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Item 4DCITY OF SOUTHLAKE MEMORANDUM October 1, 2013 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4D Approve the Purchase of Replacement Vehicles from Philpott Motors in the amount of $296,559 Action Requested: Approve the purchase of replacement vehicles from Philpott Motors for Public Works and Parks in the amount of $296,559. Background Information: Per the City's Vehicle Replacement Plan/Policy the 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 contracts. 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 City's vehicle replacement fund budget for FY 2014. 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 ENDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 853-3440 Phone/email: TSLIFKAO-CI.SOUTHLAKE.TKUS Email: richard.hyderkphilpottmotors.com Product Description: 2014 FORD POLICE INTERCEPTOR Date: August 2, 2013 A. Bid Series: 85 A. Base Price: I $ 22,918.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price P21, SEDAN FRONT WHEEL DRIVE $ (900.00) 64L FULL WHEEL COVERS $ 57.00 13P INTERCEPTOR HEADLIGHTS $ 118.00 12P JINTERIOR UPGRADE PKG $ 358.00 102B EQUIPMENT SERVICES $ 910.00 UNIT # 260 ESP ESP PREMIUM 6/100 $100 DED $ 1,375.00 EXTERIOR --BLACK $ - CW CLOTH BUCKET/CLOTH REAR $ Total of B. Published Options: I $ 1,918.00 C. Unpublished Options [Itemize each below. not to exceed 25%] $= 5.5 % Options Bid Price Options Bid Price CLEAR VERTEXES PARKING LAMPS X2 $ 170.00 R/B SPLIT VERTEXES REVERSE LAMPS X2 $ 170.00 DUAL AVENGER R/B DASH MOUNT $ 250.00 R/B SPLIT IONS GRILL X2 $ 230.00 WHELEN HAND HELD SIREN/CONTROLLER $ 345.00 SPEAKER GRILL MOUNT 1 $ 195.00 D. Pre -delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): I. Contract Price Adjustment: J. Additional Delivery Charge: 0 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options:] $ 1,360.00 $ 80.00 $ 23.75 $ 795.00 $ 229.00 $ 45.00 $ - $ 27,368.75 $ 27,368.75 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 27,368.75 PRODUCT PRICING SUMMARY BASED ON CONTRACT BUYBOARD #358-10 Vehicles and Heavy Duty Trucks End User: CITY OF SOUTHLAKE Philpott Rep: RICHARD ENDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 853-3440 Phone/email: TSLIFKA(cDCI.SOUTHLAKE.TX.US Email: richard.hydergphilpottmotors.com Product Description: 2014 FORD POLICE INTERCEPTOR Date: August 2, 2013 A. Bid Series: 85 A. Base Price: I $ 22,918.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price P21, SEDAN FRONT WHEEL DRIVE $ (900.00) 64L FULL WHEEL COVERS $ 57.00 13P INTERCEPTOR HEADLIGHTS $ 118.00 12P INTERIOR UPGRADE PKG $ 358.00 102B EQUIPMENT SERVICES $ 840.00 ESP ESP PREMIUM 6/100 $100 DED $ 1,375.00 Unit Ws 261 and 262 EXTERIOR --SILVER, BEIGE $ - CW CLOTH BUCKET/CLOTH REAR $ - Total of B. Published Options: I $ 1,848.00 C. Unpublished Options [Itemize each below. not to exceed 25%] $= 4.5 % Options Bid Price Options Bid Price CLEAR VERTEXES PARKING LAMPS X2 $ 170.00 R/B SPLIT VERTEXES REVERSE LAMPS X2 $ 170.00 R/B SPLIT IONS GRILL X2 $ 230.00 WHELEN HAND HELD SIREN/CONTROLLER $ 345.00 SPEAKER GRILL MOUNT $ 195.00 D. Pre -delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): I. Contract Price Adjustment: J. Additional Delivery Charge: 0 