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Item 4B-FCITY 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CIRCUIT WIRING, SPECIAL PAINT FOUR DOORS INCL CALDWELL COUNTRY CHEVROLET PO BOX 2.7 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Code Description Cost Subtotal C D Other Price Adjustments (Installation, Delivery, Etc...)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 CITY OF SOUTH LADE MEMORANDUM October 2, 2012 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 4C Approve the Purchase of Equipment Installation Services for DPS Police Vehicles from Professional Safety Systems in the amount of $25,080 Action Requested: Approve the purchase of equipment installation services for DPS Police replacement vehicles from Professional Safety Systems in the amount of $25,080. Background Information: Per the City's Vehicle Replacement Plan /Policy the vehicles are scheduled for replacement. State of Texas and City of Southlake bidding requirements have been met by utilizing an interlocal purchasing agreement with the City of North Richland Hills, 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: Quote documents indicating City of North Richland Hills contract pricing. Staff Recommendation: Approve the purchase of equipment installation services for replacement vehicles for DPS Police from Professional Safety Systems. Professional Safety Systems 4028 RUFE SNOW DR. FORT WORTH TEXAS 76180 817 - 595 -3432 VOICE 817 - 590 -0650 FAX Quotation Customer City of Southlake - Police Vehicle Outfitting Attention Tim Slifka Address Telephone Email Qty Description Unit Price Extension 12 Labor to Install Emergency Equipment on New Tahoe Police Vehicles (Customer Supplies all Parts, other than listed below )Based on North Richland Hills Contract RFQ -Q09 -008 1437 00 17244 00 24 ON /OFF /ON Switches 2 per unit 10 00 240 00 12 WHE- SSFPOSI6 Plug-n-Play Wig Wag 70 00 840 00 12 Custom Fabricated Bracket for Tahoe 30 00 360 00 12 Labor to Remove Emergency Equipment on retired police units (D oes not include graphics 333 00 3996 00 12 Labor to Install Brake Kill Switch with an Indicator Light on Taboes 150 00 1800 00 12 Nfiscellaneous Parts for Brake Kill Switch. (Wire, Loom, Relay, LED Light, Fuse Holder, Fuse, Terminals, etc... 50 00 600 00 WARRANTY: Lifetime on labor Equipment carries manufacturers warranty. Quotation Good For 90 Days Other TOTAL 25080 00 Prepared By: Ramon Goheen Date: September 10, 2012 CITY OF SOUTHLAKE MEMORANDUM October 2, 2012 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 4D Approve the Purchase of Replacement Vehicles from Philpott Motors in the amount of $189,951 Action Requested: Approve the purchase of replacement vehicles from Philpott Motors for Public Works and Parks in the amount of $189,951. Background Information: Per the City's Vehicle Replacement Plan /Policy the vehicles are scheduled for replacement. State of Texas and City of Southlake bidding requirements have been met by utilizing BuyBoard cooperative purchasing contracts. Financial Considerations: The request will be funded through the City's vehicle replacement fund budget for FY 2013. 