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Item 4DCITY 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