miles K. Subtotal: L. Quantity Ordered 2 x K = M. Trade in: Total of C. Unpublished Options: $ 1,110.00 $ 80.00 $ 23.75 $ 795.00 $ 229.00 $ 45.00 $ - $ 27,048.75 $ 54,097.50 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 54,097.50 PRODUCT PRICING SUMMARY BASED ON CONTRACT BUYBOARD #358-10 Vehicles and Heavy Duty Trucks End User: CITY OF SOUTHLAKE Philpott Rep: RICHARD ENDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 853-3440 Phone/email: TSLIFKAO-CI.SOUTHLAKE.TKUS Email: richard.hyder@philpottmotors.com Product Description: FORD SUPER DUTY Date: June 17, 2013 A. Bid Series: 100 A. Base Price: I $ 26,492.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price W4G CREW CAB UPGRADE 84" CA $ 2,745.00 192 FLAT BED DUMP $ 7,695.00 99T 6.71, V8 DIESEL B20 $ 7,488.00 197 STAKE SIDES AND REAR $ 3,825.00 44W 6-SPD AUTO TRANSMISSION $ 179.00 102B EQUIPMENT SERVICES $ 420.00 X41, 4.30 LIMITED SLIP AXLE $ 339.00 158 BALL/PINTLE COMBO HITCH $ 309.00 ESP ESP PREMIUM 6/100 $100 DED $ 3,830.00 267 UNDERBODY MT TOOLBOX $ 489.00 90L POWER EQUIPMENT GROUP $ 1,039.00 512 SPARE TIRE AND WHEEL $ 329.00 UNIT # 743 52B ELECTRIC BRAKE CONTROLLER $ 217.00 66S UPFITTER SWITCHES $ - 535 HD TRAILER TOWING PKG $ 329.00 AS INTERIOR VINYL 40/20/40 $ - Total of B. Published Options: I $ 29,233.00 J C. Unpublished Options [Itemize each below. not to exceed 25%1 $= 5.4 % Options Bid Price Options Bid Price LED LIGHTBAR $ 1,995.00 6 WIRE ROUND TRAILER PLUG $ - WIGWAGS $ 99.00 WHELEN 700 LED AMBER/RED $ 361.00 REAR FLASHERS $ 99.00 WESTIN TUBULAR CAB STEPS $ 225.00 4 KEYS $ 100.00 LEGAL WINDOW TINT $ 150.00 D. Pre -delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): L Contract Price Adjustment: J. Additional Delivery Charge: 200 miles K. Subtotal: L. Quantity Ordered 1 x K= M. Trade in: Total of C. Unpublished Options:] $ 3,029.00 $ 80.00 $ 23.75 $ 995.00 $ 528.00 $ 105.00 $ 300.00 $ 60,785.75 $ 60,785.75 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 60,785.75 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: TSLIFKAa_CI.SOUTHLAKE.TX.US Email: richard.herrC&pWIpothnotors.com Product Description: 2014 FORD F 150 Date: August 2, 2013 A. Bid Series: 95 A. Base Price: I S 15,472.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price XIC SUPERCAB 4X2 6.5" BED $ 2,750.00 535 TRAILER TOWING PKG $ 353.00 99M 3.71, V6 GAS $ - X136 3.73 LIMITED SLIP AXLE $ 376.00 UNIT #'s 745, 796, 962 67T TRAILER BRAKE CONTROLLER $ 217.00 85A POWER EQUIPMENT GROUP $ 1,081.00 54P TELESCOPIC MIRRORS $ 221.00 102B EQUIPMENT SERVICES $ 350.00 ESP ESP PREMIUM 6/100 $100 DED $ 1,530.00 YZ EXTERIOR --WHITE $ - CS INTERIOR --STEEL CLOTH 40/20/40 $ - Total of B. Published Options:I S 6,878.00 C. Unpublished Options [Itemize each below, not to exceed 25%] S= 15.4 % Options Bid Price Options Bid Price LED LIGHTBAR $ 1,995.00 6 WIRE ROUND TRAILER PLUG $ - WIGWAGS $ 99.00 SPRAY IN BEDLINER $ 350.00 REAR FLASHERS $ 99.00 UWS BLACK TOOLBOX TBS69 $ 295.00 WESTIN TUBULAR CAB STEPS $ 225.00 ISWITCHBOX $ 119.00 4 KEYS $ 100.00 LEGAL WINDOW TINT $ 150.00 D. Pre -delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): I. Contract Price Adjustment: J. Additional Delivery Charge: 0 miles K. Subtotal: L. Quantity Ordered 3 x K = M. Trade in: Total of C. Unpublished Options:] S 3,432.00 S 80.00 S 23.7.5 S 99.5.00 S 154.00 S 31.00 S - S 27,06.5.7.5 S 81,197.25 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S 400.00 S 81,597.25 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: TSLIFKAa_CI.SOUTHLAKE.TX.US Email: richard.herrC&pWIpothnotors.com Product Description: 2014 FORD F 150 Date: June 17, 2013 A. Bid Series: 95 A. Base Price: I S 15,472.