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Item 4H MemoCITY OF SOUTHLAKE MEMORANDUM October 7, 2014 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4H Approve the Purchase of Replacement Vehicles from Silsbee Ford in the amount of $287,470 Action Requested Background Information: Financial Considerations: Strategic Link: Citizen Input/ Board Review: Approve the purchase of replacement vehicles from Silsbee Ford for DPS Fire, Public Works and Parks in the amount of $287,470. Per the City's Vehicle Replacement Plan/Policy the vehicles are scheduled or recommended 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. Department Unit # Vehicle Type Cost Unit # 133 2015 Ford F-150 Pickup $32,040 Unit # 271 2015 Ford Taurus Police Interceptor $26,800 Unit # 313 2015 Ford F-150 Pickup $32,450 Unit# 317 2015 Ford F-250 Pickup $41,360 Unit # 725 2015 Ford F-250 Pickup $38,850 Unit # 738 2015 Ford F-250 Pickup $43,020 Unit # 792 2015 Ford F-150 Pickup $32,750 Unit # 954 2015 Ford F-250 Pickup $40,200 The City's Vehicle Replacement Committee met in April 2014 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. The request will be funded through the City's vehicle replacement fund budget for FY 2015. 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. 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 Silsbee Ford. PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR --Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKA@CI.SOUTHLAKE.TX.US Email: rhyder.cowboyfleet(cDgmail.com Product Description: 2015 F-SERIES Date: July 29, 2014 A. Bid Series: 113 A. Base Price: I $ 17,768.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price WIC CREW CAB SHORT BED 4X2 $ 3,608.00 59S DUAL LED MIRRORS $ 165.00 99F 5.01, V8 GAS $ 1,500.00 102B EQUIPMENT SERVICES $ 350.00 XL9 3.55 ELECTRONIC LOCKING AXLE $ 442.00 53A TRAILER TOWING PKG $ 466.00 67T TRAILER BRAKE CONTROLLER $ 259.00 85A POWER EQUIPMENT GROUP $ 1,100.00 54Y TELESCOPIC MIRRORS $ 372.00 YZ EXTERIOR WHITE $ - AG INTERIOR VINYL 40/20/40 $ - ESP ESP PREMIUM 6/100 $100 DED $ 1,530.00 Total of B. Published Option:[ $ 9,792.00 C. Unpublished Options [Itemize each below. not to exceed 25%] $= 12.8 % Options Bid Price Options Bid Price WHELEN LED LIGHTBAR TO CUST SPEC $ 1,995.00 6 WAY ROUND TRAILER PLUG $ - WIGWAGS $ 99.00 SPRAY IN BEDLINER $ 375.00 REAR FLASHERS $ 99.00 UWS BLACK TOOLBOX TBS69 $ 295.00 WESTIN TUBULAR CAB STEPS $ 225.00 1SWITCHBOX $ 119.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT $ 175.00 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: 299 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: $ 3,532.00 $ - $ - $ - $ 345.00 $ 69.00 $ 523.25 $ 32,029.25 $ 32,029.25 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 32,029.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR --Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKA@CI.SOUTHLAKE.TX.US Email: rhyder.cowboyfleet(cDgmail.com Product Description: 2015 FORD INTERCEPTOR SEDAN Date: July 29, 2014 A. Bid Series: 101 A. Base Price: I $ 20,842.