Flat rod Hardware on near door Roof: One piece .032 Aluminum Roof skin Front Comers: Extruded Aluminum Wind Deflector: Aerodynamic Fiberglass wind deflector Top Hat Roof conversion (Stand up Cab) Bulkhead: Tall cab access door due to Top Hat Bumper: 10" deep full width pooched type step bumper, powder coated black Class 3 Receiver hitch with bumper Lights: Exterior Clearance lights Stop/Tall/Turn lights recessed in rear apron (3) Interior Dome lights (18" Florescent) Mounting: Mounting on chassis included in pricing Flaps: Supreme flaps included in pricing Additional Equipment: Shelves: (4) rows of Adjustable shelves on Curbside rear comer behind closet (4' long) Cargo Net: Cargo net over the adjustable shelves Closets: (3) 2'x 15" deep closets with (3) adjustable shelves on curbside (Near Front) Desk: 18" x 3' Desk Area on S1S front corner with 32" drawer unit on end nearest rear Rope Ties: (8) rope ties in blank area on streetside at rear for ladder, etc. Kick Plate: Kick Plate across open area at rear of streetside (Approx 4') Inverter 2000 waft inverter Battery: Additional Dual Battery system with separator Electrical: Exterior weatherproof outlet Interior outlet at desk area AC /Heat Ceiling mounted A/C & Heat system (operates off of truck engine) Light towers: (2) manual telescoping light towers on rear wall with (1) 500 watt light per tower Backup Camera: Wysco BS70074L Back up camera with 7" B1W Monitor Toe Kick: Raised Toe Kick under Drawer unit and Cabinets to cover wheelwells_ Optional Equipment: Strobe Lights: (8) L.E.D. Strobe Lights (4) Red & (4) Blue (2) per side & (2) in Grill Add ff° ' Scene Lights: (4) Whalen 900 series scene lights (2) per side Ad¢ V86 780. — 1 Crime Scene Investigation Unit 'fary SURRERVESpecAlty Vehl. -Im PO 2 Chassis Specifications Chassis Info: 2010 Ford E -350 single rear tire (SUPPLIED BY PHILPOTT FORD) 138" wheelbase 9,6 ©0 GVWR 5.4 Gas Engine Automatic Transmission Cloth Seats Cruise & Tilt White in color Freight: $0 FOB Cleburne, TX Total Price: $34;865 ! (Body Only) Thank You for Considering Supreme Specialty Vehichissi 0 i " r v175 Lanny Reed 3 7 District Sales Manager SSV 1 Office (817) 641 -8002 Cell (817) 819 -5425 Fax (817) 641 -9982 E -Fax (574) 642 -0319 State and /or Federal taxes may be applicable at time of invoiceing. All prices are f>rm for 30 days from date of quotation. Prices are subject to revision after this date. Payment terms are COD unless prior credit arrangements have been made. Order Acceptance By: Date: CONTRACT PRICING WORKSHEET For Standard Equipment Purchases I Contract No.; VE03 -06 Date Prepared: 7121/09 )This Form must be prepared by Contractor and given to End User. The H -GAC administrative fee shall be sh awn in Section F. End User issues PO to Contractor, and MUST also fax a copy of PO, together with completed Pricing Worksheet, to H- GAC @ 773- 993 -4548. Please type or print legibly. Bu Agency: CITY OF SOUTHLAKE PHII.POTT MOTORS Contact ]Person: TIM SLIFKA RICHARDHYDER phone: (817) 748 -8312 UF(409) (888) 973 -533$ Fax; 