Item 4ECITY OF
SOUTH LAKE
MEMORANDUM
February 5, 2013
To: Shana Yelverton, City Manager
From: Sharen Jackson, Director of Finance
Timothy Slifka, Purchasing Manager
Subject: Item 4E Authorize Contract Renewal with Grapevine Ford for City
of Southlake Preventative Maintenance and General Repair
Services for Heavy and Specialty Vehicles
Action
Requested: Authorization to renew current contract for preventative
maintenance and general repair services for City heavy and
specialty vehicles.
Background
Information: The City Council approved the original contract with Grapevine
Ford on February 21, 2012. The original contract allows four
(4), one-year contract renewals at the City's option. This is the
first of four renewals. This contract provides preventative
maintenance and general repair services for heavy and
specialty vehicles for the City. The contract renewal includes
the same pricing, terms and conditions of the original contract
approved on February 21, 2012.
Financial
Considerations: Costs for City of Southlake preventative maintenance and
general repair services are funded through budgeted
department maintenance accounts.
Strategic link: C1 — Achieve the highest standards of safety and security.
B2 — Collaborate with select partners to implement service
solutions.
134 — Provide high quality customer service
135 — Improve performance of delivery and operational
processes.
F2 — Invest to provide and maintain high quality public assets
Citizen Input)
Board Review: None
Legal Review: Attorney reviewed original bid documents as to form
Alternatives: Deny and re -bid preventative maintenance services
Supporting
Documents: Current contract with Grapevine Ford
Staff
Recommendation: Approve the renewal of this contract for preventative
maintenance and general repair services with Grapevine Ford.
January 29, 2013
Grapevine Ford
701 E. Highway 114
Grapevine, Texas 76051
Attn: Mr. Clarence Diggs
Subject: Option to Extend Notification for RFPI 107B200TS110018 Provide Preventative Maintenance and General Repair
Services for City of Southlake Vehicles
Dear: Mr. Diggs:
The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting
from your "RFP1107B200TS110018 Provide Preventative Maintenance and General Repair Services for City of Southlake
Vehicles", copy included for Fiscal Year 2013. This extension shall become effective February 21, 2013 and after City Council
approval (CC Award date ) and shall continue in full force based on the terms and conditions of the initial award.
Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City.
In support of a price adjustment, vendor may submit documentation as to the need of the price adjustment. Requests for price
adjustments may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for
price adjustments must be solely for the purpose of accommodating an increase in the vendor's cost, not profit. Your company
has not requested an increase at this renewal.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Line Items Awarded: Line Items Awarded: 11, 12, 13, 17, 26, 27, 28, 29, 30, 31, 32, 33, 34, 35, 36, 39, 40, 42
Payment Terms:
Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment:
Shall be made by purchasing card or purchase order.
Delivery Terms:
FOB Destination
Delivery Locations:
IF STATED IN RFB DOCUMENT
Tenn of Contract:
Shall be effective for twelve months from date of renewal and is eligible for up to three (3) more
one (1) year annual renewals.
City Contact:
TIM SLIFKA 817-748-8312
Send all billing to:
City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092 or Email: accountspavable.c ci.southlake.tx.us
Other Charges:
The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager, CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslilka(ri ci.southlake.tx.us
Phone:817-748-8312 Fax:817-748-8048
Contract and Award Accepted:
Signed:
Mayor John Terrell
City of Southlake
Date:
Attest:
Alicia Richardson, TRMC
City Secretary
Approved as to Form and Legality:
City Attorney
L�J
February 15, 2012
Grapevine Ford
701 E. Highway 114
Grapevine, Texas 76051
Attu: Mr. Clarence Diggs
ORIGINAL DOCumENT
CITE' OF SOUTHLAKE. �
;_ uncil Action. ON Oi d.lRes.
Date Approved ilkv1 DUI
Subject: RFP1107B200TS110018 Provide Preventative Maintenance and General Repair Services for City of
Southlake Vehicles
Dear Mr. Diggs:
The City of Southlake is pleased to Inform you that Grapevine Ford of Grapevine Texas is one of three (3) vendors being
awarded "RFP11.07B200TS110018 Provide Preventative Maintenance and General Repair Services far City of
Southlake Vehicles". The award and this agreement are based on your proposal to the City RFP1107B200TS110018, copy
enclosed. This is a multiple vendor award contract. Your company's portion of the award is attached. This award was approved
by the City of Southlake City Council on ff1-19
The terms and conditions proposed and accepted in this agreement are as follows:
Line Items Awarded Line Items Awarded: 11, 12, 13,17, 26, 27, 28, 29, 30, 31, 32, 33, 34, 35, 38, 39, 40,42
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from time successful
vendors.
Method of Payment: Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations: Vendor Delivery or City employee pick-up.
Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is
eligible for up to four (4) one (1) year annual renewals.
City Contact: TIM SLIFKA$17-748-8312
Send all, billing to. City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092 or via email to accountsoavabiead southlake Ums
Other Charges: The City of Southlake is a tax exempt municipal corporation and Is exempt from all federal, state, and
local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments
to or in response to this agreement will be accepted unless approved In writing by the Purchasing Manager or an authorized
representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
.r
Tim Slifka
(�
Purchasing Manager, CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tsIifka@ci.southlake.tK.us
Phone: 817-748-8312 Fax: 817-748-8048
Contract and Award Accept nn
Signed. Date: � �-l[i
Mayor John Terrell
City of Southlake
1400 Main Street, Suite 440
Attest:
Southlake, Texas 76092