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price X1E SUPERCAB 4X4 6.5" BED $ 5,960.00 413 SKID PLATES $ 151.00 535 TRAILER TOWING PKG $ 353.00 99F 5.01, V8 GAS E85 $ 940.00 XH9 3.55 LIMITED SLIP AXLE $ 329.00 67T TRAILER BRAKE CONTROLLER $ 217.00 85A POWER EQUIPMENT GROUP $ 1,081.00 UNIT i 920 54P TELESCOPIC MIRRORS $ 221.00 102B EQUIPMENT SERVICES $ 350.00 ESP ESP PREMIUM 6/100 $100 DED $ 1,670.00 YZ EXTERIOR --WHITE $ - CS INTERIOR --STEEL CLOTH 40/20/40 $ - Total of B. Published Options: I S 11,272.00 C. Unpublished Options [Itemize each below, not to exceed 25%] S= 22.6 % Options Bid Price Options Bid Price LED LIGHTBAR $ 1,995.00 6 WIRE ROUND TRAILER PLUG $ - WIGWAGS $ 99.00 SPRAY IN BEDLINER $ 350.00 REAR FLASHERS $ 99.00 UWS BLACK TOOLBOX TBS69 $ 295.00 WESTIN TUBULAR CAB STEPS $ 225.00 ISWITCHBOX $ 119.00 4 KEYS $ 100.00 SPITZLIFT DC POWERED HITCH MTD $ 2,613.00 LEGAL WINDOW TINT $ 150.00 D. Pre -delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): I. Contract Price Adjustment: J. Additional Delivery Charge: 0 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: ] S 6,04.5.00 S 80.00 S 23.7.5 S 99.5.00 S 154.00 S 31.00 S - S 34,072.7.5 S 34,072.7.5 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S 400.00 S 34,472.7.5 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: TSLIFKAa_CI.SOUTHLAKE.TX.US Email: richard.herrC&pWIpothnotors.com Product Description: 2014 FORD F250 Date: June 17, 2013 A. Bid Series: 96 A. Base Price: I S 18,131.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price W2A F250 CREW 4X2 8' BED $ 3,662.00 67D HD 200 AMP ALTERNATOR $ 71.00 99T 6.71, V8 DIESEL B20 $ 7,817.00 44P 6-SPEED AUTO TRANSMISSION $ - X3H 3.31 ELECTRONIC LOCKING AXLE $ 367.00 52B TRAILER BRAKE CONTROLLER $ 217.00 90L POWER EQUIPMENT GROUP $ 1,039.00 UNIT i 963 Z1 EXTERIOR WHITE $ - CS INTERIOR CLOTH 40/20/40 $ 297.00 102B EQUIPMENT SERVICES $ 350.00 ESP ESP PREMIUM 6/100 $100 DED $ 1,935.00 66S UPFITTER SWITCHES $ 118.00 Total of B. Published Options:[ S 15,873.00 C. Unpublished Options [Itemize each below, not to exceed 25%] S= 9.7 % Options Bid Price Options Bid Price LED LIGHTBAR $ 1,995.00 6 WIRE ROUND TRAILER PLUG $ - WIGWAGS $ 99.00 SPRAY IN BEDLINER $ 350.00 REAR FLASHERS $ 99.00 UWS BLACK TOOLBOX TBS69 $ 295.00 WESTIN TUBULAR CAB STEPS $ 225.00 4 KEYS $ 100.00 LEGAL WINDOW TINT $ 150.00 D. Pre -delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest (for in -stock and/or equipped vehicles): H Lot Insurance (for in -stock and/or equipped vehicles): I. Contract Price Adjustment: J. Additional Delivery Charge: 0 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: S 3,313.00 S 80.00 S 23.7.5 S 99.5.00 S 180.00 S 36.00 S - S 38,631.75 S 38,631.75 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S 400.00 S 39,031.75