7240934 TSLIFKA OI.SOUTHLAKE.TX.QS RICHARD .HYDER@PHILPOTfMOTORS.COM "ro Code: D45 nescrip:iun: 2010 FORD ESCAPE HYBRID A. Product Item Base Unit Price Per Contractor's H-GAC Contract: $ 24,244.00 B. Published Options - Itemize below - Attach additional sheet(s) If necessary - Include Option Code in description if applicable. (Note: Published Options are options which were submitted and priced in Contractor's bid.) Description Cost Description Cost FLOORPLAN IN'T'EREST $ 509.13 EXTERIOR -- WRITE $ - LOT INSURANCE $ 72.74 B- TMRIOR- -GRAY $ 85S SAFETY PKG- -SIDE All?- BAGS, SAFETY CANOPY $ 427.00 ECTV AUTOMATIC TRANSMISSION $ - AIR CONDITIONING $ - POWER GROUP—LOCKS WINDOWS MIRRORS S - SPEED CONTROL $- - GRILL LEDS 1 LINZ6 AMBER/1 LINZ6 BLUE $ 163.00 HEADLIGHTS--] VERTEX AMBER, 1 VERTEX LHUR $ 260.00 TAILIGHTS- 2 VERTEX RED $ 260.00 Subtotal From Additional Sheet(s): $ - 5ubtotal B: $ 1,691.87 C. Unpublished Options - Itemize below/ attach additional sheet(s) if necessary. (Note: Unpublished options are items which were not submitted and priced in Contractor's bid.) Description Cost Description Cost PDT CHARGE $ 80.00 10U44K500A UPGRADE 2.51. ATKINSON HYBRID $ 3,485.00 Subtotal From Additional Sbeet(s): S Subtotal C: $ 3,565.00 Check: Total cost ofUnpublished Options (C) cannot exceed 25% of the total of the Base Un For this transaction the percentage is: Price pins Published Options (AtB). 14% D. Other Cost Items Not Itemized Abate (e g. Installation, Freight, Delivery, Etc.) Description Cost Description Cost DELIVERY 300 hffM $ 450.00 ESP 61100 P REMIUM $50 DED $ 1,475.00 Subtotal D: $ 1,925.00 E. Total Cost Before Any Applicable Trade-in I Other Allowances 1 Discounts (A +B +C +D) $ 31,425, 87 Quantity Ordered: 1 1 1 X Subtotal of A +B + C + D: 1 $ 31,425.87 Subtotal E: $ 31,425.87 F. H -GAC Fee Calculation (From Current Fee Tables) Subtotal F. $ 600.00 G. Trade -Ins 1 Other Allowances I Special Discounts Description Cost Description Cost Subtotal G: $ - Estimated Defivery Date: 120 DAYS H. Total Purchase Price (E +F +G): s 32,o2s.s7 CONTRACT PRICING WORKSHEET I Contract VISO3 -O4 For Standard Equipment Purchases No.: Date Prepared: 6009 1 Tkh Form must be prepared by Contractor and given to End User. The H -GAC administrative fee shall be shown in Section F. Enid User issues PO to Contractor, and MUST also fax a copy of PO, together with completed Pricing Worksheet, to H- CAC @ 713-99.3 -4548. Please type or print legibly. nn y i " g Agency: CITY OF SOUTHLAKE Contractor: PFIILPOTT MOTORS Contact Person: TIM SLIFKA Prepared By. RICHARD HYDER Phone: (817) 748 -8312 Phone: (888) 973 -5338 Fa:: (817) 748 -8048 Fes: (409) 724 -0934 Elna11: TSLII^KARCI.SOUTHLAKE. - MUS Finait: RICHARD. HYDERQPHILPOTTMaTORS.COM Praduct Code: D28 Detufptlan: 2010 FORD F250 SUPERCAB PICKUP A. Product Item Base Unit Price Per Contractor's H -GAC Contract: $ 17,278.00 B. Published Options - Itemize below - Attach additional sheets) if necessary - Include Option Code in description if applicable. (Note: Published Options are