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price P21, INTERCEPTOR SEDAN FWD $ 480.00 65L FULL WHEEL COVERS $ 57.00 19D INTERCEPTOR BADGE DELETE $ - 60P REMOTE KEYLESS ENTRY $ 240.00 102B EQUIPMENT SERVICES $ 840.00 YZ EXTERIOR WHITE $ - CW CHARCOAL CLOTH BUCKETS $ - FRONT, CLOTH REAR 13P INTERCEPTOR HEADLIGHT PKG $ 118.00 12P INTERIOR UPGRADE PKG $ 358.00 ESP ESP PREMIUM 6/100 $100 DED $ 1,375.00 Total of B. Published Options:1 $ 3,468.00 C. Unnublished Options [Itemize each below. not to exceed 25%] $= 5.4 % Options Bid Price Options Bid Price CLEAR VERTEXES PARKING LAMPS $ 170.00 R/B SPLIT VERTEXES IN REVERSE LAMPS $ 170.00 R/B SPLIT IONS IN GRILL $ 230.00 WHELEN HAND HELD SIREN/CONTROLLER $ 345.00 SPEAKER GRILL MOUNT $ 195.00 4 KEYS WITH 4 FOBS $ 200.00 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: 299 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: $ 1,310.00 $ - $ - $ - $ 210.00 $ 42.00 $ - $ 523.25 $ 26,395.25 $ 26,395.25 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 400.00 $ 26,795.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR --Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKA@CI.SOUTHLAKE.TX.US Email: rhyder.cowboyfleet(cDgmail.com Product Description: 2015 F-SERIES Date: July 29, 2014 A. Bid Series: 113 A. Base Price: I $ 17,768.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price X1E SUPERCAB SHORT BED 4X4 $ 4,178.00 59S DUAL LED MIRRORS $ 165.00 99F 5.01, V8 GAS $ 1,500.00 66S SSV UPGRADE $ - 102B EQUIPMENT SERVICES $ 210.00 XL9 3.55 ELECTRONIC LOCKING AXLE $ 442.00 53A TRAILER TOWING PKG $ 466.00 67T TRAILER BRAKE CONTROLLER $ 259.00 85A POWER EQUIPMENT GROUP $ 1,100.00 54Y TELESCOPIC MIRRORS $ 372.00 E4 EXTERIOR BRIGHT RED $ - SG INTERIOR CLOTH 40BLANK/40 $ - ESP ESP REMIUM 6/100 $100 DED $ 1,670.00 Total of B. Published Option:[ $ 10,362.00 C. Unpublished Options [Itemize each below. not to exceed 25%] $= 12.0 % Options Bid Price Options Bid Price LEER 100RCC RED PER CUST SPEC $ 2,449.00 6 WAY ROUND TRAILER PLUG $ - SPRAY IN BEDLINER $ 375.00 WESTIN TUBULAR CAB STEPS $ 225.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT $ 175.00 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: 299 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: ] $ 3,374.00 $ - $ - $ - $ 345.00 $ 69.00 $ 523.25 $ 32,441.25 $ 32,441.25 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 32,441.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR --Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKA@CI.SOUTHLAKE.TX.US Email: rhyder.cowboyfleet(cDgmail.com Product Description: 2015 F250 Date: July 29, 2014 A. Bid Series: 113 A. Base Price: I $ 17,768.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price W213 CREW CAB 4X4 8' BED $ 8,318.00 66S UPFITTER SWITCHES $ 118.00 99T 6.71, V8 DIESEL $ 7,972.00 67D 200 AMP ALTERNATOR $ 71.00 102B EQUIPMENT SERVICES $ 210.00 X3H 3.31 LIMITED SLIP AXLE $ 367.00 535 TRAILER TOWING PKG $ - 67T TRAILER BRAKE CONTROLLER $ 254.00 85A POWER EQUIPMENT GROUP $ 1,039.00 F1 EXTERIOR BRIGHT RED $ - 1S INTERIOR CLOTH 40/20/40 $ 297.00 ESP ESP REMIUM 6/100 $100 DED 1 $ 2,115.00 Total of B. Published Options:1 $ 20,761.00 C. Unnublished Options [Itemize each below. not to exceed 25%] $= 4.9 % Options Bid Price Options Bid Price B&W TURNOVER GOOSENECK HITCH $ 964.00 6 WAY ROUND TRAILER PLUG $ PER HITECH QUOTE DES06121401 SPRAY IN BEDLINER $ 375.00 WESTIN TUBULAR CAB STEPS $ 225.