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Item 4BCITY i a I MEMORANDUM October 5, 2010 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 4B Approve the Purchase of Replacement Vehicles from Philpott Motors in the amount of $168,998 Action Requested: Authorization to purchase replacement vehicles from Philpott Motors for Public Works Water and Inspections in the amount of $168,998. Background Information: Per the City's Vehicle Replacement Plan /Policy the vehicles are scheduled for replacement. In July 2010, staff contacted Philpott Motors to secure vehicle pricing. The State of Texas and City of Southlake bidding requirements have been met by utilizing Houston Galveston Area Council (HGAC) and BuyBoard cooperative purchasing contracts. Financial Considerations: The request will be funded through the City's vehicle replacement fund budget for FY 2011. 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 an increased cost to repair current vehicles. Supporting Documents: HGAC and BuyBoard Pricing Worksheets. Staff Recommendation: Approve the purchase of these vehicles from Philpott Motors. A. Pr e Itm Base Unit Price Per Contractor's H -GAC Contract: .. $ 20,013.00 H. Published Options - Itemize below -Attach additional sheet(s) if necessary - Include Option Code in description if applicable. I (Note: Published Options are options which were submitted and priced in Contractors bid.) Description CONTRACT PRICING WORKSHEET Contract Description Date Cost FLOOR PLAN INTEREST For Standard Equipment Purchases No.: VE03 -06 Prepared: 9120110 This Form must be prepared by Contractor and given to EW User. The H -GAC administrative fee shall be shown in Section F. End User issues PO to Contractor, and MUST also fax a copy ofPO, together with completed Pricing Worksheet, to H- CAC @ 7I3 -993 -4548. Please type or print legibly. Buying Agency: CITY OF SOUTBLAKE Contractor. PHILPOTT MOTORS Contact Person: .TIM SLIFKA Prepared RICHARD HYDER 80.00 44T 6 -SPD AUTOMATIC TRANSMISSION By: - Phone: (817) 748 -8312 Phone. (888) 973 -5338 Fax: (817) 748 -8048 Pax: (409) 724 -0886 Email: TX.US _ _ UTH Erna[[: RICHARD. HYDERO- PHILPOTTMOTORS.COM Product Cvde: D28 Description: 2011 FORD F250 SUPER CAB PICKUP A. Pr e Itm Base Unit Price Per Contractor's H -GAC Contract: .. $ 20,013.00 H. Published Options - Itemize below -Attach additional sheet(s) if necessary - Include Option Code in description if applicable. I (Note: Published Options are options which were submitted and priced in Contractors bid.) Description Cost Cost Description PDI CHARGE Cost FLOOR PLAN INTEREST $ 420.28 X313 ELECTRONIC LOCKING AXLE $ 366.00 LOT INSURANCE $ 60.04 90L POWER EQUIPMENT GROUP $ 799.00 99T 6.71, DIESEL B20 $ 6,895.00 66S UPFITTER SWITCHES $ 80.00 44T 6 -SPD AUTOMATIC TRANSMISSION $ - 52B TRAILER BRAKE CONTROLLER $ 195.00 AIR CONDITIONING $ - HEADACHE RACK $ 335.00 TELESCOPIC MIRRORS $ - LED LIGHTBAR W/ SPLIT TA $ 2,395.00 158" WB 8' BED $ - AMFM RADIO $ UNIT 734 9400# GVWR $ _ RECEIVER HITCH $ - SPARE TIRE