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 Pricing Worksheets. Staff Recommendation: Approve the purchase of these vehicles from Philpott Motors. PRODUCT PRICING SUMMARY BASED ON CONTRACT BUYBOARD #358 -10 Vehicles and heavy Duty Trucks End User: CITY OF SOUTHLAKE Philpott Rep: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 853 -3440 Phone/email: TSLIF'KACa CI.SCIUTHLAKE.TX.US Email: richard.hyder0a philpottmotors.com Product Description: 2012 FORD F250 PICKUP Date: July 5, 2012 A. Bid Series: 96 A. Base Price: S I7,346.00 R. Pnhlich Pd ()nfinnc IrtPmi%P P9Ph hPinivt Code Options Bid Price Code Options Bid Price W2A CREW CAB 4X2 UPGRADE $ 3,485.00 $ 99.00 6 -WIRE ROUND TRAILER PLUG S - 172 172 " WB 8' BED $ 195.00 ESP ESP 61100 PREMIUM $100 DED $ 2,035.00 99T 6.71, V8 DIESEL B20 $ 7,483,00 102B EQUIPMENT SERVICES $ 350.00 X311 ELECTRONIC LOCKING AXLE 3.31 $ 367.00 1S CLOTH SEATING $ 297.00 UNIT #961 90L POWER EQUIPMENT GROUP $ I,03%00 67D HD 200 AMP ALTERNATOR $ 71.00 52B TRAILER BRAKE CONTROLLER $ 217.00 66S UPFITTER SWITCHES $ 118.00 101 WHELEN AMB$R/BLUE LIGHTBAR $ 2 EZ1 jLErALWINDOWTINT $ 195.00 Total of B. Published Options: I S 18,247.00 C_ Unnnh1khed nntinnc 1Ttemi7P Pneh hPlnw_ not to Pvr"(] 75 Q= 7 4 0/ Options Bid Price Options Bid Price WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 4 KEYS $ 100.00 WESTIN TUBULAR CAB STEPS $ 225.00 UWS TT -85 -COMBO TOOLBOX/TANK WITH GPI PUMP, 25' HOSE 1 $ 1,963.00 D. E. F. G. H 1. J. K. L. M. N. O. Pre - delivery Inspection: Texas State Inspection: Manufacturer Destination/Delivery: Floor Plan Interest (for in -stock and/or equipped vehicles): Lot Insurance (for in -stock and /or equipped vehicles): Contract Price Adjustment: Total of C. Unpublished Options: 5 2,486.00 $ 80.00 5 21.75 S 995.00 S 173.00 $ 34.00 Additional Delivery Charge: 0 miles Subtotal: Quantity Ordered 1 s K = Trade in: BUYBOARD Administrative Fee ($400 per purchase order) TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S 39,382.75 S 39,382.75 S 400.00 5 39,782.75 PRODUCT PRICING SUMMARY BASED ON CONTRACT BUYBOARD #358 -10 Vehicles and Heavy Duty Trueks End User: CITY OF SOUTHLAKE Philpott Rep: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 853 -3440 Phonelemail: TSLIFKACcDCI. SOUTH LAKE.TX.US Email: richard.hyder@philpottmotors.com Product Description: 2012 FORD F250 PICKUP Date: July 5, 2012 A. Bid Series: 96 A. Base Price: 17,346.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price W2A CREW CAB 4X2 UPGRADE $ 3,485.00 $ 99.00 6 -WIRE ROUND TRAILER PLUG $ - 172 I72" WB 8' BED $ 195.00 ESP ESP 6 /100 PREMIUM $I00 DED $ 2,035.00 99T 6.7L V8 DIESEL B20 $ 7,483.00 102B EQUIPMENT SERVICES $ 350.00 X3H I ELECTRONIC LOCKING AXLE 3.31 $ 367.00 15 ICLOTH SEATING $ 297.00 UNIT 0742 90L POWER EQUIPMENT GROUP $ 1,039.00 67D HD 200 AMP ALTERNATOR $ 71.00 52B TRAILER BRAKE CONTROLLER $ 217.00 66S UPFITTER SWITCHES $ 118.DD 101 1 WHELEN AMBERIBLUE LIGHTBAR $ 2,395.00 EZ1 ILEGAL WINDOW TINT $ 195.00 Total of B. Published Options: $ 18,247.00 C. Unpublished Options [Itemize each below. not to exceed 25 %1 It-- 07 "L. Options Bid Price Options Bid Price WIGWAGS $ 99.00 REAR FLASHERS $ 99.00 4 KEYS $ 100.00 WESTIN TUBULAR CAB STEPS $ 225.00 UWS TT -85 -COMBO TO WITH GPI PUMP, REELCRAFT REEL, 50' HOSE $ 2,748.00 D. E. F. G. H I. J. K. L. M. Pre - delivery Inspection: Texas State Inspection: Manufacturer Destination/Delivery: Floor Plan Interest (for in -stock and /or equipped vehicles): Lot Insurance (for in -stock and /or equipped vehicles): Contract Price Adjustment: Total of C. Unpublished Options: $ 3,271.00 J $ 80.00 $ 21.75 Is 995.00 IS 173.00 S 34.00 Additional Delivery Charge: 0 miles Subtotal: Quantity Ordered ➢ — x K= Trade in: is - $ 40,167.75 IS 40,167.75 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE IS 40,167.75 PRODUCT PRICING SUMMARY BASED ON CONTRACT BUYBOARD #358 -10 Vehicles and Heavy Duty Trucks End User. CITY OF SOUTHLAKE Philpott Rep: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 853 -3440 Phone /email• TSLIFKACc7CLSOUTHLAKETKUS Email: richard.hydera( p? hilpottmotors.com Product Description. 