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT $ 175.00 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: 299 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: ] $ 1,889.00 $ - $ - $ - $ 345.00 $ 69.00 $ 523.25 $ 41,355.25 $ 41,355.25 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 41,355.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR --Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKA@CI.SOUTHLAKE.TX.US Email: rhyder.cowboyfleet(cDgmail.com Product Description: 2015 F250 Date: July 29, 2014 A. Bid Series: 113 A. Base Price: I $ 17,768.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price W2A CREW CAB 4X2 65 BED $ 4,990.00 66S UPFITTER SWITCHES $ 118.00 99T 6.71, V8 DIESEL $ 7,972.00 67D 200 AMP ALTERNATOR $ 71.00 102B EQUIPMENT SERVICES $ 280.00 X3H 3.31 LIMITED SLIP AXLE $ 367.00 535 TRAILER TOWING PKG $ - 67T TRAILER BRAKE CONTROLLER $ 254.00 90L POWER EQUIPMENT GROUP $ 1,039.00 Z1 EXTERIOR WHITE $ - AS INTERIOR VINYL 40/20/40 $ - ESP ESP REMIUM 6/100 $100 DED $ 1,935.00 Total of B. Published Options:1 $ 17,026.00 C. Unpublished Options [Itemize each below. not to exceed 25%] $= 9.0 % Options Bid Price Options Bid Price WHELEN LED LIGHTBAR TO CUST SPEC $ 1,995.00 6 WAY ROUND TRAILER PLUG $ - WIGWAGS $ 99.00 SPRAY IN BEDLINER $ 375.00 REAR FLASHERS $ 99.00 WESTIN TUBULAR CAB STEPS $ 225.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT $ 175.00 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: 299 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: $ 3,118.00 $ - $ - $ - $ 345.00 $ 69.00 $ 523.25 $ 38,849.25 $ 38,849.25 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 38,849.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR --Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKA@CI.SOUTHLAKE.TX.US Email: rhyder.cowboyfleet(cDgmail.com Product Description: 2015 F250 Date: July 29, 2014 A. Bid Series: 113 A. Base Price: I $ 17,768.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price W213 CREW CAB 4X4 8' BED $ 8,318.00 66S UPFITTER SWITCHES $ 118.00 99T 6.71, V8 DIESEL $ 7,972.00 67D 200 AMP ALTERNATOR $ 71.00 102B EQUIPMENT SERVICES $ 350.00 X3H 3.31 LIMITED SLIP AXLE $ 367.00 535 TRAILER TOWING PKG $ - 52B TRAILER BRAKE CONTROLLER $ 254.00 90L POWER EQUIPMENT GROUP $ 1,039.00 Z1 EXTERIOR WHITE $ - AS INTERIOR VINYL 40/20/40 $ 297.00 ESP ESP REMIUM 6/100 $100 DED 1 $ 2,115.00 Total of B. Published Options:1 $ 20,901.00 C. Unpublished Options [Itemize each below. not to exceed 25%] $= 8.8 % Options Bid Price Options Bid Price WHELEN LED LIGHTBAR TO CUST SPEC $ 1,995.00 6 WAY ROUND TRAILER PLUG $ - WIGWAGS $ 99.00 SPRAY IN BEDLINER $ 375.00 REAR FLASHERS $ 99.00 UWS BLACK TOOLBOX TBS69 $ 295.00 WESTIN TUBULAR CAB STEPS $ 225.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT $ 175.00 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: 299 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: $ 3,413.00 $ - $ - $ - $ 345.00 $ 69.00 $ 523.25 $ 43,019.25 $ 43,019.25 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 43,019.