Item 4GCity of Southlake, Texas
MEMORANDUM
February 5, 2008
To: Shana Yelverton, City Manager
From: Sharen Jackson, Director of Finance
Timothy Slifka, Fleet Coordinator
Subject: Authorize the purchase of vehicles from Philpott Motors, through the
Houston - Galveston Area Council of Governments in the amount of
$187,756.36
Action
Requested: Authorization to purchase vehicles from Philpott Motors for Public Works
in the amount of $187,756.36.
Background
Information: Per Vehicle Replacement Plan these requested vehicles are scheduled for
purchase. In November 2007, Southlake contacted Philpott Motors for the
HGAC contract pricing of said vehicles.
The purpose of this was to secure vehicle pricing and to proceed with the
scheduled replacement of these vehicles.
Financial
Considerations: Vehicles and outfitting are funded through the Vehicle Replacement Plan.
Citizen Input/
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 Contract Pricing Worksheet
Staff
Recommendation: Authorize the purchase of these vehicles from Philpott Motors.
Staff
Contact: Sharen Jackson, Director of Finance
Timothy Slifka, Fleet Coordinator /Interim Purchasing Agent
CONTRACT PRICING WORKSHEET
For Standard Equipment Purchases
Contract
No.:
HT11 -07
Date
Prepared:
1/21108
This Form must be prepared by Contractor and given to End User. The H GAC administrative fee shall be shown 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 @ 713- 993 -4548. Please type or print legibly.
Buying
Agency:
CITY OF SOUTHLAKE
Contractor:
PHILPOTT MOTORS
Contact
Person:
TIM SLIFKA
Prepared
By:
RICHARD HYDER
Phone:
(817) 748 -8312
Phone:
(888) 973 -5338
Fax:
Fax:
(409) 724 -0934
Email:
TSLIFKA .CI.SOUTHLAKE.TX.US
cniv:
RICHARD. HYDERWPHILPOTTMOTORS.COM
Product
Code:
DD
Description:
2008 FORD F750 REGULAR CAB
A. Product Item Base Unit Price Per Contractor's H -GAC Contract:
$ 39,313.00
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
$ 1,238.37
961 SHOCK ABSORBERS REAR
$ 65.00
LOT INSURANCE
$ 176.91
60A LUBE FRNT AXLE EMGARD 50W
$ 33.00
99F CUMMINS 6.7L 4p = y... ...,.:..
$ )9 I.; (}
607 $y(1iETIG REAR ,AE LUBE
_... ,.._._. -._ _...
$ 60.00
44A ALLISON 2500WU'FCIAfIG
$3 00
34G 4 8 laAt A
-
572 AIR CONI?)1Q �:,�:....:..,.0
t�
W75 CREW CAB,TtxRAD3 1 WZL
76B FRONT TOVS'��()�KS y
��. ..._._
�I }�3�
1AORIZONTL I1 :... ..... .. ...._. ...... .,
I�BIWPAM `
59C13Q�� BIIILI�FRF�I1*1� PQI NI�OP�RAIYII�
_,� ��
71.00
$ 110.00
47B BODY BUILI)ERPREP P G,(DB)
$ ,316 00
962 DA'YZME. ZU�G�-IGHTS
44
$ 33.00
31K #GVWR
$ -
55N' TRUCK LIGHT SUPER 44 '
$ 110.00
61Y FRONT AUX SPRINGS
$ 51.0
- R
671 HYDRAULIC BRAKES
$ -
Subtotal From Additional Sheet(s):
$ 38,167.00
882 AIR RIDE SEAT CLOTH
$ 380.00
Subtotal B.
$ 46,927.28
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
REAR FLASHERS
$ 99.00
4 KEYS
$ 6.00
Subtotal From Additional Sheet(s):
$ 18,316.00
WIGWAGS
$ 99.06
1 Subtotal C:
$ 18,600.00
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:
22%
D. Other Cost Items Not Itemized Above (e.g. Installation, Freight, Delivery, Etc.)
Description
Cost
Description
Cost
DELIVERY 300 MILES
$ 450.00
FORD EMISSIONS SURCHARGE
$ 5,400.00
ESP BASE CARE 5/75 $50 DED
$ 2,595.00
Subtotal D:
$ 8,045.00
E. Total Cost Before Any Applicable Trade -In / Other Allowances / Discounts (A +B +C +D)
$ 112,885.28
Quantity Ordered:
1
X Subtotal of A + B + C + D:
1 $ 112,885.28
=
Subtotal E:
$ 112,885.28
F. H -GAC Fee Calculation (From Current Fee Tables)
Subtotal F:
$ -
G. Trade -Ins / Other Allowances / Special Discounts
Description
Cost
Description
Cost
Subtotal G: $ -
Estimated Delivery Date:
120 -150 DAYS ARO
H. Total Purchase Price (E +F +G): $ 112,885.28
PAGE 2-- ADDITIONAL OPTIONS
Contract VE03 -06
No.:
Date 1/21/08
Prepared:
This Form must be prepared by Contractor and given to End User. The H -GAC administrative fee shall be shown 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 @ 7I3- 993 -45
Buy ing :CITY OF SOUTHLAKE
Agency:
Contractor: :PHILPOTT MOTORS
Contact :TIM SLIPKA
Person:
Prepared .RICHARD HYDER
By:
Phone: :8177488312
Phone: ':8$$9735338
Fax: €0
Fax: 4097240934
maid: :TSLIFKA CI.SOUTHLAKE.TX.US
Email: sRI CHARD. HYDE R PHILPOTTMOTORS.COM
Product ir DD
Code: _
Description: :2008 FORD F750 REGULAR CAB
B. Additional Published Options to be added to page 1
Description
Cost
Description Cost
55M JUMP START STUD
$
21.00
COX SHW N 150' HOSE REEL
$ 473.00
63B DUAL BATTERIES
$
52.00
KOM INGERSOL RAND AIR COMPRESSOR 30 GAL
$ 2,943.00
65D SINGLE 65 GAL TANK
€ $
155.00
98Y CLOTH AIR RIDE DRIVER 30%
$
380.00
85T CLOTH 2 PASSENGER 70%
$
43.00
87H REAR BENCH CLOTH
$
50.00
TINTED WINDOWS
$
150.00
54B DUAL STAINLESS MIRRORS HEAT/LIGHT
$
90.00
54C CONVEX MIRRORS
$
36.00
31U SHIP THROUGH
€ $
275.00
El 18 KNAPHEIDE SERVICE BODY 11' **
€ $
8,736.00
480890 AUTOCRANE 6006EH EM CONTROL
$
24,763.00
Subtotal B: $ 38,167.00
C. Additional Unpublished Options to be added to page 1
Description
Cast
Description Cost
"SERVICE BODY UPGRADES:
$
7,991.00
RAISED FRONT COMPARTMENT
118" TREADPLATE TOP COMPARTMENTS
HEADACHE RACK
JACK LEGS/BOOM REST
2 5116" BALL/PINTLE COMBO
SIX WAY PLUG
SLIDE OUT DRAWERS (4) 3 ", (2) 5 ", (1) 7"
MASTER LOCK SYSTEM
LIGHTED COMPARTMENTS
MILLER 250 WELDER WI LEADS
$
4,550.00
HONDA T20 -11 13HP PRESSURE WASHER
$
2,350.00
WESTIN TUBULAR CAB STEEPS
's $
225.00
2 WHELEN 700 LIGHTS AMBER/RED MTD REAR
$
350.00
AMBER/BLUE Be7TCUN PER SPEC
$
2,850.00
�t
Subtotal C:: $ 18,316.00
CONTRACT PRICING WORKSHEET
For Standard Equipment Purchases
Contract
No.:
HT11 -07
Date
Prepared:
1121108
This Form must be prepared by Contractor and given to End User. The H - GAC administrative fee shall be shown 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 @ 7.13 -993 -4548. Please type or print legibly.
Buying
Agency:
CITY OF SOUTHLAKE
Contractor:
PHILPOTT MOTORS
Contact
Person:
TIM SLIFKA
Prepared
By:
RICHARD HYDER
Phone:
(817) 748 -8312
Phone:
(888) 973 -5338
Fax;
Fax:
(409) 724 -0934
Erna&
TSLIFKA CI.SOUTHLAKE.TX.US
Email:
RICHARD. HYDER PHILPOTTMOTORS.COM
Product
Code:
DD
1)escr +pt+on: 20 08 FORD F750 REGUL AR CAB
A. Product Item. Base Unit Price Per Contractor's H -GAC Contract:
$ 39,313.00
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
$ 1,238.37
76B FRONT TOW HOOKS
$ 60.00
LOT INSURANCE
$ 176.91
60A LUBE FRNT AXLE EMGARD 50W
$ 33.00
99T CAT C7 250 HP
$ 3,313 QO
62D A1DR3'ER
$ 383.00
S°
ALLISON 3000RD -- 1— 6MA. 1 �l fC T :.-
572 AIR CON
DAVISD10T101vI ;1b13f?**,32$t1fl
... + 3
41 E1 fl E$Li T I 1 AT1sR
GAL TAB
-.
