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Item 4CCITY OF SOUTHLAKE MEMORANDUM October 1, 2013 4C To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4C Approve the Purchase of Replacement Vehicles and Equipment from Caldwell Country Chevrolet in the amount of $119,211 Action Requested: Approve the purchase of replacement vehicles and equipment from Caldwell Country Chevrolet for DPS Police and Fire in the amount of $119,211. Background Information: Per the City's Vehicle Replacement Plan/Policy the requested vehicles are scheduled for replacement (based on age, mileage condition, etc...). State of Texas and City of Southlake bidding requirements have been met by utilizing BuyBoard Cooperative Purchasing. The City's Vehicle Replacement Committee met in April 2013 to review and discuss vehicles scheduled for replacement per the City Vehicle Replacement Plan/Policy and to review available options. The committee reviewed individual vehicle condition, repair history, age, mileage and usage before recommending replacement. Financial Considerations: The request will be funded through the FY 2014 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# OOA-PATROL 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 #: 817-748-8312 Email: aknapp@caldwellcountry.com Fax #: 817-748-8048 Phone #: 800-299-7283 or 979- 567-6116 Location City & State: SOUTHLAKE Fax #: 979-567-0853 Date Prepared: SEPTEMBER 3, 2013 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #358-10 Tax ID # 14-1856872 Product Description: 2014 CHEVROLET TAHOE PPV CC10706 A Base Price & Options: $28,208 B Published Options Code Description Cost Code Description Cost PPV, LH SPOTLIGHT, DUAL BATTERIES, LOCKING DIFFERENTIAL, HORN/SIREN CIRCUIT WIRING, INCL UNIT # 258 CALDWELL COUNTRY CHEVROLET PO BOX 27 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) $28,208 Quantity Ordered X 1 Subtotal E $28,208 F Non -Equipment Charges (Trade -In, Warranty, Etc...) BUY BOARD JINCL CAP FLEET UPFITTERS #CAPQ2216 J$9,287.39 G. Color of Vehicle: SOLID BLACK H. Total Purchase Price (E+F) 1$37,495.39 Estimated Delivery Date: FALL 2013 Please check final price without second spot and all black. QUOTE# OOA-SLICK 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 #: 817-748-8312 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: SEPTEMBER 3, 2013 Address: P. O. Box 27, Caldwell, TX 77836 Contract: BUY BOARD #358-10 Tax ID # 14-1856872 Product Description: 2014 CHEVROLET TAHOE PPV CC10706 A Base Price & Options: $27,608 B Published Options Code Description Cost Code Description Cost PPV, LH & RH SPOTLIGHT, DUAL BATTERIES, LOCKING DIFFERENTIAL, HORN/SIREN CIRCUIT WIRING INCL UNIT # 279 CALDWELL COUNTRY CHEVROLET PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B C Unpublished Options Code Description Cost Code Description Cost Trailer Hitch Assy 605 Subtotal C D Other Price Adjustments (Installation, Delivery, Etc...) Subtotal D INCL E Unit Cost Before Fee & Non -Equipment Charges(A+B+C+D) $27,608 Quantity Ordered X 1 Subtotal E $27,608 F Non -Equipment Charges (Trade -In, Warranty, Etc...) BUY BOARD JINCL CAP FLEET UPFITTERS #CAPQ2211 J$7,505.64 G. Color of Vehicle: BLACK SOLID H. Total Purchase Price (E+F) 1$35,113.64 Estimated Delivery Date: FALL 2013 Please check final price QUOTE# OOA-FIRE CONTRACT PRICING WORKSHEET End User: CITY OF SOUTHLAKE Contractor: CALDWELL COUNTRY CHEV Contact Name: TIMOTHY SLIFKA CALDWELL COUNTRY CHEVROLET Email: TSLIFKA@CI.SOUTHLAKE.TX.US Prepared By: Averyt Knapp Phone #: 817-748-8312 Email: aknapp@caldwellcountry.com Fax #: 817-748-8048 Phone #: 800-299-7283 or 979- 567-6116 Location City & State: SOUTHLAKE Fax #: 979-567-0853 Date Prepared: SEPTEMBER 3, 2013 Address: P. O. Box 27, Caldwell, TX 77836 Contract Number: BUY BOARD #358-10 Tax ID # 14-1856872 Product Description: 2014 CHEVROLET TAHOE 4X4 SSV CK10706 A Base Price & Options: $33,745 B Unpublished Options Code Description Cost Code Description Cost 4X4 SSV, 9G3 SUSPENSION PACKAGE QJP P265/70R17 OOR TIRES, G80 LOCKING DIFFERENTIAL, K5T DUAL BATTERIES, NZZ SKID PALTE, TRW ROOF MOUNT PROVISIONS, 6J7 FLASHER SYSTEM, 6J3 WIRING GRILLE LAMP/SPEAKERS, 6J4 WIRING -HORN SIREN CIRCUIT, 9G8 DAYTIME DELETE, 5T4 EXTERIOR BODY PARTS -VICTORY RED, SPECIAL VICTORY RED PAINT WA9260 INCL UNIT # 239 WRAP -AROUND PUSH BUMPER/GRILLE GUARD INCL CALDWELL COUNTRY CHEVROLET (NO SPOTLIGHT INCLUDED) --- PO BOX 27 CALDWELL,TEXAS 77836 Subtotal B INCL C Published 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) $33,745 X Quantity Ordered 1 Subtotal E $33,745 F Non -Equipment Charges (Trade -In, Warranty, Etc...) BUY BOARD FEE $400 CAP FLEET UPFITTERS #CAPQ2217 J$12,455.29 G. Color of Vehicle: VICTORY RED SOLID (WA9260) JINCL H. Total Purchase Price (E+F) J$46,600.29 Estimated Delivery Date: FALL 2013