AND WHEEL $ - Subtotal From Additional Sheet(s): $ 140/20/40 CLOTH SPLIT BENCH SEAT $ 100.00 Subtotal B: $ 11,645.32 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 61100 PREMIUM $50 DED $ 1,960.00 ADD 6 WERE ROUND TRAILER PLUG $ - Subtotal From Additional Sheet(s): $ 1,759.00 WINDOW TINT LEGAL $ 200.00 $ 36,317.32 Subtotai C: $ 2,039.00 Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the !f-" Price plus Published Options (A +B). For this transaction the percentage is: 6% ID. Other Cost Items Not Itemized Above (e.g. Installation, Freight, Delivery, Etc.) I Description Cost Description Cost DELIVERY 300 MILES $ 450.00 JESP 61100 PREMIUM $50 DED $ 1,960.00 EQUIPMENT SERVICES $ 210.00 H. Total Purchase Price (E +F +G): $ 36,317.32 Subtotal D: $ 2,620.00 E. Total Cost Before Any Applicable Trade -In / Other Allowances / Discounts (A +B +C +D) $ 36,317.32 Quantity Ordered: I 1 I X Subtotal of A + B + C + D: 1 $ 36,317.32 = Subtotal E: $ 36,317.32 I F. H -GAC Fee Calculation (From Current Fee Tables) Subtotal F: $ - 1G. Trade -Ins / Other Allowances I Special Discounts Description Cost T Description Cost Subtotal G: $ - Estimated Delivery Date: 90 DAYS ARO H. Total Purchase Price (E +F +G): $ 36,317.32 PAGE 2 -- ADDITIONAL OPTIONS I Contract VE03 -06 I Date I 9/20/10 Nil.: !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 @ 713 - 993-45 Buying Agency: CITY OF SOUTHLAKE Contractor: PHMPOTT MOTORS Contact Contact TIM SLIFKA prepared B RICHARD HYDER Phone: 8177488312 Phone: 8889735338 Fax: 8177488048 Fax: 4097240886 Email: TSLIFKACa7CI.S0UTHLAKE.TX.US I Email: RICHARD .HYDER@PHILPOTTMOTORS.COM Product Code: D28 Description: 2011 FORD F250 SUPER CAB PICKUP B. Additional Published Options to be added to page 1 Description Cost Description Cost $ 110.00 HAVIS HDM136 UNIVERSAL FLOOR MOUNT $ 61.00 HAVIS HDM401 SUPPORT BRACE $ 45.00 Subtotal C. $ 1,759.00 Subtotal B: $ - U. P►aanianai unpuousnea vpnons zo De aaaea zo page i Description Cost Description Cost WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 4 KEYS $ 100.00 WESTIN TUBULAR CAB STEPS $ 225.00 HAVIS DOCKING STATION FOR CF30 W/ 2 PORTS $ 795.00 HAVIS MD 102 ACTION ADAPTER $ 225.00 HAVIS HDM202 9" LOWER POLE $ 110.00 HAVIS HDM136 UNIVERSAL FLOOR MOUNT $ 61.00 HAVIS HDM401 SUPPORT BRACE $ 45.00 Subtotal C. $ 1,759.00 J + CONTRACT PRICING WORKSHEET I Contract I V]EO3 -06 I Date 9/20110 t.I �� I For Standard Equipment Purchases No.: Prepared: This Form must be prepared by Contractor and gtven 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- [Qa 713- 993 -4548. Please type or print legibly. Buying CITY OF SO UTHLAKE C ontractor: PHILPOTT MOTORS Agency: Cost FLOOR PLAN INTEREST $ Con TIM SLIFKA Prepared RICHARD HYDER Person: $ d Y 90L POWER EQUIPMENT GROUP Phone: (817) 748 -8312 Phone: (888) 973 -5338 Fax: (817) 748 -8048 Fax: (409) 724 -0886 Email: TSLIFKA &CI.SOl1THLAKE.TX.US Email: RICHARD. HYDER WHILPOTTMOTORS.COM Product D26 Ascription: 20 11 FORD F250 REGULAR CAB PICPICKUP Code: HEADACHE RACK $ 335.00 A. Product