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR --Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKA@CI.SOUTHLAKE.TX.US Email: rhyder.cowboyfleet(cDgmail.com Product Description: 2015 F-SERIES Date: July 29, 2014 A. Bid Series: 113 A. Base Price: I $ 17,768.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price X1E SUPERCAB SHORT BED 4X4 $ 4,178.00 59S DUAL LED MIRRORS $ 165.00 99F 5.01, V8 GAS $ 1,500.00 102B EQUIPMENT SERVICES $ 350.00 XL9 3.55 ELECTRONIC LOCKING AXLE $ 442.00 53A TRAILER TOWING PKG $ 466.00 67T TRAILER BRAKE CONTROLLER $ 259.00 85A POWER EQUIPMENT GROUP $ 1,100.00 54Y TELESCOPIC MIRRORS $ 372.00 YZ EXTERIOR WHITE $ - CG INTERIOR CLOTH 40/20/40 $ - ESP ESP REMIUM 6/100 $100 DED $ 1,670.00 Total of B. Published Option:[ $ 10,502.00 C. Unpublished Options [Itemize each below. not to exceed 25%] $= 12.5 % Options Bid Price Options Bid Price WHELEN LED LIGHTBAR TO CUST SPEC $ 1,995.00 6 WAY ROUND TRAILER PLUG $ - WIGWAGS $ 99.00 SPRAY IN BEDLINER $ 375.00 REAR FLASHERS $ 99.00 UWS BLACK TOOLBOX TBS69 $ 295.00 WESTIN TUBULAR CAB STEPS $ 225.00 1SWITCHBOX $ 119.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT $ 175.00 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: 299 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: $ 3,532.00 $ - $ - $ - $ 345.00 $ 69.00 $ 523.25 $ 32,739.25 $ 32,739.25 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 32,739.25 PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR --Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656 End User: CITY OF SOUTHLAKE Prepared by: RICHARD HYDER Contact: TIM SLIFKA 817.748.8312 Phone: (409) 300-1385 Email: TSLIFKA@CI.SOUTHLAKE.TX.US Email: rhyder.cowboyfleet(cDgmail.com Product Description: 2015 F250 Date: July 29, 2014 A. Bid Series: 113 A. Base Price: I $ 17,768.00 B. Published Options [Itemize each below] Code Options Bid Price Code Options Bid Price 172A REG CAB 4X2 56" CA $ - 66S UPFITTER SWITCHES $ 118.00 99T 6.71, V8 DIESEL $ 7,972.00 67D 200 AMP ALTERNATOR $ 71.00 102B EQUIPMENT SERVICES $ 350.00 274 KNAPHEIDE SERVICE BODY $ 6,185.00 X3H 3.31 LIMITED SLIP AXLE $ 367.00 535 TRAILER TOWING PKG $ - 67T TRAILER BRAKE CONTROLLER $ 254.00 90L POWER EQUIPMENT GROUP $ 1,039.00 63R HD SERVICE PKG $ 118.00 Z1 EXTERIOR WHITE $ - AS INTERIOR VINYL 40/20/40 $ - ESP ESP REMIUM 6/100 $100 DED $ 1,935.00 Total of B. Published Option:[ $ 18,409.00 C. Unpublished Options [Itemize each below. not to exceed 25%] $= 8.5 % Options Bid Price Options Bid Price WHELEN LED LIGHTBAR TO CUST SPEC $ 1,995.00 6 WAY ROUND TRAILER PLUG $ - WIGWAGS $ 99.00 HEADACHE RACK $ 335.00 REAR FLASHERS $ 99.00 WESTIN TUBULAR CAB STEPS $ 225.00 4 KEYS WITH 4 KEY FOBS $ 150.00 LEGAL WINDOW TINT $ 175.00 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: 299 miles K. Subtotal: L. Quantity Ordered 1 x K = M. Trade in: Total of C. Unpublished Options: ] $ 3,078.00 $ - $ - $ - $ 345.00 $ 69.00 $ 523.25 $ 40,192.25 $ 40,192.25 N. BUYBOARD Administrative Fee ($400 per purchase order) O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ - $ 40,192.25