DATE: September 16, 2026
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: APPROVAL OF TWO ADDITION TO FLEET VEHICLES AND TWO PURCHASE ORDERS FOR THE PURCHASE AND UPFITTING OF NINE VEHICLES FOR THE PUBLIC WORKS, WATER UTILITIES AND HOUSING AND NEIGHBORHOOD SERVICES DEPARTMENTS
RECOMMENDATION
title
Staff recommends that the City Council approve a purchase order for Olathe Ford, in the amount of $749,946, for seven replacement vehicles and two addition to fleet (ATF) vehicles; a purchase order for G&W Truck Accessories, in the amount of $4,332, for spray on bedliners on seven trucks; approve a contingency of $10,000 for any changes to costs; and authorize the Financial Services Director, or designee, to execute the purchases order upon receipt of all supporting documents.
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BACKGROUND AND ANALYSIS
Each budget cycle, vehicles that meet their planned 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) determine if the current vehicle type and usage needs is the same, if there is a less expensive alternative, if there is a greener or electric alternative, and if the current vehicle has any useful life to become a Fleet loaner vehicle.
The Building Maintenance Section of the Public Works Department is retiring CB19, a 2015 Ford F-150. It was determined the vehicle has reached the end of its service life due to age, condition, and maintenance costs. CB19 will be replaced with a new 2027 Chevrolet Silverado EV pickup truck. This vehicle will be upfitted with emergency lighting, bed drawer system, tonneau cover, bedliner, and decals for a total cost of $68,849.
The Streets and Median Maintenance Section of the Public Works Department is retiring vehicle S2, a 2014 Ford F-150. It was determined the vehicle has reached the end of its service life due to age, condition, and maintenance costs. S2 will be replaced with a new 2027 Chevrolet Silverado EV pickup truck. This vehicle will be upfitted with a headache rack, rooftop lightbar, side mounted toolboxes, flashlight, radio charger, bedliner, and decals for a total cost of $71,450.
The Traffic Control Section of the Public Works Department is retiring two vehicles, T24, a 2012 Ford F-450 sign truck, and T25, a 2012 Ford F-150. It was determined that the vehicles have reached the end of their service life due to age, condition, and maintenance costs. T24 will be replaced with a new 2027 Ford F-550 diesel sign truck that will be custom-upfitted to better serve Traffic Control, for a total cost of $248,208. The T25 will be replaced with a new 2027 Chevrolet Silverado EV pickup truck. This vehicle will be upfitted with emergency lighting, rooftop lightbar, toolbox, headache rack, bedliner, and decals for a total cost of $69,685.
The Water Distribution Section of Water Utilities Department added two positions in FY 2025-26, but did not include vehicles for those positions, and is now requesting an ATF with the purchase of two new 2027 Chevrolet Silverado EV pickups trucks that will be upfitted with emergency lighting, rooftop lightbar, bed drawer system, camper shell, bedliner, and decals. The cost of each new ATF is $75,357. The Water Distribution Section is also retiring vehicle W406, a 2014 Ford F-150. It was determined the vehicle has reached the end of its service life due to age, condition, and maintenance costs. W406 will be replaced with a new 2027 Chevrolet Silverado EV pickup. This vehicle will be upfitted with emergency lighting, bed drawer system, tonneau cover, bedliner, and decals for a total cost of $68,849.
The Water Laboratory Section of the Water Utilities Department is retiring vehicle SD203, a 2014 Dodge Grand Caravan. It was determined the vehicle has reached the end of its service life due to age, condition, and a high repair cost from a damaged transmission. SD203 will be replaced with a new 2027 Chevrolet Equinox. This vehicle will be upfitted with emergency lighting and decals for a total cost of $36,704.
The Housing and Neighborhood Services Department is retiring vehicle HN3, a 2017 Ford Fusion Hybrid. It was determined the vehicle has reached the end of its service life due to age, condition, and maintenance costs. HN3 will be replaced with a new 2027 Chevrolet Silverado Equinox EV for a total cost of $39,819.
All vehicles are being purchased through Olathe Ford 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.
Seven of the nine vehicles proposed for purchase are fully electric, ensuring compliance with the California Air Resources Board’s Advanced Clean Fleets requirements and supporting the City’s commitment to reducing greenhouse gas emissions and lowering its overall carbon footprint. The Ford F550 is a specialty build set to carry heavy equipment and larger crew, a reasonable electric option does not no exist within the price range. The Chevrolet Equinox for the Water Utilities Department contains a smaller, more fuel- efficient engine than the Dodge Caravan that is currently in use.
FISCAL IMPACT
The purchase order with Olathe Ford, in the amount of $749,946, and with G&W Truck Accessories, in the amount of $4,332, will be charged to the accounts listed in the table below. The total cost of W406 is $68,849 but has only collected $46,014 in replacement, therefore, the difference of $22,835 will be charged to the Water Distribution account 750751711.5705, which has an available balance of $850,651. The 7 replacement vehicles have a total amount of $603,564 collected in replacement funds; therefore, sufficient funds are available. A $10,000 contingency is requested to account for any changes to costs of procurement and/or upfitting.
|
Description |
Amount |
Account Number and Description |
Available Balance |
|
Olathe Ford |
|
|
|
|
7 vehicles |
$578,563 |
620609831.5705 Fleet Replacement |
$603,564 |
|
Two addition to fleet vehicles |
149,270 |
908198525712.5705.10700 Water Distribution CIP |
155,000 |
|
W406 replacement-funding shortfall |
22,113 |
750751711.5705 Water Distribution |
22,835 |
|
SubTotal |
$749,946 |
|
|
|
G&W Truck Accessories |
|
|
|
|
7 vehicles |
$2,166 |
620609831.5705 Fleet Replacement |
$603,564 |
|
Two addition to fleet vehicles |
1,444 |
908198525712.5705.10700 Water Distribution |
155,000 |
|
W406 replacement-funding shortfall |
722 |
750751711.5705 Water Distribution |
22,835 |
|
SubTotal |
$4,332 |
|
|
|
Total |
$754,278 |
|
$781,399 |
|
Contingency |
$10,000 |
620609831.5705 |
$2,994,970 |
The approximate Monthly Replacement and Maintenance and Operation (M&O) costs are as follows:
|
Description |
M&O monthly charge |
Replacement monthly charge |
Business Unit |
|
Building Maint. Chevrolet Silverado EV |
$200 |
$1,401 |
630603851 |
|
Street/Median Maint Chevrolet Silverado EV |
$200 |
$1,401 |
600619213 |
|
Traffic Control Ford F550 |
$450 |
$3,084 |
640621101 |
|
Traffic Control Chevrolet Silverado EV |
$200 |
$1,401 |
640621101 |
|
Water Distribution Chevrolet Silverado EV (3 units) |
$200 each |
$1,401 each |
750751711 |
|
Water Lab Chevrolet Equinox |
$200 |
$456 |
750760711 |
|
Housing Chevrolet Equinox EV |
$150 |
$810 |
923475200283 |
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 Ford Quotes
3. G&W Truck Quotes