Item Base Unit Price Per Contractor's H -GAC Contract: $ 18,062.00 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 Cost Description PDI CHARGE Cost FLOOR PLAN INTEREST $ 379.31 X3E ELECTRONIC LOCKING AXLE $ 366.00 LOT INSURANCE $ 54.19 90L POWER EQUIPMENT GROUP $ 799.00 99T 6.7 V8 DIESEL B20 $ 6,895.00 66S UPFITTER SWITCHES $ 80.00 44W 6 -SPD AUTOMATIC TRANSMISSION $ - 5213 TRAILER BRAKE CONTROLLER $ 195.00 AIR CONDITIONING $ - HEADACHE RACK $ 335.00 TELESCOPIC MIRRORS $ - LED LIGHTBAR W/ SPLIT TA $ 2,395.00 56" CA $ - 532 CAMPER PKG W/ REAR SPRING UPGRADE $ 110.00 AMFM RADIO $ - SERVICE BODY 56" CA ** $ 4,810.00 9800# GVWR $ - UNIT #744 RECEIVER HITCH $ - .............................. SPARE TIRE AND WHEEL $ Subtotal From Additional Sheet(s): $ - 40/20/40 VINYL SPLIT BENCH SEAT is - Subtotal B: $ 16,418.50 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 BED CREDIT S (400.00) ADD 6 WIRE ROUND TRAILER PLUG $ - Subtotal From Additional Sheet(s): $ 6,585.00 WINDOW TINT LEGAL $ 200.00 $ 43,565.50 1 Subtotal C: $ 6,465.00 Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total ofthe Base Unit Price plus Published Options (A +B). For this transaction the percentage is: 19% I D. Other Cost Items Not Itemized Above (e.g. Installation, Freight, Delivery, Etc.) I Description Cost I Description Cost DELIVERY 300 MILES $ 450.00 JESP 61100 PREMIUM $50 DED $ 1,960.00 EQUIPMENT SERVICES $ 210.00 1 1 Subtotal D: S 2,620.00 E. Total Cost Before Any Applicable Trade -In / Other Allowances 1 Discounts (A+B+C +D) $ 43,565.50 Quantity Ordered: 1 X Subtotal of A+ B+ C +D: I S 43,565.50 = Subtotal E. $ 43,565.50 I F. H -GAC Fee Calculation (From Current Fee Tables) Subtotal F: $ 600.00 G. TradeAns / Other Allowances 1 Special Discounts Description Cost Description Cost Subtotal G: $ - Estimated Delivery Date 90 DAYS ARO H. Total Purchase Price (E +F +G): $ 44, 165.50 PAGE 2 -- ADDITIONAL OPTIONS I Contract I VE03 -06 Date I 9/20/10 No.: Prepared: This Form must beprepared 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- GACQ 713- 993-45 Buying Agency: CITY OF SOUTHL Contractor: PHILPOTT MOTORS Contact person: TIM SLIFK.A Prepared By: RICHARD HYDER Phones 8177488312 Phone: 8889735338 Fax: 8177488048 Fax: 4097240886 Email: TSLl KA@Q1.SOUTHLAKE.TX.QS Email: I RICHARD. HYDER@PHILPOTE'MOTORS.COM Product Cade: D26 Description: 2011 FORD F250 REGULAR CAB PICKUP B. Additional Published Options to be added to page I Description Cost Description Cost $ 110.00 HAVIS HDM136 UNIVERSAL FLOOR MOUNT $ 61.00 DAVIS HDM401 SUPPORT BRACE $ 45.00 WHELEN 700 LED AMBER/RED ON REAR $ 361.00 "SERVICE BODY UPGRADE TO KNAPHEIDE 6961, $ 4,465.00 WITH MASTER LOCK, SLIDE OUT DRAWER SYST LED BODY LIGHTS Subtotal C: $ 6,585.00 Subtotal B• $ - 4— Aaalzionai unpuousnea upnons to De aaaea ro page it Description Cost Description Cost WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 4 KEYS $ 100.00 WESTIN TUBULAR CAB STEPS $ 225.00 HAVIS DOCKING STATION FOR CF30 W/ 2 PORTS $ 795.00 HAVIS MD 102 ACTION ADAPTER $ 