options which were submitted and priced in Contractors bid.) Description Coat Description Cost FLOOR PLAN INTEREST $ 362.84 X31' LIM(T.6D SLIP AXLE $ 238.00 LOT INSURANCE $ 51.84 66S UPFn - rER SWITCHES $ 61.00 6.41, V8 DIESEL $ 6,895.00 XNAPHEIDE 696LPI $ 4,775.00 44T AUTOMATIC TRANSMISSION $ 1,111.00 LED LIGHTBAR AMBER/BLUE $ 2,850.00 AIR CONDITIONING (REQ 2010) $ 621.00 HEADACBB RACK $ 335.00 54D MANUAL TELESCOPIC MIRRORS (REQ 2010) $ 55.00 TINT WINDOWS $ 125,00 158"W13 8' BED $ - EXTERIOR —WIRTE $ - AMFMRADIO $ - .. IIgTERIOR- -GRAY $ - 92000 GV WR $ - ; UNIT 0957 86T RECEIVER HITCH $ 131.00 -- 56 CA $ - Subtotal From Additional Sheet(s): $ - 91T TOW COMMAND $ 249.00 Suhtatal H: S 17,860.68 C. Unpublished Options - Itemize below/ attach additional sheet(s) if necessary. (Note- Unpublished options are items which were not submitted and priced in Contractor's bid.) Description Cost Description Cost PDI CHARGE $ 80.00 13ED CREDIT $ (400.00) Subtotal From Additional Sheet(s): $ 4,374.00 CLOTH SPLITBENCH SEATING $ 525.00 Subtotal C: $ 4,579.00 Check: Total cast ofUnpublished Options (C) cannot exceed 25% ofthe total of the Base Uni Price plus Published Options (A +B). For this transaction the percentage is: 13% D. Other Cost Items Not Itemized Above (e.g. Installation, Freight, Delivery, Etc.) Description Cost Description Cost DELIVERY 300 MILES $ 450.00 ESP 61100 PRE $50 DED $ 1,950.00 Subtotal D. $ 2,400.00 E. Total Cost Before Any Applicable Tradc-In 1 Other Allowances / Discounts (A +B+C+D) $ 42,117.68 Quantity Ordered: 1 X Subtotal ofA +B +C +D: $ 42,117.68 = Subtotal E: $ 42,117.68 F. H -GAC Fee Calculation (From Current Fee Tables) Subtotal F: $ 600.00 G. Trade-Ins I Other Allowances I Special Discounts Description Cost Description Cost Subtotal G: $ - Estimated Delivery Date: 90 -120 DAYS ARO H. Total Purchase Price (E +F-1-G): $ 42,717.68 PAGE 2-- ADDITIONAL OPTIONS Contract No.: VE03 -06 Date 612/09 Prepared: This Form must be prepared by Contractor and given to End User. The H -GAC administradve fee shall be shown in Section F. End User issues PO to Contractor, and MUST also fax a copy of PD, together with completed Pricing Worksheet, to H- GAC@ 713- 993-45 BoyPog Agencr. CITY OF SOUTH LAKE Contractor: PFaFOTT MOTORS Contact Person: TIM SLIFKA Prepared BY. RICHARD RYDER Phone; 8177488312 Phone: 8889735338 Fax: 8177486048 Fa3[: 4097240934 EmaiE: TSLIFKA[a1CI.S0IITHLAKE.Tx.US Esumik RICHA RD.HYDEBOPHILPOTTMOTbRS.COM Product Code: D29 Description: 2010 FORD F250 SUPERCA13 PICKUP B. Additional Published Options to be added to page 1 Description Cost Description Cost $ulatofal B: $ C. Additional Unpublished Options to be added to page I Description Cost Description Cost WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 WHELEN 700 LED AMBER/RED ON REAR $ 361.00 4 KEYS $ 6.00 SERVICE BODY UPGRADE TO INCLUDE MASTER LOCK, SLIDE OUT DRAWER SYSTEM, LED LIGHTING ON SERVICE BODY, COMPARTMENT LIGHTS $ 3,459.00 WESTIN TUBULAR CAB STEPS $ 225.00 63R HEAVY DUTY REAR SPRINGS $ 125.00 Subtotal C: 1 $ 4,374.00