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Item 4BCITY OF SOUTHLAKE MEMORANDUM October 2, 2012 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 41B Approve the Purchase of Replacement Vehicles and Equipment from Caldwell Country Chevrolet in the amount of $482,400 Action Requested: Approve the purchase of replacement vehicles and equipment from Caldwell Country Chevrolet for DPS Police in the amount of $482,400. 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 2013 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 and equipment from Caldwell Country Chevrolet. QUOTE# OOAB 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 -74B -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 8, 2012 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #358 -10 Tax ID # 14- 1856872 Product Description: 2013 CHEVROLET TAHOE PPV CC10706 A Base Price & Options: $27,647 B Published Options Code Description Cost Code Description Cost PPV, LH SPOTLIGHT, DUAL, BATTERIES, LOCKING DIFFERENTIAL, HORN /SIREN CIRCUIT WIRING, SPECIAL PAINT FOUR DOORS INCL CALDWELL COUNTRY CHEVROLET PO BOX 2.7 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Code Description Cost Subtotal C D Other Price Adjustments (Installation, Delivery, Etc...)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) $27,647 Quantity Ordered X 12 Subtotal E $331,764 F Non- Equipment Charges (Trade -In, Warranty, Etc -) BUY BOARD $400 CAP FLEET UPFITTER$ #CAPQ1007 1$150,224.92 G. Color of Vehicle: BLACK 6 WHITE H. Total Purchase Price (E +F) 1$482,388.92 Estimated Delivery Date: OCTOBER 2012 APPX ORDER -DEC DELIVERY