DATE: June 3, 2026
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: APPROVAL OF AN ADDITION TO FLEET FOR THE PUBLIC WORKS TRAFFIC ENGINEERING DIVISION AND APPROVAL OF A PURCHASE ORDER FOR MACHINERY FOR THE PUBLIC WORKS STREETS AND MEDIAN MAINTENANCE DIVISION
RECOMMENDATION
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Staff recommends the City Council approve an Addition To Fleet (ATF) vehicle and purchase order for Olathe Ford, in the amount of $38,420, for a Ford Maverick Hybrid, including the cost of upfitting, for Traffic Engineering Division of Public Works Department; approve a purchase order for Hawthorne CAT, in the amount of $17,702, for one Coneqtex-Universal SSG9 Slot Cutting Machine for Streets and Median Maintenance Division of the Public Works Department; approve a $10,000 contingency fee to account for any changes to costs of procurement and/or upfitting; and authorize the Financial Services Director, or designee, to execute the purchase order upon receipt of all supporting documents.
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BACKGROUND AND ANALYSIS
Each budget cycle, vehicles that meet their anticipated service life in years and/or miles, are planned for replacement. Prior to purchasing a replacement vehicle, Fleet and the department using the vehicle(s) determines if the current vehicle type and usage needs is the same, if there is less expensive alternative, if there is a greener alternative, and if the current vehicle has any useful life to become a Fleet loaner vehicle.
Traffic Engineering Division is retiring E41, a 2008 Ford Explorer that is an X-Class vehicle that does not have any replacement funds collected. The vehicle has reached the end of its second service life due to age, condition, and maintenance costs. The Traffic Engineering Division is requesting an ATF for a Ford Maverick Hybrid in order to allow staff to transport traffic signal equipment, transfer items for active transportation (example - “Bike to Work” day), and routine field visits. This vehicle will be upfitted with emergency amber lighting, a range finding device, decals and a tonneau cover (hard roll-up bed cover) to keep items secure. As a hybrid, this new unit follows AD-36, the City’s Green Fleet Policy.
The Streets and Median Maintenance Division is seeking to replace an existing pavement slot-cutting attachment. A replacement unit manufactured by Coneqtec-Universal is built for higher tolerances and is well-suited to support the Division’s workload. Funding in the amount of $22,682 is available for this purchase from the previous unit SA11 replacement allocation and is sufficient to cover the cost of the new slot-cutting attachment.
Both the vehicle and machinery are being purchased under a government co-op Sourcewell account to provide the best pricing and availability.
Quotes have been obtained for these vehicles and the purchases meet the requirements of City Code Chapter 28A.
FISCAL IMPACT
The purchase order with Olathe Ford, in the amount of $38,420, will be charged to the accounts listed in the table below. The purchase order with Hawthorne CAT, in the amount of $17,702, will be charged to the Fleet Replacement account. A contingency of $10,000 is requested to account for any changes to costs of procurement and/or upfitting.
|
Description |
Amount |
Account Number and Description |
Available Balance |
|
Olathe Ford- Ford Maverick Engineering Transportation |
$20,000 |
Engineering Transportation 425407101.5705 |
$20,000 |
|
|
$18,420 |
Bike Master Plan/Bike Safety 600460212.5705 |
$18,420 |
|
Hawthorne CAT- Slot Cutter- Streets Maint. |
$17,702 |
Fleet Replacement 620609831.5705 |
$3,581,072 |
|
Contingency |
$10,000 |
Fleet Replacement 620609831.5705 |
$3,581,072 |
|
Total Cost |
$66,122 |
|
|
The approximate monthly replacement and maintenance and operation costs are as follows:
The Traffic Engineering Division Ford Maverick Hybrid will collect $300 a month for M&O and $477 a month for Replacement, for an approximate annual cost of $9,324.
The Streets and Median Maintenance Department Building Slot-Cutter will collect $100 a month for M&O and $554 a month for Replacement, for an approximate annual cost of $7,848.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
Purchases must be made according to the procedures set forth in Chapter 28A of the City Code.
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Prepared by: Casey Van Der Linden, Fleet Manager
Reviewed by: Hamid Bahadori, Public Works Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Attachment A
2. Olathe Quote
3. Hawthorne CAT Quote