225.00 HAVIS HDM202 9" LOWER POLE $ 110.00 HAVIS HDM136 UNIVERSAL FLOOR MOUNT $ 61.00 DAVIS HDM401 SUPPORT BRACE $ 45.00 WHELEN 700 LED AMBER/RED ON REAR $ 361.00 "SERVICE BODY UPGRADE TO KNAPHEIDE 6961, $ 4,465.00 WITH MASTER LOCK, SLIDE OUT DRAWER SYST LED BODY LIGHTS Subtotal C: $ 6,585.00 CUSTOMIZED PRODUCT PRICING SUMMARY BASED ON CONTRACT Vehicles BUYBOARD #281 -07 End User: CITY OF SOUTHLAKE Contact: TIM SLOKA tsliflca@ci.southlake.lx.us Product Description: 2011 FORD F450 CHASSIS T A. Bid Series: 20 R. Pnhlkhed Ontions f1temi7e each helnwl Philpott Rep: RICHARD HYDER Date: 20- Sep-10 A. Base Price: I $ 22,733.00 Code O tons Bid Price Code O tons Bid Price HAVIS DOCKING STATION FOR CF30 W FLOOR PLAN INTEREST $ 477.40 52B ELECTRIC BRAKE CONTROLLER $ 216.00 2 5/16" BALL PIN= COMBO LOT INSURANCE $ 68.20 66S UPFITTER SWITCHES $ - DD FACTORY DESTINATION CHG $ 975.00 535 HD TRAILER TOWING PKG $ 329.00 99T 6.71, V8 DIESEL B20 $ 6,895.00 HIT 112X8 FLATBED DUMP $ 7,229.00 44W 6 -SPD AUTO TRANSMISSION $ 178.00 HIT 18" STAKE SIDES AND REAR $ 1,667.00 572 AIR CONDITIONING $ - LED LIGHTBAR W/ SPLIT TA $ 2,395.00 X4N 4.10 LIMITED SLIP AXLE $ 338.00 $ 210.00 200 200" WHEELBASE 84" CA $ 250.00 90L POWER EQUIPMENT GROUP $ 996.00 UNIT 747 AS VINYL 40 /20/40 SEATING $ - 512 SPARE TIRE AND WHEEL $ 329.00 W4 1 16500# CREW CAB UPGRADE $ 3,008.00 GVWR $ - Total of B. Published Options: 1 $ 25,350.60 r_ IlnnubliAed Ontions fltemize each below. not to exceed 25 0 /.3 P= 16.7 % Options Bill Price Options Bid Price PDI CHARGE $ 80.00 HAVIS DOCKING STATION FOR CF30 W $ 795.00 ANTHONY MODEL SM2500SF SIDE LIFT $ 5,272.00 HAVIS MD 102 ACTION ADAPTER $ 225.00 2 5/16" BALL PIN= COMBO $ 250.00 HAVIS HDNUO2 9" LOWER POLE $ 110.00 ROUND 6 WIRE CONNECTOR $ - HAVIS HDM136 UNIVERSAL FLOOR MO $ 61.00 WHELEN 700 LED AMBER/RED $ 361.00 HAVIS HDM401 SUPPORT BRACE $ 45.00 WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 4 KEYS $ 6.00 WESTIN CAB STEPS $ 225.00 WINDOW TINT LEGAL $ 200.00 EQUIPMENT SERVICES $ 210.00 Total of C. Unpublished Options: $ 8,038.00 D. Contract Price Adjustment: E. Delivery Charges: 300 miles $ - F. Totalof A +B +C +D +E =F $ 56,121.60 G. Quantity Ordered i x F = $ 56,121.60 H. BUYBOARD Administrative Fee ($400 per purchase order) $ 400.00 1. Non -Equip Charges & Credits ESP PREMUIM CARE 6/100 $100 DED $ 3,375.00 J. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 59,896.60 �1 CONTRACT PRICING WORKSHEET I Contract VE03 -06 I Date 9/20/10 r�~��II�JJ For Standard Equipment Purchases No.: Prepared: I I This Form must be prepared by Contractor and given to End User. The H -GAC administrative fee shall he shown in Section F. End User issues PO to Contractor, and MUST also fax a copy of PO, together with completed Pricing Worksh eel, to H- GAC @ 7I3- 993 -4548. Please type or print legibly. Bu yi ng Agency. CITY OF SOUTHLAKE Contractor. PHILPOTT MOTORS Contact Person: TIM SLIFKA Prepared By: RICHARD HYDER Phone: (817) 748 -83I2 Phone: (888) 973 -5338 Fax: (817) 748 -8048 Fax: (409) 724 -0886 Email: