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