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C. Unpublished Options [Itemize each below.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