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Item 4B MemoCITY OF SOUTH LADE MEMORANDUM October 4, 2011 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 Caldwell Country Chevrolet in the amount of $243,833 Action Requested: Approve the purchase of replacement vehicles from Caldwell Country Chevrolet for DPS Police and Fire in the amount of $243,833. Background Information: Per the City's Vehicle Replacement Plan /Policy the requested vehicles are scheduled for replacement. State of Texas and City of Southlake bidding requirements have been met by utilizing BuyBoard Cooperative Purchasing. Financial Considerations: The request will be funded through the FY 2012 City's vehicle replacement fund budget. 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 increased vehicle maintenance cost. Supporting Documents: BuyBoard contract pricing worksheets. Staff Recommendation: Approve the purchase of these vehicles from Caldwell Country Chevrolet. QUOTE# 002BBA 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: AUGUST 31, 2011 Address: P. 0. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #358 -10 Tax ID # 14- 1856872 Product Description: 2012 CHEVROLET TAHOE PPV CC10706 A Base Price & Options: $26,137 B Published Options Code Description Cost Code Description Cost PPV, LH SPOTLIGHT, DUAL BATTERIES, LOCKING DIFFERENTIAL, HORN /SIREN CIRCUIT WIRIING INCL UNIT #'S 287,288,289 CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Code Description Cost Subtotal C D Other Price Adjustments (Installation, Delivery, Etc...) Subtotal D INCL E Unit Cost Before Fee & Non - Equipment Charges(A +B +C +D) $26,137 Quantity Ordered X 3 Subtotal E $78,411 F Non - Equipment Charges (Trade -In, Warranty, Etc...) BUY BOARD (INCL W /FIRE) N/C G. Color of Vehicle: BLACK SOLID H. Total Purchase Price (E +F) 1$78,411 Estimated Delivery Date: OCTOBER 2011 APPX ORDER -DEC DELIVERY QUOTE# 001BBA WORKSHEET CONTRACT PRICING 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: AUGUST 31, 2011 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #358 -10 Tax ID # 14- 1856872 Product Description: 2012 CHEVROLET TAHOE PPV CC10706 A Base Price & Options: $26,937 B Published Options Code Description Cost Code Description Cost PPV, LH SPOTLIGHT, DUAL BATTERIES, LOCKING DIFFERENTIAL, HORN /SIREN CIRCUIT WIRIING, SPECIAL PAINT FOUR DOORS INCL UNIT #'S 290, 2 91, 292 293 294 CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Code Description Cost Subtotal C D Other Price Adjustments (Installation, Delivery, Etc...) Subtotal D INCL E Unit Cost Before Fee & Non - Equipment Charges(A +B +C +D) $26,937 Quantity Ordered X 5 Subtotal E $134,685 F Non - Equipment Charges (Trade -In, Warranty, Etc...) BUY BOARD (INCL W /FIRE) N/C G. Color of Vehicle: BLACK & WHITE H. Total Purchase Price (E +F) 1$134,685 Estimated Delivery Date: OCTOBER 2011 APPX ORDER -DEC DELIVERY