2012 FORD F550 Date: June 2I, 2012 A. Bid Series: 100 A. Base Price: $ 25,983.00 R. PuhlichPd Ontinne 11temi7P PArh hPlnwl Code Options Bid Price Code Options Bid Price F5G F550 REGULAR CAB S - 101 WHELEN LED LIGHTBAR TO SPEC $ 2,395.00 99T 6.71, DIESEL B20 $ 7,154.00 H LEGAL WINDOW TINT $ 200.00 44W 6 SPD AUTOMATIC TRANS $ 179.00 102A WIIELEN 700 LED AMBERIRED S 361.00 X81, 4.88 LIMITED SLIP AXLE $ 339.00 102A WIGWAGS/REAR FLASHERS $ 198.00 68M 119500# GVWR $ 1,086.00 102B EQUIPMENT SERVICES $ 420.00 512 SPARE TIRE $ 329.00 62R PTO PROVISION $ 264.00 UNIT # 831 349 VERSALIFT VST $ 60,946.00 67H HD FRONT SUSPENSION S 118.00 165 165' WB 84" CA S 184.00 665 UPFrJTER SWITCHES S - Total of B. Published Options: I S 73,973.00 C_ Unnublished Ontinns fiterni7e each helaw. not to exreerl 7 1 ; 0 /.l 5= 7.9 a Options Bid Price Options Bid Price VST TO CUSTOMER SPEC $ 3,350.00 E. Texas State Inspection: 4 KEYS S 6.00 Manufacturer Destination/Delivery: S 995.00 WESTIN CAB STEPS $ 225.00 $ 504.54 H LEGAL WINDOW TINT $ 200.00 1. Contract Price Adjustment: ESP PREMIUM 61100 $100 DEDUCTIBLE $ 4,075.00 Additional Delivery Charge: 300 miles S 450.00 K. Subtotal: S 109,964.20 L. Total of C. Unpublished Options: S 7,856.00 D. Pre - delivery Inspection: 5 80.00 E. Texas State Inspection: S 21.75 F. Manufacturer Destination/Delivery: S 995.00 G. FlnorPlan Interest (for in-stock andlor equipped vehicles): $ 504.54 H Lot Insurance (for in -stock and/or equipped vehicles): S 100.91 1. Contract Price Adjustment: J. Additional Delivery Charge: 300 miles S 450.00 K. Subtotal: S 109,964.20 L. Quantity Ordered 1 x K = S 109,964.20 M. Trade in: N. BUYBOARD Administrative Fee (5400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S 109,964.20 CITY OF SOUTHLAKE MEMORANDUM October 2, 2012 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 4E Approve the Purchase of Replacement Vehicle from Houston Freightliner in the amount of $74,589 Action Requested: Approve the purchase of replacement vehicle from Houston Freightliner for Public Work Streets department in the amount of $74,589. 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 HGAC 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 vehicle. This will lead to increased vehicle maintenance cost. Supporting Documents: HGAC contract pricing worksheet. Staff Recommendation: Approve the purchase of this vehicle from Houston Freightliner.. CONTRACT PRICING WORKSHEET Contract i HTII -12 For Standard. Equipment Purchases No.: Date € 8/14/2 Prepared: This FFonn must be prepared by Contractor, and provided to End User to attach to Pttre/jose Order, with copy to .lam GAG 77ie S -GAC arhnitdstratdve jee shall be calculated and shown as a separate line item. Please type or print legibly. Buying :City ofSoudilake Agency: Contractor: " Freightliner/Sterling Contact Glenn Charbula Person: Prepared =Michael McCarth Sy; Phone: :817 -748 -8312 Phone: :713 -580 -8122 Fox: Fax: :713- 672 -9449 Email: Email: Mike.McCarthyC�STF2Ho Product Code: Deseripuon: ? 2013 Freightliner 108 SD 70 A. Product Item Base Unit Price Per Contractor's H -GAC Contract: $sa,93a B. Published Options - Itemize below - Attach additional sheets) if necessary - Include Option Code in description if applicable. (Note: Published Options are options which were submitted and priced in Contractor's bid.) Description Cost Description I Cost Wabco 1200 ss Air Dryer 215 Air Driver Seat 175 V ehicle interface and PDM located BOC 621 Air Cab Mounts 132 Al lison 3500 RDS Transmission 5980 Adjustable Steering Column 376 0 Single Air Hom 122 Stationary Grille 345 24" Front Frame Extension 173 189" Wheelbase 656 AM/FM Radio 164 Front Tow Hooks 52 Subtotal