TSUFI{A(a CI.SOUTHLAKE.TX.US Email: RICHARD. HYDERAPHI_LPOTTMOTORS.COM Product Code: D25 1 Aesertplion: 2010 FORD F150 SUPERCAB 4X4 A. Product Item Base Unit Price Per Contractor's H -GAC Contract: $ 18,491.00 B. Published Options - .itemize below - Attach additional sheet(s) if necessary - Include Option Code in description if applicable. I (Note: Published Options are options which were submitted and priced in Contractoes bid.) Description Cost Cost Description PDI CHARGE Cost FLOOR PLAN INTEREST $ 582.47 EXTERIOR - -WHITE $ - LOT INSURANCE $ 83.21 1N'fERIOR -GRAY $ - AUTOMATIC TRANSMISSION $ - 6 -WAX SWITCH13OX $ 119.00 AIR CONDITIONING $ - 413 SKID PLATE PKG $ 99.00 ANTILOCK BRAKES $ - LED LIGHTBAR W/ SPLIT TA $ 2,395.00 145" 6.5' BED $ - CLOTH SEATING 40/20/40 $ - UNIT 794 AMFM RADIO $ - 99F 5.OL V8 GAS/E85 $ 761.00 7050# GVWR $ - 535 TRAILER TOWING PKG $ 350.00 Subtotal From Additional Sheet(s): $ - 85A POWER EQUIPMENT GROUP $ 995.00 1 Subtotal B: $ 5,384.68 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 ADD 6 WIRE ROUND TRAILER PLUG $ - 52B/54P TRAILER BRAKE CONTROLLER $ 351.00 Subtotal From Additional Sheet(s): $ 1,759.00 WINDOW TINT LEGAL $ 200.00 $ 28,620.68 1 Subtotal C: $ 2,390.00 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: IO% D. Other Cost Items Not Itemized Above (e g. Installation, Freight, Delivery, Etc.) Description Cost I Description Cost DELIVERY 300 MILES $ 450.00 ESP PREMIUM 61100 $50 DED $ 1,695.00 EQUIPMENT SERVICES $ 210.00 1 1 Subtotal D: $ 2,355.00 E. Total Cost Before Any Applicable Trade -In I Other Allowances 1 Discounts (A +B+C +D) $ 28,620.68 Quantity Ordered: 1 I X Subtotal of A + B + C + D: $ 28,620.68 = Subtotal E: $ 28,620.68 F. H -GAC Fee Calculation (From Current Fee Tables) Subtotal F: I $ - G. Trade -Ins / Other Allowances 1 Special Discounts Description Cost Description Cost Subtotal G $ - Estimated Delivery Date: 90 DAYS ARO H. Total Purchase Price (E +F +G): $ 28,620.68 4 1 PAGE 2-- ADDITIONAL OPTIONS I Contract I VE03 06 Date 9/20110 No.: 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 @ 713- 993-45 Buying Agency: CITY OF SOUTHLAKE Contractor: PHILPOTT MOTORS Contact Person: TIM SLIFKA P By re R ICHARD HYDER Phone: 5177488312 Phone: 8889735338 Fax: 8177488048 Fax: 4097240886 Entail: TSL1FKA(CDCI.SOUTHLAKE.TX.US 77 Email: j RICHARD. HYQER PHILPOTTMOTORS,COM Product Cade: D 2010 FORD F150 SUPERCAB 4X4 B. Additional Published Options to be added to page 1 Description Cost Description Cost HAVIS HDM136 UNIVERSAL FLOOR MOUNT $ 61.00 HAVIS HDM401 SUPPORT BRACE $ 45.00 Subtotal C: $ 1,759.00 Subtotal B: $ - IC. Additional Unpublished Options to be added to page 1 ] Description Cost Description Cost WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 4 KEYS $ 100.00 WESTIN TUBULAR CAB STEPS $ 225.00 HAVIS DOCKING STATION FOR CF30 W/ 2 PORTS $ 795.00 HAVIS MD 102 ACTION ADAPTER $ 225.00 HAVIS HDM202 9" LOWER POLE $ 110.00 HAVIS HDM136 UNIVERSAL FLOOR MOUNT $ 61.00 HAVIS HDM401 SUPPORT BRACE $ 45.00 Subtotal C: $ 1,759.00