$ 24.00
155.00
36.00
D.1 CAB PROCT)sCT3R
...::1$
SIsI7CSfT1)
$ 21.00
47B BODY BUILDER PR l P P G, DB)
...... ,. ... 3 , .,
$ 37600
b3B D�J2 BAT, Ili S 900CCr� � �
_ _ w W ., .. .� ..
$ 52.00
W165 84" CA �.. - .. ,....
$'S3'6
° STRAIGHT FRAME C 14.1$ SM 120000PSI
$ 327.00
33KO GVWR
$
67C AIR BRAKES
$ 833.00
Subtotal From Additional Sheet(s):
$ 275.00
882 AIR RIDE SEAT CLOTH
$ 380.00
Subtotal B:
$ 17,369.08
C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary.
(Nate: Unpublished options are items which were not submitted and priced in Contractor's bid.)
Description
Cost
Description
Cost
PDI CHARGE
$ 80.00
RCD REAR TIRES MICHELIN 1 IR22.5G XDN
$ 396.00
Subtotal From Additional Sbect(s):
$ 9,534.00
TCY FRONT TIRES MICHELIN 11R22.5G XZE
$ 134.00
Subtotal C:
$ 10,144.00
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 percent age is:
18%
D. Other Cost Items Not Itemized Above (e.g. Installation, Freight, Delivery, Etc.)
Description
Cost
Description
Cost
DELIVERY 300 MILES
$ 450.00
FORD EMISSIONS SURCHARGE
5000
ESP BASE CARE 5175 $50 DEB
$ 2,595.00
Subtotal D:
$ 8,045.00
E. Total Cost Before Any Applicable Trade -In / Other Allowances I Discounts (A +B +C +D)
$ 74,871.08
Quantity Ordered:
1 1 1 X Subtotal of A + B +- C + D:
1 $ 74,871.08
—
Subtotal E:
$ 74,871.08
F. H -GAC Fee Calculation (From Current Fee Tables)
Subtotal F:
$ -
G. Trade -Ins / Other Allowances I Special Discounts
Description
Cost
Description
Cost
Subtotal G. $ -
Estimated Delivery Date:
120 -150 DAYS ARO
H. Total Purchase Price (E +F +G): $ 74,871.08
PAGE 2W- ADDITIONAL OPTIONS
Contract VE03 -06
No.:
Date 1121108
Prepared:
This Form must be prepared by Contractor and given to End User. The H GA administrative fee shall be shown 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 @ 713- 993 -45
Buying :CITY OF SOUTHLAKE
Agency:
Contractor; -PHILPOTT MOTORS
Contact .TIM SLIFKA
Person:
Prepared :RICHARD HYDER
By:
Phone: -8177488312
Phone: :8889735338
Fax: -0
]Fax: ;4097240934
Email: E SL1FKA0Q1.SOUTHL.AKE.TX.US
Email: : ; R1CHARQ.HYDERP_PHILPOTTMO - f ORS.COM
Product
DD
Code: i
Description: :2008 FORD F750 REGULAR CAB
B. Additional Published Options to be added to page I
Description Cost
Description Cost
31U SHIP THROUGH $ 275.00
Subtotal B: $ 275.00
C. Additional Unpublished Options to be added to page I
Description Cost
Description Cost
"BODY UPGRADE TO CUSTOMER SPEC € $ 6,412.00
AIR OPERATED TAILGATE
ASPHALT APRON
LED LIGHTS
HOT SHIFT PTO
TOWER CONTROLS
19K TRAILER TOWING PKG
US TARP 11528
CENTRAL HYDRAULIC SYSTEM FOR DUMP
AND SPREADER
PEPSI BLUE PAINT (DUPONT CODE 7165)
6 KEYS $ 12.00
AMBER/BLUE LIGHTBAR PER SPEC $ 2,850.00
W IIELEN 500 AMBER/BLUE REAR MOUNT X2 : $ 260.00
Subtotal C: $ 9,534.00