From Additional Sbeet(s): Air Conditioner 7261 1 Subtotal B. 9737 C. Unpublished Options - Itemize below / attach. additional sheets) if necessary. ( Note; Unpublished options are items which were not submitted and priced in Contractor's. bid.) Description Cost Description Cost 1310 Adnptor for Front Mount PTO Provision 4364 UNIT # 826 0 0 Subtotal From Additional Sheet(s): Subtotal C: l 4364 Check: Total cost of Unpublished Options (C) cannot exceed 25 % of the total of the Base Unit Price plus Published Options (A +$). For this transaction the percentage is: 0% D. Other Cost Items Not Itemized Above (cg. Installation, Freight, Delivery, Etc.) Description Cost Description Cost Freight 800 One Year Towing Warranty 150 Subtotal D: Z 95 E. Total Cost Before Any Applicable Trade -In I Other Allowances /Discounts (A +B +C +D) 73989 QuantityOrderedd X Subtotal ofA +B +C +D: 73989 Subtotal E: 73989 F. H -GAC Fee Calculation (From Current Fee Tables) Subtotal F i 60 G. Trade -Ins 1 Other Allowances 1 Special Discounts Description Cost Description Cost Subtotal G: ", 0 Delivery Date:: H. Total Purchase Price (E+F +G): 7x589 CITY OF SQUTHLAKE MEMORANDUM October 2, 2012 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 4F Approve the Purchase of Asphalt Truck Body from Conley Lott Nichols in the amount of $76,934 Action Requested: Approve the purchase of liquid asphalt truck body from Conley Lott Nichols for Public Work Streets department in the amount of $76,934. 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 vehicle. This will lead to increased vehicle maintenance cost. Supporting Documents: BuyBoard contract pricing worksheets. Staff Recommendation: Approve the purchase of this liquid asphalt truck body from Conley Lott Nichols. 415 N. Loop 12 Irving, TX 75061 469- 586 -2900 Phone 469- 586 -2910 Fax CITY OF SOUTHLAKE ATTN: MR. JOE WALSH BUY BOARD {QUOTE ICHOL Conley Lott Nichols of Texas, Inc. www.cotileylottnichols.com 5300 S.E. Loop 410 San Antonio, TX 78222 210- 648 -3531 Phone 210 -648 -6560 Fax Date: 7/3012012 Quantit Description j Total 1 NEW ETNYRE CENTENNIAL_ DISTRIBUTOR $ 76,550.00 2000 GALLON TANK EQUIPPED AS FOLLOWS: TANK CODE MEETS DOT 49CFR173.247 2" FIBERGLASS INSULATION -.040" ALUMINUM JACKETING 20" MANHOLE STRAINER $ 240.00 MANHOLE 20" WITH INTERNAL OVERFLOW -NON RELIEVING SAMPLE VALVE - LOCATED IN REAR HEAD LADDER - WALKWAY TO MANHOLE TANK GAUGE- F & R, 50 GAL. INCREMENTS THERMOMETER - 2" DIAL AND PENCIL TYPE o 90.00 CIRCULATION SYSTEM - 400 GPM PUMP VALVES / CONTROLS -4 WAY ASPHALT VALVE & SUCKBACK VALVES WITH SWITCHES IN BOX AT REAR SELF FLUSHING SYSTEM - INCL. FUEL OIL TANK AND LINE POWER WASHDOWN SYSTEM - WITH HOSE AND WAND $ 495.00 SPRAY BAR CAB CONTROL - 12' BAR VON/ OFF CONTROL SPRAY BAR EXTENSIONS - 1'W1 ELECTRIC -AIR ON/OFF (16' TOTAL BAR LENGTH) $ 2,000.00 SPRAY BAR -CAB CONTROL, POWER SHIFT, LIFT & WING FOLD POWERED BAR LATCH - MANUAL HYDROSTATIC DRIVE -OFF CRANKSHAFT PTO (TRUCK MUST ACCEPT) CONTROLS /INSTRUMENTATION - CONTROLLED BY BT -1 COMPUTER SEE NEXT PAGE CITY OF SOUTHLAKE PAGE 2 7/30/2012 TOOL BOX - SIDE OPEN WITH FLUSH TYPE LOCK HEATING SYSTEM - 2 FLUES, 2 FUEL OIL BURNERS $ 1,325.00 PAINT - ALL STEEL PARTS BLACK HANDSPRAY ASSEMBLY - WITH 25' RUBBER HOSE 12'X 3" STEEL FILL HOSE $ 400.00 BACK UP ALARM $ 125.00 STROBE LIGHT $ 500.00 SKID MOUNTED $ 700,00 WET STORAGE BOX - WITH HINGED COVER & DRAIN PLUG $ 300.00 TANK PRICE ONLY $ 82,725.00 LESS 7% BUY BOARD DISCOUNT ($5,791.00 TOTAL TANK PRICE $ 76,934.00 IF YOU HAVE ANY QUESTIONS, PLEASE CALL ME. THANK YOU, KEITH HOOKS SALES REPRESENTATIVE CONLEY LOTT NICHOLS - ROAD BUILDING DIVISION 817 - 247 -8075 (MOBILE)